Fuel Cards
The fuel card management module allows you to efficiently administer all company fuel cards, assign them to vehicles, and track usage history.
Accessing the Page
To access the fuel cards module:
- Log in to the system
- Navigate to the Transport menu
- Select Fuel Cards
To view fuel cards, your account must have the Fuel Cards View permission. Contact your administrator if you don't have access.
Statistics Cards
At the top of the page, you'll find a quick summary of fuel card status:
| Card | Description |
|---|---|
| Total Cards | Total number of fuel cards in the system |
| Active | Number of currently active cards |
| Inactive | Number of deactivated or blocked cards |
| Assigned to Transport | Number of cards assigned to vehicles |
Data Table
The main table displays all fuel cards with the following columns:
| Column | Description |
|---|---|
| Card Number | Unique fuel card identifier |
| Type | Card provider (NESTE, Circle K, DKV, etc.) |
| Assigned to Transport | Vehicle the card is assigned to |
| Daily Limit | Maximum amount in euros per day |
| Monthly Limit | Maximum amount in euros per month |
| Status | Card status (Active / Inactive) |
| Updated | Last modification date |
Supported Card Types
The system supports the following fuel card providers:
- NESTE - Neste network cards
- FLEET UNION - Fleet Union cards
- Circle K - Circle K network cards
- DKV - DKV European cards
- Teboil - Teboil network cards
Search and Filtering
Search
Use the search field to quickly find cards by:
- Card number (e.g.,
4521 **** **** 3456) - Provider (e.g.,
NESTE) - License plate (e.g.,
ABC123)
Filters
Click the Filters button to expand additional filtering options:
Status
- All - displays all cards
- Active - only active cards
- Inactive - only inactive cards
Assignment
- All - all cards
- Assigned only - only cards with an assigned vehicle
- Unassigned only - only cards without an assigned vehicle
Date Range
Select the period during which cards were created or updated.
To clear all filters, click the Clear button in the filter section.
Keyboard Shortcuts
The table supports the following keyboard shortcuts for more efficient work:
| Shortcut | Action |
|---|---|
Right mouse button | Opens context menu |
Ctrl + F | Search in table |
Ctrl + C | Copy selected data |
Ctrl + A | Select all records |
Ctrl + R | Refresh data |
Context Menu
Clicking the right mouse button on a card row opens a context menu with the following actions:
Single Row Selection
| Action | Description |
|---|---|
| Edit | Opens the card editing window |
| View History | Shows all card changes |
| Copy | Copies row data to clipboard |
Multiple Row Selection
When selecting multiple rows (holding Ctrl and clicking rows), the context menu shows:
| Action | Description |
|---|---|
| Copy (X) | Copies data from all selected rows |
Adding a New Card
To add a new fuel card:
- Click the Add Fuel Card button
- In the opened window, fill in the information:
Vehicle Selection
Vehicle selection is a required field. Each fuel card must be assigned to a vehicle.
- Select a vehicle from the list
- You can search by license plate or make/model
Card Information
| Field | Description | Required |
|---|---|---|
| Card Type | Select provider from the list | Yes |
| Card Number | Enter the full card number | Yes |
- Click the Add button
After successful addition, you'll see the message "Fuel card successfully added" and the card will immediately appear in the list.
Editing a Card
To edit an existing card:
- Find the card in the table
- Click the right mouse button on the card row
- Select Edit
- In the editing window, you can change:
| Field | Description |
|---|---|
| Vehicle | Change the assigned vehicle |
| Card Type | Change the provider |
| Card Number | Correct the number |
| Status | Activate or deactivate the card |
- Click Save
Card History
The system automatically records all card changes. To view history:
- Click the right mouse button on a card
- Select View History
Information Displayed in History
| Column | Description |
|---|---|
| Date | Date and time of change |
| Action | Type of action |
| Changes | What was changed (old → new value) |
| User | Who made the change |
| Note | Additional information |
Action Types
| Action | Color | Description |
|---|---|---|
| Created | Green | Card was created |
| Updated | Blue | Card data was modified |
| Deleted | Red | Card was deleted |
| Activated | Green | Card was activated |
| Deactivated | Orange | Card was deactivated |
Importing from Excel
The system allows bulk importing of fuel cards from an Excel file.
How to Import
- Click the More button (next to the Add button)
- Select Import from Excel
- Drag the Excel file into the designated zone or click to select a file
File Requirements
.xls(Excel 97-2003).xlsx(Excel 2007+)
The Excel file must have the following columns:
| Column Name | Description |
|---|---|
| Valstybinis nr | Vehicle license plate number (required) |
| NESTE | NESTE card numbers |
| FLEET UNION | Fleet Union card numbers |
| Circle K | Circle K card numbers |
| DKV | DKV card numbers |
| Teboil | Teboil card numbers |
One vehicle can have multiple cards of different types. All sheets in the file will be scanned automatically.
Preview Before Import
After uploading the file, the system will display a preview table with:
- License Plate - vehicle license plate number
- Status - whether the vehicle was found in the system (green mark) or not (red mark)
- Card numbers by each provider
Statistics
A summary is displayed at the top:
- Total - total number of vehicles in the file
- Ready - how many will be successfully imported
- Errors - how many won't be imported (vehicles not found)
Cards will only be assigned to found vehicles. Make sure all license plate numbers match those in the system.
- Review the data
- Click the Import button
Exporting to Excel
You can export fuel card data to an Excel file.
How to Export
- Click the More button
- Select Export
- In the export window:
File Name
Enter the desired file name. The system will automatically add the current date and .xlsx extension.
Column Selection
Select which columns you want to export:
| Column | Default |
|---|---|
| Card Number | Yes |
| Type | Yes |
| Assigned to Transport | Yes |
| License Plate | No |
| Daily Limit | Yes |
| Monthly Limit | Yes |
| Status | Yes |
| PIN | No |
| Notes | No |
| Created | No |
| Updated | Yes |
- Select All - marks all columns
- Deselect All - removes all column selections
- Click Export
The file will be automatically downloaded to your computer.
Frequently Asked Questions
How to block a lost card?
- Find the card in the list
- Right-click to open the context menu
- Select Edit
- Uncheck the Active field
- Save the changes
If a card is lost, be sure to contact the card provider (NESTE, Circle K, etc.) so they can block the card in their system.
Can I assign one card to multiple vehicles?
No, one card can only be assigned to one vehicle at a time. To transfer a card to another vehicle, edit the card and select a new vehicle.
Why can't I see some vehicles when adding a card?
The vehicle list only shows active vehicles. If the required vehicle is not in the list, check if it is active in the Vehicle list.
How to export only active cards?
- Set the Status filter to Active
- Then perform the export - only filtered data will be exported