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How do I enter transactions using the Manual Transaction Entry Utility?

The manual transaction entry utility is used to add transactions to the Fleetwatch system.

Fleetwatch FMS · Data Tools 4
How Do I Enter Transactions with the Manual Transaction Entry Utility?
Use the Manual Transaction Entry Utility to add fueling transactions by hand. You choose a fuel lane, add a row for each transaction, fill in the employee, vehicle and amount, and send.

When to Use It

  • Offsite fuel lanes that Fleetwatch doesn’t monitor, so those fuelings still show up in Fleetwatch.
  • Fluids an RIH doesn’t monitor. The lane has a Fleetwatch RIH, but the fluid you dispensed isn’t one it tracks.
  • Missed transactions, such as fuel dispensed while the RIH was down or in bypass.

Open the Utility

First, log into Data Tools. The yellow numbers on the screenshots match the steps.

1 Click Utilities in the left menu.
2 Click System Utilities.
3 Click Manual Transaction Entry Utility.
Data Tools 4: 1 Utilities in the left menu, 2 System Utilities, 3 Manual Transaction Entry Utility in the list

Enter the Transactions

4 Choose the fuel lane first. Pick it from the Service Lane drop-down before you enter any data.
5 Add rows. Click Add once for each transaction you want to enter.
Transaction Controls with 4 the Service Lane drop-down and 5 the Add button outlined in red
Remove Removes the last row on the list.
Clear Caution: Clears all rows, without warning. Make sure everything has been sent before you click Clear.
6 Enter the employee and vehicle numbers. Type the employee number in Emp #1 and the vehicle number in Vehicle #. Valid numbers turn green. Also check the Date field and set it to when the fuel was dispensed.
Transaction rows with 6 the Emp #1 and Vehicle # columns outlined; valid entries are green
7 Enter the fluid totals. Type the amount for each transaction in the fluid column (for example, Unleaded (Gallon)).
Unleaded (Gallon) column with 7 the fuel amount fields outlined
8 Send the data. When all the entries are ready, click Send Data once. Rows turn green as they post.
Transaction rows highlighted green after sending, with 8 the Send Data button outlined
Only the first 16 rows turn green, but all the entries you filled out will post. Don’t click Send Data again once the first 16 rows turn green, or you could post duplicate transactions.

What Does a Red Cell Mean?

Red fuel amount That fuel isn’t authorized for the selected vehicle. Check the vehicle number, or the vehicle’s fuel and fluid authorizations.
Transaction rows where one Unleaded amount is red because the fuel is not authorized for that vehicle
Red vehicle or employee # That vehicle or employee number isn’t in the Fleetwatch database. Check for typos, or add the vehicle or employee first.
Vehicle # column where one vehicle number is red because it is not in the Fleetwatch database
Questions about entering transactions? Contact Fleetwatch Support.