How Fleet Fuel Card Reporting Can Save You Time

Creating fuel expense reports, IFTA reports,  fuel exemption reports, etc. can take up a lot of time if you are manually entering data from fuel receipts or copying/pasting PDF reports. You may not also be taking advantage of all the extra data a fuel card collects such as truck number, odometer, driver ID, job number, or department that will make it so much easier have the data built into the report rather than merging data from other sources.

Fortunately most fleet cards will not only collect critical fleet related data, but they will also provide you with online reporting access that will allow you to download user friendly fleet fuel card reports. Let’s get started by list out the types of fleet fuel card reports that are available in a fleet card reporting system.

• Purchase Alerts -Allows you to create or edit alerts that will be generated based on specified purchase parameters.
• Card Report- This report shows card status and card details by account or by organization level.
• Vehicle Report-This report shows vehicle status and vehicle details by account or by organization level.
• Driver Report-This report shows driver status and driver details by account or by organization level.
• Card Inactivity Report-This report shows inactive card status and last activity date by account or by organization level.
• Transaction Detail Report – This report shows transactions by account or organization level and allows you to filter transactions using various transaction and card attributes.
• Real Time Activity Report –This report shows card authorizations and completed transactions for the last 7 days.
• Transactions by Vehicle-This report shows transaction details and transaction totals by vehicle.
• Transactions by Driver-This report shows transaction details and transaction totals by driver.
• IFTA Filing Report-This report lists transactions by vehicle, fuel type and state for IFTA filling purposes.
  Management Reports
• Top Dollars by Merchant-This report shows merchants sorted by total dollars spent at each merchant. You can drilldown by merchant and see transaction details at the selected merchant.
• Cards with High Dollars for Non-maintenance Transactions-This report shows cards sorted by the total number of non-maintenance transactions (fuel, food, misc., etc.) for each card. You can drilldown by card and see transaction details for the selected card.
• Cards with High Gallons-This report shows cards sorted by total number of gallons or units for each card. You can drilldown by card and see transaction details for the selected card.
• Cards with Non-fuel Purchases-This report shows cards sorted by the number of non-fuel transactions for each card. You can drilldown by card and see transaction details for the selected card.
• Cards with Highest Number of Transactions-This report shows cards sorted by the total number of transactions for each card. You can drilldown by card and see transaction details for the selected card.
• Cards with Multiple Purchases per Day-This report shows cards sorted by total number of transactions for each card along with total dollars for the card. You can also drilldown to the transaction details for each card.
• Cards by Purchase Method-This report shows merchants sorted by total number of transactions for each merchant along with total dollars and total gallons/units. You can drilldown by merchant and see the purchase method (at the pump, inside electronic, inside keypad, etc.) for each transaction at the selected merchant.
• Fuel Economy by Vehicle ID-This report shows total miles driven and total gallons used by Vehicle ID. This report also calculates miles per gallon and cost per mile for each vehicle.
• Fuel Economy by Vehicle Description-This report shows total miles driven and total gallons used by vehicle description. This report also calculates miles per gallon and cost per mile for each vehicle.
• Organization Summary-This report summarizes total dollars by organization level. You can drilldown into an organization level to see a summary of all products used at the selected organization level. Graphs of this summary information are also provided.
• Vehicle Cost Analysis-This report shows total dollars for fuel and non-fuel transactions, total number of transactions, total gallons/units, total miles driven and total dollars by Vehicle ID. This report also calculates miles per gallon and cost per mile for each vehicle.
• Emergency Merchant Availability Report-This screen generates a report that identifies fueling merchants who are open for business during emergency situations.
• Merchant List-This report generates a list of active merchants and products they sell by state or zip code.
• Card Expiration Report-This report shows cards that have expired or are scheduled to expire.
• Statistical Summary Report-This report shows total amounts and counts for statistical analysis.
• Summary Quarterly Merchant Report-This report lists, by FY Quarter, summary spending information by merchant category codes (MCCs) and Product Number/Code, ranked by merchant, or totals comparisons.
• Percent of Limit Report-This report lists cards that are reaching their card limit for purchases.
• Transaction Exception-This report shows transactions that have been flagged with an exception code. This report is useful in identifying questionable purchases or misuse.
• Declined Transactions Report

Let’s face it, the above fleet gas card reports are completely useless if they can’t be exported for your needs. Most fleet fuel reports can be exported into:

• Excel- make its easy to manipulate data into the report that you want to see
• CSV – best format for uploading to accounting software
• PDF – great for emailing and printing to show other members of your team

Once you have the fleet fuel report exported you can use the data to form almost any report you are looking for.

If you don’t find the exact report you are looking for in your online fleet card account, most fleet fuel card providers can create custom reports for you. For example at C NRG Fleet, your fuel card data is also processed within our accounting software for billing purposes. The accounting software we use provides us with several other reports that our customers won’t see online.

By request, we send our customers custom reports that fit exactly what they are looking for.

Some fleet fuel cards like the Voyager fuel card will offer data integration via API (application programming interface). This will automatically transfer your fleet fuel related data into your accounting system, gps tracking system, or any other system you use to manage your fleet.

So imagine just logging into your GPS tracking system and you can access all fleet related data including your fuel data or simply checking your accounting software to see all the data is there. No more uploads or logging into two systems.

This is another option that fleet managers use to make their data easily usable and simplify their operation with all data in one place.