*Note: If you’re using an EFS or WEX fuel card, your transactions can be automatically imported into the system. For more information about this integration, please refer to our Managing Users & Company Settings video. For any other fuel card transactions, entries can be added through an import process or manually, using the steps below.
Importing Transactions
- To import transactions, we recommend downloading the Fuel Import Template.
- Formatting guidelines are available on the second tab of the spreadsheet.
- After entering details into the template, save the file as an Excel or CSV file type.
- Click Import Fuel.
- Next, select your fuel provider from the drop-down menu on the pop-up screen.
- If this is your primary fuel provider, select Mark Provider as Default.
- Select or drag and drop the file, then click Next.
- On the next screen, you will map the fields from your file to the ProTransport fields.
- All non-optional fields must be selected before proceeding.
- Once complete, click Next.
- Columns can be selected more than once if the data is combined on your spreadsheet.
- This step only needs completed once by each user.
- On the final screen, review the transactions before clicking Import Entries.
- The system will detect duplicate transactions and prevent those from being imported.
- Imported transactions cannot be edited.
Manually Adding Transactions
- To manually add a transaction, click Create Entry.
- Begin typing the address and select from the drop-down menu provided by Google Places.
- Assign the entry to your Driver and Truck.
- In the Entry tab, select the applicable option from the drop-down menu.
- Enter the Quantity, Total Retail Amount and, if applicable, the Total Discount.
- If there are any fees, enter those before clicking Save.
- To ensure accurate IFTA reporting, always verify that all details are entered correctly.