1.  Introduction

Fuel reference files are one of the more complex to create but once done will facilitate:

•Automatic supplier file imports

•Fuel tax credit reporting

•CO₂ emission reporting

•Fuel use reporting and analysis

First, ensure fuel suppliers are entered in the Supplier reference file and flagged as "Fuel" suppliers.

Once done, follow the instructions below.

2.  Reference Files

Reference Files>>Transactions>>Fuel

2.1  Fuel Types

These are the descriptions of fuel types and associated products (e.g. engine oil) written as you wish to see them in AusFleet.

They will be the descriptions you use when referring to fuel in AusFleet, regardless of supplier.

You only need enter each product type once, not once for each supplier.

If you intend to import supplier files:

•Add "Administration Fee" (or a description of your choice) with identifier "Admin" to ensure AusFleet recognises and processes admin  fees correctly

•Add non-fuel products with identifiers "Lube" or "Other" for oils and personal purchases respectively.

Fuel Type Reference File

2.1.1 What are Fuel Identifiers?

(See column 2 in the screenshot above)

•The four Identifiers tell AusFleet what type of product has been purchased so the transaction is processed correctly and reporting is correct

•They help identify any non-permitted purchases which may have taken place using the fuel card 

•You can choose to suspend transactions which are not fuel purchases if your organisation does not allow such purchases

2.1.2  What are Equivalent Fuels?

Some vehicles can safely use multiple fuel types E.g. Unleaded, Super Unleaded, E10.

"Equivalent fuel type" links different, compatible fuel types under an umbrella fuel.

Example:

•Fleet module has Vehicle's fuel type is recorded as E10 in Fleet Module but driver has used super unleaded

•Fuel Type Reference File has ULP as the equivalent fuel for E10, ULP and super unleaded

•AusFleet sees super unleaded has been used but does not suspend the transaction because E10 and super unleaded have the same Equivalent Fuel, ULP

If a Fuel Type does not have alternatives that can be used, select the Fuel Type as the Equivalent Fuel.

2.1.3 Fuel Tax Credit Values

Fuel Tax Credit Reporting is provided as part of the Fuel module.

Open the accordion for each eligible fuel to add the rebate amounts as per the ATO's Fuel Tax Credit Scheme.

When these rates change, "Add new record" with new rates and an "Effective Date" i.e. the date on which the new rebates replace the previous ones. The new rates will be used for all purchases on or after the effective date.

The percentages of fuel use to be claimed under the scheme are applied using "Fuel Tax Vehicle Type" below.

Refer to the ATO website for current rebate values, applicable use and other scheme rules.

Fuel Tax Rebate Values

2.1.4  Ledger Code

This used to map fuel types to ledger codes when a financial interface is in place. Otherwise they can be ignored.

2.2  Fuel Tax Vehicle Type

This reference is used for Fuel Tax Rebate reporting in line with the Australian Tax Office rebate scheme.

Create vehicle categories with default percentages for auxiliary use as defined by the ATO's Fuel Tax Rebate Scheme.

The categories will be applied to eligible assets in the Fleet module and used to calculate rebate claims.

•"Default Auxiliary Use %" can be the ATO's "Safe Harbour" % or your own, assessed rates

•The default % can be changed for individual assets in Fleet>>MMSB Categories & Flags>>Flags or in the report results if necessary

Fuel Tax Vehicle Types

Fleet>>MMSB Categories & Flags>>Flags

2.3  Fuel Supplier References

Here, the Fuel Types created above are mapped to the fuel suppliers' product codes so that their transaction files can be processed correctly by AusFleet.

•If you do not import fuel files, ignore this reference file

•If you do import files, you need to complete the following process for each supplier and/or on-site bowser system (bulk fuel) e.g. DataFuel

The Suppliers reference file must contain your fuel suppliers before proceeding.

•It allows you to use your own, preferred fuel names for all suppliers regardless of what terms the suppliers use

•Add fuel types used for each supplier, plus an Administration code (to process admin fees) 

•If your card scheme allows the purchase of oil or personal items (food and drink etc), create codes for them and choose identifiers "Lube" and "Other" respectively (see above for more information)

If you use on site fuel systems such as DataFuel, "Supplier Type" will change to "Bulk Fuel" and you need to enter "Issue Price" and "Effective Date". This is used as the "pump price" for internal recharging

Fuel Supplier References - External Supplier

2.3.1 Bulk Fuel - Additional information Required

Fuel Supplier References - Bulk Fuel Supplier

3.  Parameters

More>>Parameters>>Flags & Settings

Each of these settings has a tool tip explaining the effect of each:

Fuel Parameters - Flags and Settings

Force Posting (parameter 1620) allows purchases to be recorded with incorrect data E.g. missing odometer, incorrect fuel type.

While it is an easy way to post records that cannot be easily fixed/traced it can have adverse effects on reporting e.g. if incorrect fuel type is allowed.

Not all errors can be force posted E.g. registration/fleet number not found

More>>Parameters>>Default Values

Fuel Parameters - Default Values

Enter the number of km between fuel fills that will result in the transaction being suspended.

This helps to identify and fix incorrect odometer readings.

End of Chapter

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