Fleet Management: Fuel Transactions and Purchases

While the LeaseWave® Portfolio system reliably covers the requirements of standard automobile leasing software, the LeaseWave® Fleet fleet management software system allows users to administer value-added, vehicle-related services, such as the management of fuel purchases. Indeed, the fleet management system has the capability to process fuel transactions on both an automated and on a manual basis. Through interfaces with standard fuel vendor files, the auto leasing software has the ability to process large volumes of data in minutes. Each processed fuel transaction is then maintained in the system and the appropriate receivable entries (from the customer) and payable entries (to the fuel vendor) are automatically generated. The customer charge backs can then be billed out as part of regular fleet management services independent of lease-related billings; alternatively, fuel charge backs can be invoiced using the standard automobile leasing software capabilities of the LeaseWave® Portfolio system. The system also provides users with the ability to process fuel purchases manually. This is particularly relevant for exceptional transactions, fuel chits/vouchers, etc.

• Process fuel transactions on an automated or manual basis
• Interface with standard vendor files to generate automatic fuel transactions, processing large volumes of data in a matter of minutes
• Enforce edit checks on vendor files to ensure data integrity; reject transactions that don’t match stipulated business rules
• Automatically generate receivable entries for each fuel transaction, stamped against the customer and unit
• Invoice out fuel charge-backs independent of lease-related billings or use the standard auto leasing software capabilities of LeaseWave® Portfolio for invoicing
• Automatically generate payable entries for each fuel transaction, stamped against the relevant vendor
• Generate unique numbers for each fuel transaction to facilitate for easy reconciliation with fuel tape
• Process fuel transactions manually for exceptional transactions, fuel chits/vouchers, etc.