Vehicle Cards The Vehicle Cards screen is used to view cards. Authorized users may edit, create, and lock cards on this screen. Vehicle Card Search The Vehicle Card Search section of the Vehicle Cards screen looks as follows: Last 6 Dept Last 6 digits of the card number you want to retrieve. of the card you d like to retrieve. Department associated with the card you want to retrieve. The Vehicle Card Search section s button functions are as follows: Retrieves cards based on your search criteria. Retrieving Vehicle Cards 1. Enter one of the following: Last 6 Enter the last 6 digits of the card you d like to retrieve. Enter the description of the card you d like to retrieve. 2. You can enter a partial value ( sales%, for example). Doing so would return all cards whose descriptions start with Sales. Dept Select the department associated with the card you d like to retrieve. To return all cards for this account, simply go to step 2. This search method will take longer to process than the methods above. Click the button to retrieve the card information. Vehicle Cards 1
Vehicle Card List The Vehicle Card List section of the Vehicle Cards screen displays the cards that you retrieved: Vehicle Card List Last 6 Card Type Profile Status Last Tran Last 6 digits of the card number you d like to retrieve. Type of card. To change the sorting of the cards by type, click the arrow to the right of Card Type. Vehicle card profile that is assigned to this card. A vehicle card profile is a group of characteristics and limits that can be applied to one or more vehicle cards. of the card. Indicates whether the card is active or inactive. Date the card was last used. The Vehicle Card List s button functions are as follows: Displays only active cards. Displays only inactive cards. Displays both active and inactive cards. Displays the retrieved cards in an Excel file. Vehicle Cards 2
Vehicle Card Detail The Vehicle Card Detail section of the Vehicle Cards screen displays one of the cards that you retrieved: Card Detail Profile Card Type Vehicle ID Department Card Number Card Issued Card Expires Current Status Last Change Last Tran Date Last Tran Amount Last Odometer Profile that is assigned to this card. Type of card. of the card. Identifier of the vehicle associated with the card. Department to which the card is assigned. System-assigned card number. Date the card was issued. Date the card expires. Indicates whether the card is active or inactive. Date the card s Status was last changed. Date the card was last used. Amount of the last transaction involving the card. The odometer reading entered the last time the card was used. The Vehicle Cards screen s button functions are as follows: Opens a separate window, in which recent changes to the card are displayed (if any). Opens this help file. Allows authorized users to add a new card. Allows authorized users to change the settings of this card. Vehicle Cards 3
Allows authorized users to save changes to the card. Note: This button appears only after you click the or Allows authorized users to cancel pending changes to the user record. Note: This button appears only after you click the or Allows authorized users to lock this card. Allows authorized users to lock this locked card. Note: This button appears only if you are viewing an inactive card that was locked for a reason other than a Temporary Hold. Allows authorized users to remove a temporary lock that was placed on this card. Note: This button appears only if the card is temporarily locked. Displays the uses of this card in the last week. Opens a transaction selection window, where you can request the transactions from a given time period that involve this card. The retrieved transactions will be displayed in an Excel file. Opens a separate window in which you can request that a replacement card be sent. Adding or Editing Card Information Note: Only authorized users may add or modify card records. 1. To add a new card, click the Otherwise, click the row in which the card appears. Then click the 2. Profile Select the profile that applies to this card. The selection list is populated with profiles that have been set up for this account. 3. Card Type The card type populates as Vehicle, and cannot be changed. 4. Enter a description for the card. 5. Vehicle ID Enter the identifier of the vehicle associated with the card. Vehicle Cards 4
6. Department Select the department to which the card is assigned, if any. 7. To save your changes, click the button at the bottom of the screen. Otherwise, click the Locking a Card Note: Only authorized users may lock card records. 1. Click the row in which the active card appears. Then click the The Lock window appears. 2. Reason In the Lock window, select the reason the card is being locked (Card Lost or Stolen, Card Damaged, Card Expired, Driver Terminated, Vehicle Sold, Temporary Hold, Other Reason). 3. To lock the card, click the button at the bottom of the screen. Otherwise, click the Unlocking a Card Note: Only authorized users may unlock card records. 1. Click the row in which the inactive card appears. Depending on the reason the card was locked, either the or button will appear. 2. Click the or A window appears, asking you for confirmation. 3. To unlock the card, click the button at the bottom of the screen. Otherwise, click the Vehicle Cards 5