HOWTO: Import Fuel Tax Data from Dispatches and Fuel Stops
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How to Import Mileage and Fuel Usage for Tractors
To import your fuel tax data from dispatches and fuel stops (previously imported from electronic fuel card files), open the Fuel Tax module and click "Import from Dispatches". This will generate a list of tractors and their mileage and fuel usage for the current fuel tax quarter. By double-clicking on a tractor in the list, you can view the dispatch stops and fuel stops that CMS used to calculate mileage, along with the breakdown of miles for each state, and fuel purchase information at each fuel stop.
How CMS Determines Mileage and Fuel Usage for Tractors
All of the dispatch locations and fuel stop locations for a tractor are gathered together and sorted by date to form the fuel tax "route plan". If a dispatch segment exists for the pickup/delivery combination, then CMS will use that mileage (broken down on a ratio basis for each state travelled). If a dispatch segment does not exist, then mileage is calculated on the fly.
Example 1
- Dispatch 1234 location 1
- Dispatch 1234 location 2
In this scenario, there is a dispatch segment so CMS will use the “actual miles” from that segment on dispatch 1234.
Example 2
- Dispatch 1234 location 2
- Fuel stop Chevron Apr 1, 2008 17:13
- Dispatch 1234 location 3
In this scenario, a fuel stop broke up the dispatch segment so dispatch miles are ignored, and mileage is recalculated by CMS during the fuel tax import process.
Example 3
- Dispatch 1234 location 4
- Dispatch 1345 location 1
- Dispatch 1234 location 5
In this scenario, dates and/or times on one of the dispatches is probably wrong, resulting in CMS not being able to find a matching dispatch segment, so mileage is recalculated by CMS during the fuel tax import process. In this scenario, if the user manually re-orders the locations to put them in the correct order, CMS will re-use the existing dispatch segment mileage.
