I. Product Codes...1-2
II. Transaction Procecure ...2
III. Transaction Processing Methods a. Ingenico Elite 712 ...2-4 b. VeriFone 3740/3750...5-6 c. Tranz 380 ...7
d. POS/Pay at the Pump...8
e. Voice Authorization, Calling Fleet One Customer Care...8
f. Touch-tone Authorization ...9
IV. Error Messages and Troubleshooting a. Message Descriptions...9-10 b. Error Messages For Tranz 380 Equipment ...10
c. Balance Inquiry ...11
V. Marketing Materials ...11
VI. Phone Numbers ...12
I. Product Codes
continued on next page
Description Code Fuel Regular 002 Premium 003 Plus 004 Diesel 005 E - 85 006
Ultra Low Sulfur #2 053
Ultr a Low Sulfur Diesel Off - Road 065
Additives and Miscellaneous
Car Wash 220 Gas Antifreeze 900 Groceries 123 Kerosene 032 Oil / 1 Qrt 819 Oi l / 4 Qrts 822 Gas Antifreeze 823 Misc 900 Sales Tax 099
Description Code
Air Conditioning & Heating 300 Accessories & Optional Equipment 203
Brakes 350 Cooling System 400 Diagnostic/Discovery Services 806 Engine 500 Exhaust System 650 Filter s 811 Fuel System 550 Glass Service 950
Hazardous Waste/Disposal Fee 812
Labor* 909
Lighting & Gauges 813
Oil Change 200
Description Code
Miscellaneous* 907
Powertrain/Emissions/Ignition Systems 824
Relays & Modules 814
Restraint Systems 815
Sales Tax** 099
Shop Supplies 816
Starting & Charging System/Electrical 450
State Inspections 821
Steering & Suspension 110
Transmission 700
Tires 891
Towing Service 810
Tune-Up 250
Windshield Wiper 880
Product Codes cont.
*Miscellaneous category of fleet card ** Tax category of fleet card
II. Transaction Procedure
1. The Driver and the card must be present during the authorization process. 2. If Driver’s card is not present, you must call 1-800-359-7587 to verify if the card is on lost status before proceeding further.
III. Transaction Processing Methods III (a). Ingenico Elite 712
Fuel and Maintenance Transactions
Main Menu
For All Fleet One transactions, Press F3 to access the main menu.
Note: For all transactions other then Voice Authorizations, clerks must swipe the card.
Purchase
1. Press 1 for a regular Purchase / Sale transaction. 2. Swipe / key card.
3. Enter the product being sold, enter the quantity, enter the product purchase amount.
4. If no other products purchased, press Enter and then follow remaining prompts.
5. Hand to driver to enter PIN & odometer. 6. Once the Fleet One host approves the transaction, the terminal will automatically
print (2) receipts ─ 1 for the customer and 1 for the merchant. MAIN MENU 1. PURCHASE 2. PRE AUTH 3. AUTH COMP 4. VOICE AUTH 5. PLUSCHEK 6. VOID 7. REPORTS 8. REPRINT X
Void
1. Press 6 to void a transaction.
2. The required data elements are card number, authorization number, and amount. Follow the prompts to enter correct information.
Voice Authorization Entry ( Voice Auth.)
1. Press 4 to enter a Voice Authorization. This allows the clerk to enter a Fleet One Voice-approved transaction into the terminal for shift and daily reports. This function does NOT dial out for an approval.
2. Once you select this option, the terminal will prompt for the Fleet One authorized approval number, then prompt for the product purchase information.
3. When complete, a receipt will print.
Pre-Auth
1. Press 2 to pre-authorize a card.
2. After pressing 2, follow the prompts (including the driver information) to receive the pre-auth approval number.
Authorization Completion
1. Press 3 to complete the previously Pre-Auth approved transaction. 2. When you press 3 the terminal will prompt to swipe the card. 3. The terminal will find the approval number and prompt the clerk to enter the product(s) being purchased.
4. Once this information has been entered, the terminal dials to send the information to the Fleet One host and prints the receipts.
Reports Menu
Press F3 and then 7 to access the Reports Menu.
Note: The Reports Menu is where the shift change and day close functions are performed.
Product Code List
Press 1 to print a list of all products and their associated prices. This is designed to be a quick reference to the clerks to verify product codes and costs for the different grades of fuel.
Shift Totals
1. Press 2 to access.
2. Within “Shift Totals”, there are two options: • Print Only – This will print a report of the shift transactions up to that moment. This will not change the shift.
• Change Shift - This will prompt the clerk for the new shift number and give the option to print the shift reports.
The terminal allows for 4 shift changes per day.
REPORTS MENUX
1. PRODUCTS CD 2. SHIFT TOTALS 3. DAILY TOTALS
Daily Totals
1. Press 3 to access the Daily Reports and Day Close options.
2. Within “Daily Totals”, there are 2 options: 1) Read Only and 2) Day Close. Choosing Option 1) will print an up-to-the-moment day report by shift. This option DOES NOT close the day. Choosing Option 2) will close the day, and print the daily report by shift.
If the “Day Close” function is not performed, the terminal, by default, will store the last three day’s transaction totals. After the third day, the oldest day’s stored totals will be erased in order to show the current day report.
Common Questions
Q: How do I change the price of a product stored in my terminal?
A: Just follow these steps on your Ingenico Terminal: 1. Select “Admin”
2. Enter “Password” (default is 3533801 or Store Number) 3. Select “Product”
4. Select “Setup Local” 5. Select “Edit Price”
a. You will be prompted to enter a Product Code. See Product Code list in this manual. Enter 3 digits (example: 002).
b. The Product Price Screen will display the current price set in the terminal. You then have the option to select EDIT (F1) to change the price, or select NEXT (F3) to enter a different product code instead. If you select EDIT (F1), you will be prompted to enter the new price per gallon. If you select
NEXT (F3), you will be prompted to enter a different product code. c. Once the product price(s) have been modified, press CANCEL to return to the main menu.
Q: How do I print out the product prices stored in my terminal?
A: Just follow these steps on your Ingenico terminal. 1. Select “F3” for Menu
2. Select “7, Reports” 3. Select “Products CD”
Q: How do I set my date and time?
A: Just follow these steps on your Ingenico Terminal: 1. Select “Admin”
2. Enter “Password” (default is 3533801 or Store Number) 3. Select “ Date/Time”
a. Now type in the date in MM/DD/YY format and press the GREEN Enter Key.
b. Now enter the time in Military Format and press the GREEN Enter Key. (i.e. if it is 1:00 pm, you will key in 13:00)
III(b). VeriFone 3740/3750/VX510/VX570
Fuel and Maintenance Transactions
In Main Menu and Reports Menu, see Figures 1 and 2 for reference.
Main Menu
Notes:
• For all transactions other than Voice Authorizations, clerks must swipe the card. • See Figure 1 for all main menu options. • *Applicable if external Pin Pad is not available. If external Pin Pad is present, follow applicable prompts.
Purchase
1. Press F for a regular purchase/sale transaction. Slide or swipe card through the terminal.
2. On Fleet Purchase screen, using the F keys, select appropriate
product (Ex. Reg, Prem, Mid-Grade, Diesel, etc.).
3. After selection, enter Qty then press
the green Enter key on the bottom right (D). 4. Enter $ amount of sale. Enter next product if any.
5. *Then follow the remaining prompts. If no other products, press green arrow key. The terminal will then prompt you to hand the terminal to the driver for Driver ID and press the Enter key (D). 6. *Customer will then enter odometer and Enter key (D). Terminal will prompt customer to return terminal to clerk for completion of transaction.
7. Once the Fleet One host approves the transaction, the terminal will automatically print 2 receipts (1 for the customer and 1 for the merchant).
Pre-Auth
1. Press F from main menu, swipe customer card through the terminal. 2. Terminal will then prompt you to hand the terminal to the driver for Driver ID and press the green arrow key.
3. Customer will then enter odometer and press the green arrow key. 4. Terminal will then instruct customer to hand pad or terminal to clerk while attempting to authorize the transaction. (NOTE: See
“Authorization Completion” to authorize a “Pre-Auth”).
Authorization Completion
To authorize the “Pre-Auth”, press F from main menu, swipe card and follow prompts. 2 3 4 FLEET ONE PURCHASE PRE - AUTH AUTH COMP VOICE AUTH PLUSCHEK VOID REPORTS REPRINT ADMIN Main Menu Figure 1 F 1 – F 4 keys Figure 2 A C D B
5
Reports Menu
Note: The Reports Menu is where the shif t change
and day close functions are performed.
Menu
Option
Instructions
Reports From main menu, arrow down ( A ) to scroll through other options on main menu and then Press F
4 for “Reports”.
Products Press F 2 for a print out of all produc ts stored in
Omni 3740/3750.
Shift Totals Press F 3 to select Shift Totals menu options.
Print Only Press F 2 to print totals for that shift up to that
point in time.
Change Shift
Press F 3 for Change Shift. Terminal will
prompt to Print Shift Report. Select ( A ) for “Yes” or ( C ) for “No”. Enter new shift #: 1, 2, or 3. Press the green Enter key on the bottom right ( D ).
Daily Totals Press F 4 for options of “Read Only or “Day
Close”. Additional Features
Reprint
1. Press top far left key (A) twice. 2. Press F to reprint.
3. Press F to “Reprint Last Transaction”. Date and Time
1. Press top far left key (A) twice.
2. Press F (“Admin”) and enter site number or default password 3533801 then the green Enter key (D).
3. Press F for “Date/Time”.
4. Press key in top row, second key from left (B) to edit date and time. Enter date and time (Use MMDDYYYY format) and press green Enter key (D). 5. Press the top row, last button on right (C) for “Next”.
6. Press Edit (C) and enter the time (Use HHMM format) and then press green Enter key (D).
2
2 1
2
Set Fuel Prices
1. Arrow down (A) twice, F for “Admin”.
2. Enter password, press green Enter key (D). 3. Press F for “Product”.
4. Press F for “Setup Local”. 5. Press F for “Edit Price”.
6. Enter product code and press green Enter key (D). 7. Press top far left key to “Edit” (A).
8. Enter new fuel price, and then follow prompts to complete all fuel product code updates.
Note: This step must be completed each time you change fuel prices.
For Customer Care, please call 800.359.7587.
2
2 4
4
III(c). Tranz 380
Authorization ProceduresMain Menu
Note: For all transactions other than Voice Authorizations, clerks must swipe the card.
Update Prices
Used to update the price/gallon for fuel products. 1. Press Enter.
2. Press 4 and follow the prompts.
Purchase
1. From “PIN Pad Ready” prompt customer swipes card and follows
prompts to enter PIN & odometer. 2. Clerk enters product code, quantity and product amount.
3. Enter next product to be purchased or if no other products are purchased,
hit Enter & follow prompts.
4. Once Fleet One host approves, a receipt will print.
Shift Summary
Used to print a summary of Fleet One Local transactions for a specific shift. 1. Press 5.
2. Press 1 and follow the prompts.
Daily Summary
Used to print a daily summary of Fleet One Local transactions. 1. Press 5.
2. Press 2.
Change Shift/Set Number
Used to print the Fleet One Local product code list or verify pricing. 1. Press 5.
2. Press 3 and follow the prompts.
Void
Used to void a transaction processed that day. 1. Press 4.
2. Press 2 and follow the prompts.
Reprint Receipt
Used to reprint the last receipt. 1. Press Enter.
2. Press 2 and follow the prompts.
Possible Prompts
One of the following: PIN
Vehicle ID Driver ID or #
Odometer One of the following: PO Reference # Enter the
Following 4- digit driver ID and then press Enter
Current odometer reading and then
press Enter
The appropriate number and then
press Enter
III(d). POS/Pay at the Pump
Where pay at the pump is available, follow these instructions: 1. Insert Fleet One card into card reader.
2. Possible prompts and entries needed:
3. Fuel vehicle.
4. Turn off pump and replace nozzle when finished.
III(e). Voice Authorization, Calling Fleet One Customer Care
Contact an operator (customer care) at 1.800.359.7587 for a Voice Authorization. A. The driver and his card must be present and nearby in case additional information is needed.B. Have purchase and driver information ready. C. Write the authorization number on the invoice.
D. You may use any invoice or those supplied/purchased from Fleet One. E. Please obtain an imprint of the card on the receipt.
F. Ask driver to present a valid drivers license at point of sale. G. Have the driver sign the invoice(s).
H. The driver should receive 2 copies of the invoice.
I. The merchant should obtain the copy of the signed invoice. (Invoices should be retained as stipulated in the merchant services agreement.) J. Please do not mail invoices to Fleet One unless requested to do so by Fleet One.
Error Message (Code) Error Definition Account In Use (65) Account is currently in use. Retry
Advance Limit (48) Exceeded Cash Advance Limit Amount Too High (15) Invoice total is greater than $9,999.99
Authorization OK (9) Response to TEST Transaction Call Error 50 (50) Please call Fleet One Immediately Call Fleet One (7) Call 1.800.359.7587 Call For Authorization (21) Call 1.800.359.7587
Can Not Void CK (44) The check # and amount can't be voided, call Fleet One Cash Limit Exceeded (4) Driver needs to call dispatch and have money put on the card
Driver # Error (41) Driver needs to call dispatch and check security information
Driver Call Company (1) Driver needs to contact dispatch Duplicate Amount (55) Possible duplicate transaction. Call Fleet One Duplicate Entry Error (40,42) Possible duplicate transaction. Call Fleet One
Duplicate Invoice (53) This invoice has been previously used for an authorization Enter Error (10) Retry
Error In Card (13) Retry Error Retry (16) Retry
Fuel Limit Exceeded (3) Driver needs to call dispatch to have more money put on card Fuel Price Error (19) Check fuel price and retry transaction
Fuel Type Error (62) Driver purchased fuel grade/type not allowed by his/her company Gasoline Not Allowed (68) Driver purchased fuel grade/type not allowed by his/her company
III(f). Touch-tone Authorization
Touch-Tone Authorization Instructions* 1. Dial 1.800.497.7587
2. From the main menu, Press Number 1 for Card Authorization, then: (For the following, all entries need to be followed by the “#” key.) 1. Enter your 6 digit Merchant ID/Station Code_______________. 2. Enter the driver’s 19 digit card number.
3. Enter the driver’s 4 digit driver ID number.
NOTE: Drivers may wish to key in PIN Number themselves for security purposes
4. Enter the odometer reading. 5. Enter the product code.
6. Enter the product quantity using the star (*) key as a decimal. 7. Enter the product amount ($) using the star (*) key as a decimal. 8. Are there any other purchases? Press 9 for Yes and 6 for No. a. If Yes, repeat steps 5, 6 and 7.
b. If No, enter the invoice total ($), using the star (*) key as a decimal. “Your Authorization Number is __________________”
(Please write this down for your records)
IV. Error Messages and Troubleshooting
IV(a). Message Descriptions
TIPS
•Press 0 to speak to an operator.
•Press 9 to end the call.
Have Driver Call Co (69) Call Dispatch
Hub Required (45) Driver is required to enter Hub reading Invalid Merchant ID (78) Invalid Merchant ID
Invalid Odometer (79) Hub reading is greater than 999,999 or less than 1 Invalid Range (51) Unit or Driver number not in range Invalid Totals (71) Card records show recent transaction for same amount Misc. Limit Exceeded (8) Driver needs to call dispatch and have more money put on card No Cash Allowed (43) Driver is not allowed to get cash
Not On File (25) Call Fleet One Oil Not Allowed (29) Driver is not allowed to purchase oil
Old Check (54) Check number has expired
Over Fuel Limit (2) Driver needs to call dispatch to have more money put on card Prod Not Allowed (63) Product not allowed by company
Prod Price Error (67) Product price error
Purch Order Req (57) Driver must enter a Purchase Order number Purchase Max (49) Driver needs to call dispatch to have more money put on card Totals Incorrect (5) Wrong or incorrect price or total, retry Trans Code Error (6, 14) Used wrong product code
Trip Error (11) Driver’s Company requires trip number to match Unauthorized Stop (52) Driver is on Limited Network. Contact dispatch to be released Unit Number Error (12) Driver to call dispatch, check security information
IV(c). Balance Inquiry
This feature will allow you and the driver to check on available category balances on a particular card.
Instructions:
1. Call 1.800.497.7587
2. Press 6 for the Fleet One Touch-tone System 3. Press 2 to check a card balance
4. Enter the 19 digit card number 5. Enter the PIN # (Driver ID) **
6. Remaining balances will automatically be announced for: Repair and Maintenance
Fuel Additives Miscellaneous
There is no charge for use of this feature.
V. Marketing Materials
Fleet One makes available to its merchants certain marketing and transaction processing supplies. Such as:
“Take One” Brochures Pump Decals
Door and Window Stickers Equipment Decal
Voice Authorization Pad Product and Error Code Cards Pole Signs – Metal and Coroplast
Availability is subject to change without notice. Refer to your merchant agree-ment or contact Fleet One for the specifics regarding your locations(s).
**PIN #: Drivers may
prefer to key in PIN number themselves for
security purposes.
VI. Phone Numbers
Fleet One
Merchant Support 1.800.359.7587, Option 2
Fleet One
Touch-Tone 1.800.497.7587
Fleet One Voice
Authorization 1.800.359.7587, Option 2, then Option 1
Trendar 1.800.755.5540
Store Help Desk Desk:
(Insert your corporate help desk phone number)
613 Bakertown Road Antich, Tennessee 37013
www.FleetOne.com 1.800.359.7587
