Purchases Import
Import fuel card transactions from CSV for spend reporting and the savings audit.
Last Updated
Import fuel card transactions so FuelRouteX can report spend and run the savings audit. Imports are CSV files with one row per transaction.
Importing a File
- Open Purchases and choose Import Purchases.
- Select a CSV file up to 10 MB and upload it.
- Results, including any row errors, appear in Import History.
You need permission to import purchases. Tenant admins and accounting users have it by default. You can also export the purchases you can see as a CSV from the Purchases page.
Columns
Column headers must match the names below exactly (extra spaces around a header are ignored). Dollar signs and thousands separators in money columns are removed automatically.
| Column | Required | Notes |
|---|---|---|
Subsidiary | No | Name or code of the subsidiary that made the purchase. |
Transaction Date | Yes | MM/DD/YYYY HH:MM or MM/DD/YYYY HH:MM:SS, read as UTC. |
Source | Yes | Where the transaction came from, such as the fuel card program. |
Invoice | Yes | Invoice or transaction number. |
Location ID | No | Station identifier. Either Location ID or Address is required. |
Address | No | Station address. Either Location ID or Address is required. |
Truck | Yes | Truck or unit number. |
Driver | No | Driver name or ID. |
Location Name | No | Station name. |
City | No | Station city. |
State | No | Station state. |
Quantity | Yes | Gallons purchased. |
Retail PPU | No | Price per gallon. Needed for the savings audit. |
Net Total | No | Amount charged. |
Transaction Fee | No | Any fee charged on the transaction. |
Fuel Transaction Type | No | Product, for example Truck Diesel. |
Fuel Provider Description | No | Provider or network description. |
Payment Status | No | Payment status from the card program. |
Matching Subsidiaries
The Subsidiary column is matched against your subsidiaries by name or code. Suffixes such as Inc, LLC, Corp, Co and Ltd are ignored, so Acme Freight LLC matches a subsidiary named Acme Freight. A row naming a subsidiary that does not exist in your account is reported as an error.
Duplicates
A purchase is a duplicate when its subsidiary, source, invoice, transaction time, location and fuel transaction type all match a purchase already imported or an earlier row in the same file. Duplicates are skipped, so it is safe to import overlapping date ranges. Importing the exact same file twice adds nothing and shows Already Imported.
What Counts Toward Savings
Only rows with the fuel transaction type Truck Diesel and a Retail PPU are used in the savings audit. All imported rows still appear in the Purchases list.
Errors
Rows with a missing required value, an unreadable date or an unknown subsidiary are skipped and reported. Up to 50 row errors are shown per import so you can correct the file and import it again.