Fuel Card

This chapter describes the process of creating a fuel card from each supplier.

There are two options in the Fuel Cards menu: Fuel Card and Fuel Card Transaction.

Service Fuel Card

A fuel card can be set up without a financing contract, but only for the leasing company's own vehicles.

In order to be able to create a fuel card for a client in the system, a Fuel Card Service must be created for a specific contract – a specific financed object.

On the fuel card type detail card, the user opens the fuel card discount detail in the navigation.

The only editable field here is Discount amount – customer, the field is pre-filled with the value from the code list, but the user can still edit it.

Fuel Card

Once the user has created the Fuel Card service, it is possible to create a fuel card.

A fuel card can be created directly from the financed object via Process/Fuel cards:

An overview of fuel cards belonging to the contract or Financed Object will open. Use the New button on the Action Pane to open a blank Fuel Cards tab (see the chapter below for a detailed description of how to create a fuel card). The card consists of three tabs – General, Ordering and Delivery, Blocking and Exclusion.

General Tab:

Field:

• Card No.

  • The number will be filled in automatically by the system from the number series.

  • It will be set in the Contract with Service Settings.

• Card Kind

  • The user selects which type of card it is (customer/own)

    • The "customer" card is for customers with a leasing contract. Most of the data in the General tab is supplemented by the system on the basis of the contract and the fields are non-editable.

    • "Own" cards are intended for the vehicles of the leasing company, there is no leasing contract for them and they are not reinvoiced. In the case of your own card, the contract number must be blank – the system checks.

• Card No. – Company

  • The card number is entered by the user after receiving the card from the card company.

  • The field is crucial for finding a card from a fuel card transaction when processing a data record

• Card Name

  • Entered by the user after receiving the card from the card company.

• Financing Contract No.

  • If the card is custom, then the field is non-editable.

  • If the card is a customer card, then the user selects the contract to which the card belongs. If there is more than one fuel card service on the contract, the system opens the "TK type details overview" valid as of the current date and the user selects which service to create the card for.

• Financing Object No.

  • If the card is custom, then the field is non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Financing Object Name

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Master Agreement No.

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Card Vendor No.

  • If the card is custom, then the user selects from the list of suppliers.

  • If the card is a customer card, then it will be automatically refined according to the Contract No. and the fuel card service on the contract

• Card Vendor Name

  • If the card is owned, then it will be drawn according to the Vendor Number.

  • If the card is a customer card, then it will be automatically refined according to the Contract No. and the fuel card service on the contract

• Fuel Card Pricelist

  • If the card is owned, then the field will be editable and the user will select the appropriate fuel card price list of the given supplier valid as of the current date. The system will pre-fill if the vendor has only one TK Pricelist.

  • If the card is a customer card, then the system will automatically take over according to the contract number.

• Fuel Card Type

  • The system will transfer the "card type code" set in the fuel card price list.

  • The field is editable.

• Service No. (Service No.)

  • If the card is a customer card, the system will fill in the fuel card automatically after entering the price list

• Customer No.

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Customer Name

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Customer Business Place No.

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Customer Business Place Name

  • If the card is custom, then the field will be non-editable.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Driver No.

  • If the card is the card's own, the user manually selects the Driver.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Driver Name

  • If the card is your own, it will be automatically refined according to the Driver Number.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Licence Plate No.

  • If the card is owned, then the user enters the license plate manually.

  • If the card is a customer card, it will be automatically completed according to the Contract No.

• Created At

  • The system will automatically fill in the date and time of creation

  • Non-editable field

• Created By Name

  • The system will be completed automatically according to the logged-in user

  • Non-editable field

• Modified At.

  • The system will automatically fill in the date and time of the last change

  • Non-editable field.

• Modified By Name

  • The system will be completed automatically according to the logged-in user

  • Non-editable field

Order and Delivery Tab

Field:

• Order Date

  • The system will add the date when the email with the order was created and sent to the contact person for ordering the fuel card

• Ordered By

  • The system will fill in automatically according to the logged-in user after completing the Order Date. If the user changes/deletes the order date, the value of the field will not change

• Service Range Code

  • The system will fill up automatically from the Fuel Card Price List

• Service Range Description

  • The system will fill in automatically from the Service Range Code

• Vendor Service Range Code

  • The system will be completed from the Service Range Code (named by the supplier)

• Fuel Card Customer No.

  • The system is completed from the customer number settings on the TK price list.

  • The user can change the

• Fuel Card Customer No. Description

  • The system will be completed from the TK customer number

• Limit Excl.VAT – Day/Week/Month

  • Complements the system from the TK price list

• Territorial Validity

  • User selects from National/International values

• Toll Payment

  • Ticks by the user if toll payment is enabled.

• PIN Code

  • Does the user fill in the PIN code of the card manually after receiving the card

• Validity From

  • To be completed manually by the user after receiving the card

• Validity To

  • Completes the system after inserting "valid from"

  • The system calculates based on the default validity period set in the Default fuel card validity field in the TK Customer No. table: Valid from + Default fuel card validity and it is the last day of the given month (e.g. Valid from = 11.1.2017, Default validity of TK = 3R, then Valid to = 31.1.2020).

• Date of Card Submitting

  • To be completed manually by the user after handing over the card to the customer

• Method of Card Submitting

  • User selects from Personal/Mail-in values

Blocking and exclusion tab

Field:

• Blocking Date

  • To be entered manually by the user

• Blocking By

  • The system will fill in automatically according to the logged-in user after filling in the Blocking Date. If the user changes/deletes the blocking date, the value of the field will change

• Return Date

  • To be entered manually by the user

• Exclusion Reason

  • The user selects from the following options: Expiration, Cancellation, Contract termination, Damage, Loss of card, Other reason

• Exclusion Date

  • To be entered manually by the user

• Exclused By

  • The system will fill in automatically according to the logged-in user after filling in the Blocking Date. If the user changes/deletes the blocking date, the value of the field will change

• Note

  • To be entered manually by the user

Fuel Card Discount

In the header of the fuel card, the user can open the fuel card discount detail by clicking on the "Discounts" button, which is a view of the discounts defined in the contract for the given card.

Fuel card discounts are described in detail in the documentation Ceníky služeb smlouvy in the Fuel Card Pricelist chapter.

Fuel Card One-Off Charge

In the TK header, the user can open fuel cards via the "One-off fees" button, where they can define a fee for this card to be invoiced.

Field:

• Card Type Code

  • The system will automatically refill according to the relevant fuel card.

• Card No. – Company

  • The system will automatically refill according to the relevant fuel card

• Fee Date

  • The system will be completed according to the current date. Non-editable

• Fee Type Code

  • The user selects from the fees defined for the given card type.

• Fee Excl. VAT (LCY)

  • The system will be completed automatically after selecting the Fee Type Code from the fuel card fee code list

  • Non-editable

• Fee to Invoice Excl. VAT (LCY)

  • The system will be completed automatically after selecting the Fee Type Code from the fuel card fee code list

  • Editable – this value enters the invoice

• Invoice

  • If the user selects YES, Fee for Invoicing Excl. VAT will be included in the invoice

  • If NO, the charge cannot be invoiced to the customer. When the "Invoice one-time fee" function is triggered, the system displays the message "There is nothing to post!

• Billing Method

  • After checking Invoice=YES, the user selects the invoicing method from the list:

    • Invoice for fuel – the fee will be included in the mass re-invoicing for fuel.

    • Individual invoice – the fee will not be included in the mass invoice for fuel – default value, An individual invoice will be issued by the user manually, according to the function described below.

• Invoiced

  • Completes the system automatically after creating a sales invoice (unposted)

• Sales Invoice No.

  • Completes the system automatically after a sales invoice is created

• Posted Sales Invoice No.

  • Replenishes the system automatically after posting a sales invoice

• Posting Date

  • Automatically completes the NAV posting date from the posted sales invoice

Here you can start Invoicing One-off Fee by clicking on the Invoice One-off Fee button.

If the user runs the Invoice One-off Charge function, the system displays a dialog window to specify the Posting Date and Due Date.

After filling in the information and confirmation, the user will see an unposted sales invoice, which the user can edit and then post.

After posting, the system writes the number of the posted sales invoice to the fee line.

Create Fuel Card

The user can create a fuel card on the financed object if there is a Service with the "fuel card" type on the contract.

A customer can have more than one fuel card service on the contract in the currently valid period:

In this case, the system will open a dialog box to select which fuel card we are creating.

Both cards can be created one by one.

When creating a TK the system checks whether the TK Service on the contract is still valid (if it has not expired).

If the TK Service has already ended or does not exist, it prints the error message "there is no TK Service" and ends.

Completion of important fields from the fuel card

After ordering a technical inspection, the user receives a fuel card from the supplier. From the card, the user fills in Card No. – Company

It will also fill in from the Valid From tab. On the fuel card, the system calculates the validity of the TK Valid To = the end of the card's validity according to the length of validity of the fuel card.

Your fuel card is ready to process TK transactions.

Fuel Card List on Financed Object

On the financed object, the user has access to the item's fuel cards from two places. In the area menu Process and the FactBox Service Usage.