2) Opening the fueltax program
3) Manual use and data entry
4) Integrating mileage software
5) Importing fuel reports from vendors
6) Getting reports
7) Using the audit tab
Dr Dispatch includes a simple Fueltax program for use with truck side of Dr Dispatch. It does not calculate the actual tax,
but rather allows input of all important data and then gives you reports showing the total gallons purchased, total miles ran
and fleet MPG. It also know hows many gallons per state and how many miles per state. This allows anyone to do IFTA
forms with ease.
This data must hand entered, UNLESS you use Pcmiler or Promiles integration for state miles, we also sell an optional fuel
import module to allow importing of daily fuel purchases from comdata, fleetone, T-Check, multiservice, EFS and TCH.
1. Open the Dr Dispatch program
2. From the Payroll/Fueltax menu, select Fueltax
Manual Use and Inputting data
1. IFTA requires reporting all fuel purchased, on what date and in what state.
2. Reporting all miles ran, by all trucks, in all states by date
3. PRO # MUST exist in DISPATCH to enter a fuel OR mileage record!!!
With that in mind you simply enter each fuel ticket that a driver hands in with his paperwork. The fuel
must be attached to a load, this keeps you from entering fuel tickets more then once etc.
1. Press the 'New entry' button to enter a new fuel ticket
2. type in an EXISTING pro #
3. fill in the fields
press the save & close or save & new as required
we have provided a 'show all' button to allow you to see the data you have entered, also the columns in
the grid can be used as sorting and grouping tools for data. See below.
Enter state miles the same way, go to Trip miles tab, press the NEW button and enter a valid pro #.
this screen enter the data straight in the grid. Use TAB button to tab through fields.
Tab till it asks you if you want another entry(to ensure it saves).
Once you feel comfortable entering fuel data here, you can streamline this process and enter both
FUEL and MILES from the 'Truck Dispatch' screen.
1. Open truck dispatch
2. make sure you are on the Dispatch tab
3. Press the appropriate button to enter fuel or miles from here.
what integrating with mileage software does for me
We include with Dr Dispatch the ability to integrate with either Pcmiler or Promiles.
You must purchase the product itself separately.
You can easily calculate trip/load miles, see routes and most important it calculates the miles traveled in EACH state with
the press of a button!!
you press the 'calc miles' or 'IFTA miles' and get results according to what is in the stop grid on each load.
...and no MORE HAND ENTERING STATE MILES!!!
You must own/purchase Promiles SDK or Pcmiler with /Connect product. Integration takes only minutes and can be
accessed via our system->setup.
Importing Fuel Info
Dr Dispatch offers a fuel import module that will automate the IFTA process. If you use a mileage integration with our fuel
import module all you have to do is import the fuel files daily.
Once you have purchased fuel import, you will get link to a small download/install that will activate the import buttons in
the “fueltax” module.
We can import fuel purchased via: Comdata, Fleetone, Multiservice, T-Chek, TCH, EFS. You must have an account with
one of the above, you also must get setup to get daily files to import. Fleetone calls this a “type 49 file”, I have heard this
called the “comdata style” file. It is simply a flat file. It is NOT a report, intended for us to read, but rather a data file.
The first two characters in this file is '01', any other file will error and NOT import. This can be the biggest issue with using
fuel import, getting the proper file.
1. Make a new folder on your desktop called 'Fuel Imports'.
2. Login to the fuel vendor website or get the file from your email & save to your new 'Fuel Imports' folder.
3. Open the Dr. Dispatch fueltax program then click Setup and when the screen pops up and asks for a local path, browse to the 'Fuel Imports folder you just made on your desktop. Note: ComData and FleetOne customers need to select the appropriate tab and follow the instructions you received from the vendor.
4. Press the 'Import Fuel Purchases' button and browse to your 'Fuel Imports' folder.
5. Place 'check' in proper box for your fuel vendor and press 'OK'.
6. you should see a form telling you how many transactions were imported.
7. press the 'Fuel Import History' at any time to see what fuel files/transactions have been imported.
you can use the sorting/grouping features on the fuel grid to look up any fuel purchases, by date, by unit etc. Just
drag the desired column header to the 'gray area' above the columns to group.
When importing fuel, you have the ability to import 'cash advances' from the fuel cards as well. To use this feature you
MUST have the drivers fuel card number in truck dispatch->driver tab. So it can match a fuel card to a driver, then it will
actually put the cash advance amount in driver payroll as an 'advance'.
We can also take all fuel purchased and put in as an advance, this would be an owner operator using your fuel card to charge
fuel for his truck.
When using “charge all fuel to driver', all TRANSACTIONS in the file to be imported, WILL be charged to driver as an
advance. You cannot have some to charge driver and some that do not. Its either ALL or NONE.
You can pull the IFTA report at anytime, even just to check your progress.
1. Simply open Fueltax and go the 'Searches/Reports' tab.
2. Put in a 'Date range' and press the 'Get data' button.
3. The program will return ALL fuel purchases and state miles that have been entered during the specified data range.
You will see total fuel, total miles and fleet MPG.
pressing the 'Fleet Report' button will print the info from the screen. You will get totals at top, then below all 48 states and
the total miles and gallons for that state is printed to right.
You can easily fill out the IFTA form from this report.
You can also break the report down per truck using the options in center of the form.
using audit tab
The 'Auditing' tab is used to see if all your loads have 'state miles'. We cannot audit fuel because fuel does not have to be
purchased on each trip, however, ALL trips MUST have miles through at least ONE state and we can check for that.
1. After opening Fueltax and going to 'Audit' tab, put in a date range, then press the 'Audit' button
to start the process.
2. It will first ask you to 'Delete any miles attached to split loads master. Miles go on the LEGS,
not on the master. That would rack up more miles then you actually ran. So ANSWER ' YES' to
The data will look something like this.
This screen will list each load along with the fueltax miles as well as the 'Revenue' or trip miles from the load. It compares
fueltax miles to revenue miles and any difference above 3% should be looked at.
In most cases the problem is NO state miles, as shown in above image.
“error!” means NO state miles on that load.
Also notice the 'Rev miles' is blank, rev miles are NOT required but most folks put in revenue miles and it does give it
something to compare to.