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Fuel Cards & Drivers

Account Preference Settings – Fleet One Factoring

Follow these steps:

  1. Log into your account
  2. Go to Settings > FleetDoc Settings
  3. Click the Web App tab to find your Registration ID and create your Primary Fleet Email address.
  4. Click Save.
  5. Click the Mobile App tab to select the document types and data prompts you want available on the FleetDocs mobile app.
  6. Click Save.
  7. Click the Invoice tab to set up your company’s invoice information.
  8. Click Save.

FleetDocs: How to Use the Mobile App

Follow these steps:

  1. When you first open the app, you’re prompted to enter your company’s Registration ID and complete the registration form.
  2. To scan a document, tap Scan New Document on the FleetDocs home screen.
  3. Enter the load number in the Load # field.
  4. Select the type of document you’re scanning.
  5. Tap the camera icon.
  6. Hold the camera steady over the document until the app automatically takes a photo.
  7. To retake the photo, tap Retake; to use this photo, tap Use.
  8. When you choose Use, you can either scan additional pages of this document, or select Done.
  9. To add another related document, tap Add Another Document. Repeat until all documents are added.
  10. When you’ve added all documents, tap Submit.
  11. If your documents are rejected by the Fleet Administrator, you’ll receive a message in your home screen message board. You’ll then have the option of viewing or rescanning your document.

FleetDocs: How to Scan Documents
  1. There are two ways to get documents into your FleetDocs Account: email them to your email address, or send them via the mobile app.
  2. When you log into your account, all of your documents are listed in one place. You can search/sort by Document Type, Load Number, File Name, Email Subject Line, Source Type, and Status.
  3. To select a document, click the file name. You have the option to Save, Delete, Reject, Download, Email, Print, or Cancel a selected file.
  4. You’re able to reject photos submitted from mobile devices. When you do, you’re asked to select a reason.
  5. The driver is then notified and prompted to retake the photo.
  6. To delete a document, click the red X button.
  7. When emailing a document, always make the subject line the same as the load number associated with the attached document. This will expedite your billing file creation process by automatically pulling documents together with the same load number associated.

FleetDocs: How to Create & Manage a Billing File

Follow these steps:

  1. Select Billing Files > Create Billing File.
  2. Enter your load number, invoice number, invoice date, and invoice amount.
  3. Once you’ve entered the required information on your billing file, select the Search Debtors button to assign your invoice.
  4. Select a debtor by searching, or choosing one from a list of your most recent debtors.
  5. If you cannot find your debtor, click Create New Debtor to add their information into the system.
  6. Assemble the billing file by attaching documents, or by attaching one that’s already been created.
  7. To create a new billing file, click the Create Invoice from Template link.
  8. Confirm that the information is accurate, then click Save.
  9. To attach further documents, click the paperclip icon to the left of the Doc Type.
  10. Select a document from your document list, or attach an existing file from your file system.
  11. Once all supporting documents are attached, click “Create Billing File From Supporting Documents” to merge the invoice and supporting documents into one billing file.
  12. To review the billing file, click Billing File.
  13. Click Complete to finish the file and return to the Manage Billing Files page.

FleetDocs – How to Create & Manage an Assignment Schedule

Follow these steps:

  1. Select Assignment Schedules > Create Assignment Schedule.
  2. Select from completed billing files you’ve created for each load, or click the top box to select all.
  3. Click Create Assignment Schedule and choose which account you need your funds sent to. Choose one or multiple accounts. (Note that the account you choose first will take priority when advancing funds.)
  4. After selecting an account, the Method field auto-populates.
  5. Enter the amount you want dispersed to that account.
  6. To add additional accounts, click the green “+” button to select the appropriate account. The remaining balance will be sent to the account you choose.
  7. Check the box authorizing the assignment of these invoices to WEX Bank.
  8. Click “Submit”.
  9. Check the status of this assignment schedule under the Manage Assignment Schedules tab


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