Card

This chapter does not apply to Private Label customers. See Chapter 23 for the Card screen for Private Label.

Corporate-level users: For details on cards produced by FleetCor, refer to the “Card Production Reference” document (in the User Guides section of the intranet).

The Card screen displays employee and vehicle cards belonging to a licensee or customer.

The Card screen consists of two tabs:

· Card List allows you to search for a card or group of cards. Summary information is shown for the cards returned from your search.

· Card Detail displays more information about a specific card. If you are authorized to do so, you can add or change card information on this tab.

Access the Card screen in any of the following ways:

· Select a customer on the full-mode Customer screen, and then select Customer -> View Cards from the drop-down menu:

Selecting View Cards from the action list has the same effect.

· Select a vehicle on the Vehicle screen and then select Card -> View Cards from the drop-down menu. Selecting View Cards from the action list has the same effect.

· On the Licensee screen, click the button. Then click the button. Retrieve the desired card, and click the button to navigate to the Card screen (populated with that Card’s information).

· From any screen, select Card -> Find from the drop-down menu:

This can be slower than the previous options. You can improve performance by entering search criteria on the Employee List tab to narrow the search results.

Card List

This tab displays summary information for a specified group of employee and vehicle cards:

The Card List tab contains an action list:

Each action item performs the following function:

Deactivate – Deactivates the card. You must enter a reason on the Card Detail tab.

Activate – Activates the card. You must enter a reason on the Card Detail tab.

Replace – Replaces the existing card and assigns a new card number. See Replacing a Card.

Reissue – Reissues the existing employee card and saves the request. See Reissuing a Card.

View Employees – Displays on the Employee List tab employees associated with the card.

View Vehicles – Displays on the Vehicle List tab the vehicle(s) associated with the card.

View Transactions – Displays on the Transaction List tab posted transactions for the card.

If you are on the Card screen you can also access these functions via the drop-down menu:

All of the commands (except for Find) are “grayed out” if you are outside the Card screen. For information on the Snapshot feature, see the Snapshot Screen Overview.

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Card Number	System-assigned 17-digit card number.
Customer ID	Unique system-assigned identifier of the customer.
Customer ID AS400	Customer’s ID number on the AS/400.
Customer Name	Customer’s name.
Card Status	Status of the card (A=Active; I=Inactive; R=Renewed).
Vehicle Number	Customer-assigned number used to identify the vehicle.
Vehicle Description	Customer-defined description of the vehicle.
Vehicle Status	Status of the card (A=Active; I=Inactive; R=Renewed).
Expiration Date	Date the card expires.

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Not in use at this time. Add cards on the Vehicle or Employee screens.
Find ([Alt]+F)	Allows you to search for a card. See the Getting Started chapter for tips.
Update ([Alt]+U)	Allows you to update the Status and/or Card Status Reason fields.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Saves changes made. You will be asked to confirm the changes.
Exit ([Alt]+X)	Exits the application.

Replacing a Card

A card must be replaced if it is lost or stolen. Replacing a card results in a new card being printed, with a new card number and expiration date.

1. Do one of the following:

· Navigate to the Card screen in one of the ways described at the beginning of this chapter.

· Navigate to the Vehicle screen in one of the ways described in the Vehicle chapter.

· Navigate to the Employee screen in one of the ways described in the Employee chapter.

2. Retrieve and select the card you wish to replace.

3. Do one of the following, depending on which screen you are using:

· Select Card -> Replace from the drop-down menu (or choose Replace from the action list).

· Select Vehicle -> Replace from the drop-down menu (or choose Replace from the action list).

· Select Employee -> Replace from the drop-down menu (or choose Replace from the action list).

4. You will be asked to confirm. Click the button (or press [Alt]+O) in the confirmation box. The new card number will populate in the List tab of the screen that you are using.

5. FleetNet saves the request. Cards are then printed using your local AS/400 unless the Licensee outsources their card production to SourceOne.

Reissuing a Card

A card is reissued if it is defective (for example, the magnetic stripe no longer works). Reissuing a card results in a new card being printed, with the existing card number and expiration date.

1. Do one of the following:

· Navigate to the Card screen in one of the ways described at the beginning of this chapter.

· Navigate to the Vehicle screen in one of the ways described in the Vehicle chapter.

· Navigate to the Employee screen in one of the ways described in the Employee chapter.

2. Retrieve and select the card you wish to reissue.

3. Do one of the following, depending on which screen you are using:

· Select Card -> Reissue from the drop-down menu (or choose Reissue from the action list).

· Select Vehicle -> Reissue from the drop-down menu (or choose Reissue from the action list).

· Select Employee -> Reissue from the drop-down menu (or choose Reissue from the action list).

4. FleetNet saves the request. Cards are then printed using your local AS/400 unless the Licensee outsources their card production to SourceOne.

Card Detail

This tab displays detailed information about the selected card:

To view another card, click the or button (or press [Alt]+P or [Alt]+N, respectively). (See the Getting Started chapter for help).

The only fields on this tab that can be updated are the Status and Card Status Reason fields. All other fields must be changed on the Customer, Employee, or Vehicle screens.

The tab’s data fields are as follows:

Card Number DATA FIELD	DESCRIPTION
Card Number	System-assigned 17-digit card number (populated).

Customer/Vehicle Details DATA FIELD	DESCRIPTION
Licensee ID	Licensee to which the card belongs (populated).
Licensee Name	Name of the licensee to which the card belongs (populated).
Division ID	Division to which the card belongs (populated).
Division Name	Licensee-defined name assigned to the division (populated).
Customer ID	Unique system-assigned identifier of the customer (populated).
Customer Name	Name of the customer (populated).
Customer ID AS400	Customer’s ID number on the AS/400 (populated).
Vehicle Number	Customer-defined vehicle number (populated if vehicle card).
Vehicle Description	Customer-defined vehicle description (populated if vehicle card).

Card Details DATA FIELD	DESCRIPTION
Card Type ID	Card type system (1=One-Card, 2=Two-Card) in use (populated).
Last Trx Date	Date and time of the card’s last transaction.
Card Type Description	Type of card product in use (populated).
Issue Date	Date on which the card was issued (populated).
Status	Status of the card (A=Active; I=Inactive; R=Renewed).
Expiration Date	Date on which the card expires (populated).
Card Status Reason	Reason for the change in card status (Issue, Replace, Renew).

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Not in use at this time. Cards are added on the Vehicle or Employee screens.
Find ([Alt]+F)	Allows you to search for a card.
Update ([Alt]+U)	Allows you to update the Status and/or Card Status Reason fields.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Saves changes made. You will be asked to confirm the changes.
Exit ([Alt]+X)	Exits the application.

Updating a Card

1. Navigate to the Card screen in one of the ways described at the beginning of this chapter.

2. Retrieve and select the card you wish to update.

3. Click the button, press [Alt]+U, or double-click the card record.

4. Status – Change the status of the card (A=Active; I=Inactive; R=Renewed).

Note: If this customer is on iFleet, this field can only be changed in iFleet.

5. Card Status Reason – Select the reason for the change in card status (Issue, Replace, Renew).

6. To make changes to the other fields, go to the Customer, Employee, or Vehicle screens (see the respective chapter(s) for details).

7. Click the button (or press [Alt]+S). You will be asked to confirm. Click the button (or press [Alt]+O) to save the card record.

You can cancel the changes by clicking the button (or pressing [Alt]+C) any time before pressing OK.

Snapshot Screen Overview

The Snapshot screen displays a summary of a card, and its associated licensee and customer. For example, if a site calls because a transaction has been declined, you can quickly determine whether the employee (driver) or vehicle card is active, the customer’s account over its credit limit, the licensee has been locked, or whether the wrong type of fuel was purchased.

The screen consists of these tabs:

· Card/Licensee/Customer Detail displays summary information about the card, and associated licensee and customer.

· Vehicle Detail displays information about the associated vehicle, if any.

· Employee List displays a list of all of the customer’s employees.

Access the Snapshot screen in one of two ways:

· On the Call Authorization screen, click the button (or press [Alt]+P).

· On the Card screen, find and retrieve the card. Then select Card -> Snapshot from the drop-down menu:

Card/Licensee/Customer Detail

This tab contains information about the card, and its associated licensee and customer:

The only unlocked fields on this tab are Card Number and PIN Number (when present).

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Card Number	System-assigned 17-digit vehicle or employee card number (mandatory for performing a search).
PIN Number	PIN associated with the card number (optional for performing a search). Note: This field is present only when the Snapshot screen is accessed via the Call Authorization screen.

Bold = Mandatory field

Licensee details DATA FIELD	DESCRIPTION
Licensee ID	Licensee to which the card belongs.
Licensee Name	Name under which the licensee operates
Status	Licensee’s status (R=Restricted; U=Unlocked; S=System Locked; M=Manually Locked, etc.).
Lock Code	Licensee’s status (E=Expired, M=Manually Locked, N=Notify Franchisee, O=Over Credit Limit, P=Past Due, R=Restricted, S=System Locked, U=Unlocked).
Platform	System that the licensee operates (FleetPro, Legacy, or Tandem).
Lock Reason	Reason that the licensee was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold).
Phone	Licensee’s phone number.
Lock Date	Date on which the licensee was locked.

Bill Group details DATA FIELD	DESCRIPTION
Bill Group ID	ID of the bill group to which the customer belongs.
Bill Group Name	Name of the bill group to which the customer belongs.
Lock Code	Bill group’s status (U=Unlocked, S=System Locked, M=Manually Locked, N=Notify Franchisee, O=Over Credit Limit, P=Past Due, R=Restricted, E=Expired).
Enforce Credit Limit	A check indicates that the credit limit is to be enforced.
Lock Reason	Reason that the bill group was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold).
Current Open-To-Buy	Dollar amount the bill group has to spend before exceeding its Credit Limit (or Credit Shadow Limit, if that function from the Credit tab of the Customer screen is used). This field that is calculated (using fields from the Credit tab of the Customer screen) as follows: Credit Limit (or Shadow Credit Limit, if applicable) minus Unbilled To Date, minus temporarily priced transactions*, minus Current Balance. *For transactions that are not priced, temporary prices are used until the actual pricing occurs (during the next database synchronization window). After the synchronization, the actual pricing is applied and balances are adjusted accordingly.
Unbilled To Date	Dollar amount of unbilled, un-priced transactions and unbilled, priced transactions for the bill group (populated). Un-priced transactions are applied to a bill group’s credit using the retail price of the transactions.
Lock Date	Date on which the bill group was locked.
Credit Limit	Bill group’s credit limit.
Current Balance	Balance due for this bill group (populated).

Customer details DATA FIELD	DESCRIPTION
Customer ID	Unique system-generated identifier of the customer.
Customer Name	Customer’s name.
Customer ID AS400	Customer’s ID number on the AS/400.
Lock Code	Customer’s status (U=Unlocked, S=System Locked, M=Manually Locked, N=Notify Franchisee, O=Over Credit Limit, P=Past Due, R=Restricted, E=Expired).
Bill Frequency	Frequency with which the customer is billed (Weekly, Bi-Weekly, Calendar, FFM).
Allow ARCO	A check indicates that the customer is permitted to fuel at ARCO sites.
Lock Reason	Reason that the customer account was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold).
Phone	Customer’s phone number.
Allow Oregon	A check indicates that the customer is licensed to pump fuel in Oregon.
Lock Date	Date on which the customer account was locked.

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Not in use at this time.
Find ([Alt]+F)	Allows you to search for a specific record.
Update ([Alt]+U)	Not in use at this time.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Not in use at this time.
Exit ([Alt]+X)	Exits Snapshot and returns to the previous screen.

Finding & Retrieving a Card

When you are navigated to the Snapshot screen, the Card/Licensee/Customer Detail tab is the first tab you will see; begin with Step 4 as listed below. However, if you have already retrieved a card and need to find another, begin with Step 1:

1. On the left side of the Snapshot screen, click the button (or press [Alt]+F).

2. Enter the 17-digit (vehicle or employee) card number. You can also enter the PIN that corresponds with the card number, which will narrow the search.

3. Click the button (the FIND button becomes the RETRIEVE button after it is pressed). The corresponding card will then be displayed.

4. To view a list of the customer’s employees, select the Employee List tab (to the right of the Vehicle Detail tab).

To view the details of a vehicle card, select the Vehicle Detail tab (to the right of the Card/Licensee/Customer Detail tab). Note that unless you have entered a 17-digit vehicle card number, the Vehicle Detail tab will not contain any vehicle information. This is so even for an employee who has been assigned to a particular vehicle (see Adding an Employee in the Employee chapter for an explanation of Vehicle Limit Type).

Cancel the search at any time by clicking the button (the EXIT button becomes the CANCEL button after FIND is pressed). This will display a blank Card/Licensee/Customer Detail tab.

Vehicle Detail

This display-only tab contains information only when a vehicle card number is retrieved:

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Vehicle Number	Customer-defined vehicle number.
Vehicle Description	Customer-defined vehicle description.
Tank Limit	Number of gallons that the vehicle’s fuel tank holds.
Fuel Group Description	Type of fuel that the vehicle is restricted to, if any.

Lock Details DATA FIELD	DESCRIPTION
Lock Code	Customer’s status (N=Notify Licensee; O=Over Limit; P=Past Due; R=Restricted; U=Unlocked; S=System Locked; M=Manually Locked)
Lock Reason	Reason the account was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold).
Lock Date	Date on which the vehicle was locked.

Daily Limits DATA FIELD	DESCRIPTION
Gallons – Max	Maximum gallons that can be purchased for the vehicle in a 24-hour period (midnight – midnight).
Gallons – Daily Total	Gallons that have been purchased for the vehicle in the current 24-hour period.
Transactions – Max	Maximum number of transactions allowed for the vehicle in a 24-hour period (midnight – midnight).
Transactions – Daily Total	Number of transactions for the vehicle in the current 24-hour period.

Cycle Details DATA FIELD	DESCRIPTION
Fuel – Max	Maximum gallons of fuel that can be purchased during this customer’s authorization cycle (Weekly or Monthly, as appropriate) before the transaction is denied.
Fuel – Fleet Totals	Gallons of fuel purchased for the vehicle in this customer’s authorization cycle (Weekly or Monthly).
Fleet Services – Max	Maximum dollar amount of Services that can be purchased during this customer’s authorization cycle before the transaction is denied.
Fleet Services – Fleet Totals	Dollar amount of Services purchased for the vehicle in this customer’s authorization cycle (Weekly or Monthly).
Miscellaneous Purchases – Max	Maximum dollar amount of Miscellaneous Purchases that can be made during this customer’s authorization cycle before the transaction is denied.
Miscellaneous Purchases – Fleet Totals	Dollar amount of Miscellaneous Purchases made for the vehicle in this customer’s authorization cycle (Weekly or Monthly).
Fleet Supplies – Max	Maximum dollar amount of Supplies that can be purchased during this customer’s authorization cycle before the transaction is denied.
Fleet Supplies –Totals	Dollar amount of Supplies purchased for the vehicle in this customer’s authorization cycle (Weekly or Monthly).
Last Transaction Date	Date of the most recent transaction for this vehicle.

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Not in use at this time.
Find ([Alt]+F)	Allows you to search for a specific record.
Update ([Alt]+U)	Not in use at this time.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Not in use at this time.
Exit ([Alt]+X)	Exits Snapshot and returns to the previous screen.

Employee List

This tab is a display-only list of all employees within the customer account:

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Employee Number	Customer-defined employee number.
Employee Name	Customer-defined name of the employee.
PIN	Personal Identification Number for the card.
Vehicle Access	Indicates which of the customer’s vehicle(s) the employee has access to
One Vehicle ID	Vehicle to which the employee is restricted (if ONE Vehicle Access).
Lock Code	Employee’s status (N=Notify Licensee; O=Over Limit; P=Past Due; R=Restricted; U=Unlocked; S=System Locked; M=Manually Locked).
Lock Date	Date on which the employee was locked.
Lock Reason	Reason that the employee was locked.

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Not in use at this time.
Find ([Alt]+F)	Allows you to search for a specific record.
Update ([Alt]+U)	Not in use at this time.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Not in use at this time.
Exit ([Alt]+X)	Exits Snapshot and returns to the previous screen.