Fuel Integration: WEX

Streamline your fuel management processes with Tenna's integration with WEX. This integration automates the import of fuel transaction data, providing you with a complete and accurate view of your fuel costs and consumption for each asset.

💥Integrations is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at help@tenna.com or call 888.836.6269.

How the Tenna/WEX Integration Works

The integration automates the process of importing fuel transaction data from WEX into your Tenna platform. The process is based on a structured data transfer and automated record creation.

1. Data Extraction from WEX: WEX extracts fuel transaction data into a fixed-width file. This file is formatted according to the WEXLink Billing 2000 Specification.
2. File Transfer: The formatted file is securely sent to a Tenna-hosted SFTP (Secure File Transfer Protocol) site.
3. Automated Polling: Tenna can be configured to regularly poll the SFTP site for new or updated files from WEX.
4. Data Processing: Once a new file is detected, Tenna automatically transforms the account and transaction records into a format compatible with the Tenna system.
5. Creation of Fuel Entry Records: Tenna uses the transformed data to create new Fuel Entry records. These records are associated with the corresponding assets in your Tenna system.
6. Suspicious Activity Flagging: The created fuel entry records are automatically processed to identify any suspicious activity. This includes flagging transactions where the amount of fuel pumped exceeds the specified tank size of an asset, helping you quickly identify potential misuse or errors.

Prerequisite Data Setup

For the integration to work correctly, specific data points within WEX must correspond to records in Tenna. The WEX data is mapped to the following Tenna fields to create the fuel entry records. For the association to be made, an exact match is required between the data fields.

• Asset: To associate a fuel entry with an asset, the Company Vehicle Number from the WEX transaction record must exactly match the Fleet Number field on an asset record in Tenna.
• Fueled By (User/Contact): To link a fuel entry to the individual who performed the fueling, the Employee ID from the WEX transaction record must exactly match the Employee ID field on a User or Contact record in Tenna.
• Site: To record the location where the fueling took place, the Site Name field from WEX must exactly match the Name field of a Site record in Tenna.

For any records where asset, fueler, and/or site are not automatically matched, a Tenna user with appropriate permissions is able to easily modify these assignments on fuel entry records in bulk.

Benefits of the Tenna/WEX Integration

Improved Data Accuracy and Efficiency Eliminate manual data entry for fuel transactions. The automated import of data from WEX ensures that your fuel records are accurate and up-to-date, reducing human error and saving your team valuable time.

Better Cost Management Gain granular visibility into your fuel costs per asset. By linking specific fuel purchases to individual pieces of equipment, you can more effectively track and manage your operational expenses.

Enhanced Auditing and Security The integration provides a layer of security by automatically flagging suspicious transactions. This helps you monitor for unauthorized fuel use and ensures that your capital investments are protected.

Comprehensive Reporting With accurate fuel data in Tenna, you can leverage Tenna's reporting capabilities to analyze fuel consumption trends, monitor asset efficiency, and make data-driven decisions about your fleet.

Setting Up the Integration

To get started with the Tenna integration with WEX, please reach out to your Account Manager or contact Customer Support at help@tenna.com or 888.836.6269. They will assist you with the necessary steps to initiate the setup process and configure the data transfer.