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Fleetwatch FMS · EAM Integration
Posting a Minimum Fuel Quantity for EAM Imports
Many EAM (Enterprise Asset Management) systems won’t import a transaction when fuel equals 0.0, even if the vehicle’s miles are greater than 0.0. Electric buses are the most common example: they get serviced and their mileage is captured, but no fuel is dispensed. As a workaround, Fleetwatch can post a small minimum quantity of “fuel” with each transaction so the EAM accepts it.
⚠ Before you begin
These steps edit the Fleetwatch SQL database directly. They should be done by someone comfortable working in SQL Server Management Studio (SSMS). Back up the database, or at least export the VehicleOptions table, before making changes. If you have questions, reach out to Fleetwatch Support first.
Steps
| 1 | Check the fluid ID for the “fuel” in question. For electric buses it’s usually, but not always, the letter Z. |
| 2 | Open the VehicleOptions table in Edit mode. In SSMS Object Explorer, expand the Fleetwatch database › Tables, right-click dbo.VehicleOptions, and choose Edit Top 200 Rows. |
| 3 | In the blank row at the bottom (marked NULL), add a new row and fill in the columns as shown in the table below. Each vehicle needs its own entry, so repeat this for every vehicle. |
| 4 | Save the row by pressing Enter or clicking onto another row. SSMS saves each row as soon as you leave it; there’s no separate Save button. |
Each vehicle needs its own entry
The MinQty setting applies only to the vehicle ID in that row. Ten electric buses need ten MinQty rows, one per vehicle ID.
What to Enter in Each Column
| Column | Example | What to Enter |
|---|---|---|
| RecordIndex | Skip | Leave blank. It fills in automatically when the row is saved. |
| OptionKey | MinQty | Type MinQty exactly, without quotes. |
| VehicleID | 001203 | The 6-digit vehicle ID, including any leading zeros. |
| Parameter1 | Z | The fluid ID from step 1. |
| Parameter2 | 1 | The amount of “fuel” to post with each transaction. |
Example: a MinQty row for vehicle 001203 that posts 1 unit of fluid Z with each transaction.
Choosing the Amount
Use the smallest amount your EAM will accept. This quantity is added to every transaction for the vehicle, so it shows up in Fleetwatch fluid totals and in the EAM’s fuel records.
Let the reporting team know
Anyone who reports on fuel or energy use, such as fleet, finance, or sustainability staff, should know these vehicles carry a placeholder quantity. Otherwise it may be mistaken for real fuel use or skew cost-per-mile figures.
Optional: Adding Many Vehicles at Once
For a large fleet, a query may be faster than typing rows by hand. Run it against the Fleetwatch database, with one line per vehicle:
INSERT INTO dbo.VehicleOptions (OptionKey, VehicleID, Parameter1, Parameter2)
VALUES
('MinQty', '001203', 'Z', '1'),
('MinQty', '001204', 'Z', '1'),
('MinQty', '001205', 'Z', '1');
VALUES
('MinQty', '001203', 'Z', '1'),
('MinQty', '001204', 'Z', '1'),
('MinQty', '001205', 'Z', '1');
To check what’s already set up, or to confirm your changes:
SELECT * FROM dbo.VehicleOptions WHERE OptionKey = 'MinQty' ORDER BY VehicleID;
Good to know
• Add only one MinQty row per vehicle. Check for an existing row before adding another.
• New vehicles added to the fleet later need their own MinQty row.
• To stop posting the minimum for a vehicle, delete its MinQty row.
• After setup, check the vehicle’s next transaction, and confirm it imports into the EAM.
Questions about MinQty or EAM imports? Reach out to Fleetwatch Support.