Note: This feature requires that you are competent with handling email attachments and saving files onto your computer desktop. This is an advanced feature we have added to assist experienced users in inputting fuel card transactions automatically into the Datahawk Creditors system.
Before you can use this feature you need to contact 'Z Energy' (previously known as Shell then Greenstone) and have them email you a .DAT file at the end of each month which will contain all the fuel card transactions. When ready, save the attached file to your desktop. It should be a file with a .dat extension and will probably be named with your company name. eg 'mycompany.dat'
Make sure that you have a creditor account with an alphabetical lookup code of 'ZENERGY' or 'Z Energy' in the company name. When you select this account during Creditor Invoice input, a button will appear named 'Import Data File'.
Click the button and select the .dat file from your desktop. You will be prompted to create and save a HTML (Web Page) format Fuel Report. This can be saved to your desktop also to check the transactions or to print it out. You should always compare the imported transactions to the Greenstone printed invoice/statement.
The program will collate the totals for each aircraft registration and will attempt to load the lines into the normal creditor invoice screen. If any lines fail, you will be shown what aircraft registrations are missing.
Note - Most users will find that you have unallocated fuel amounts during this process. There will usually be fuel transactions on your invoice that will not have valid aircraft registrations. Simply input the expense code for your 'Fuel, Other Aircraft' or 'Fuel Misc' into the last line of the screen and the remaining unallocated amount will complete the invoice input. You may adjust any lines required before clicking the save button.
If you need to add a new fuel card or aircraft to your fleet, create a new Expense Code with a description that reads 'Fuel & Oil XXX' or 'Fuel & Oil - XXX' where XXX equals the new aircraft registration and set up the expense code details as per other fuel codes.
As noted above, you will usually have unaccounted for fuel purchases that have a 'blank' aircraft registration. Simply add more lines to the creditor invoice input when you identify where these costs should go to complete the input.
This feature does not automatically save the results, therefore, you are able to Cancel the input at any stage. When ready, click Save to complete the invoice input.
When you have completed the fuel input, you may delete the .dat file and Fuel Report.htm files from your desktop or file them in a documents folder if desired.