Fuel Card Bulk Update — User Manual
Overview
The Bulk update feature lets you assign or update fuel cards for multiple vehicles at once by uploading a CSV or Excel file. Each upload replaces the entire list of cards for every vehicle included in the file — cards not present in the file for a given vehicle will be removed.
Step-by-step guide
1. Open the Bulk update modal
From the Fuel cards page, click the Bulk update button in the top-right area of the filter bar.
2. Upload a file
Click the file upload area and select your CSV (.csv) or Excel (.xlsx, .xls) file.
A preview of the first few rows will appear below the upload field so you can verify the data looks correct before continuing.
3. Map the columns
After uploading, match each field to the corresponding column in your file using the dropdown selectors:
| Field | Required | Description |
|---|---|---|
| Vehicle Short ID | One of the two is required | Internal Traffitech vehicle identifier |
| VIN | One of the two is required | Vehicle Identification Number |
| PAN | Yes | Full card number (Primary Account Number) |
| Expiry date (YYMM) | No | Card expiry in YYMM format — see details below |
At least one vehicle identifier (Short ID or VIN) must be mapped. If both are present in the file, Short ID takes priority.
4. Submit
Click Submit. The system will process all rows in a single request and display a results summary when done.
5. Review and export the results
The Bulk update result modal shows:
- A summary bar with counts of vehicles processed, cards added, updated, removed, and unchanged, plus any errors.
- A per-vehicle table with columns: Registration, Vehicle ID, Status, Added, Updated, Removed, Unchanged.
To save the results, click Export to Excel. The exported file contains one row per card operation with full detail including previous expiry dates for updated cards.
File format
Supported formats
- CSV (
.csv, comma-separated, UTF-8 encoding recommended) - Excel (
.xlsxor.xls)
Column names
Column names are case-insensitive. The exact name does not matter — you map them manually in step 3. However, using descriptive names makes mapping easier.
One row per card
Each row represents one fuel card. If a vehicle has multiple cards, add one row per card and use the same vehicle identifier in each row.
Expiry date format
Expiry dates must be in YYMM format (year digits first, then month digits):
| Value | Meaning |
|---|---|
2708 | August 2027 |
2904 | April 2029 |
0000 or empty | No expiry |
Examples
Minimal — number plate not used, Short ID only
shortId,pan,expiryDate
0QpE7KGq5,7017320000000001,2708
0QpE7KGq5,7017320000000002,2904
Xk9mN2Lp1,7017320000000003,
- Vehicle
0QpE7KGq5will have exactly two cards after the update:...0001and...0002. - Vehicle
Xk9mN2Lp1will have one card with no expiry date. - Any cards previously assigned to these vehicles that are not listed here will be removed.
With VIN as identifier
vin,pan,expiryDate
WBA12345678901234,7017320000000010,2708
WBA12345678901234,7017320000000011,2712
XTA000000Y0000001,7017320000000020,3001
- Two cards are assigned to the vehicle with VIN
WBA12345678901234. - One card (expiring January 2030) is assigned to the second vehicle.
Mixed — Short ID where available, VIN as fallback
shortId,vin,pan,expiryDate
0QpE7KGq5,,7017320000000001,2708
,WBA12345678901234,7017320000000010,2712
- Short ID takes priority. The first row uses
0QpE7KGq5; the second row falls back to the VIN because Short ID is empty. - Leave unused identifier columns empty — do not omit them if the column is mapped.
Removing all cards from a vehicle
To remove every card from a vehicle, include the vehicle identifier with no card rows. This is not directly possible in a single-card-per-row format — instead, upload a file that simply does not include that vehicle. Cards are only replaced for vehicles that appear in the file; vehicles not mentioned are left untouched.
Important behaviour
| Situation | What happens |
|---|---|
| Vehicle appears in file | All its cards are replaced by the cards listed for it |
| Vehicle not in file | Its cards are left unchanged |
| Same card, same expiry | Counted as unchanged — no modification |
| Same card, different expiry | Counted as updated — expiry is changed |
| Card in file but not stored | Counted as added |
| Card stored but not in file | Counted as removed |
| Vehicle identifier not found | Row is skipped; reported as Not found in results |
| User lacks permission for vehicle | Reported as Access denied in results |
Common issues
"No valid rows found" — Every row was skipped. Check that the PAN column and at least one vehicle identifier column are mapped correctly, and that none of the mapped columns are empty.
Vehicle shows as "Not found" — The Short ID or VIN in that row does not match any vehicle in the system. Verify the identifier against the vehicle list.
Expiry date rejected or incorrect — Ensure the format is YYMM (e.g. 2708), not MMYY or a full date. Excel may auto-format date columns — use a Text cell format to prevent this.
Cards unexpectedly removed — The update replaces the full card list per vehicle. If you only want to add a card without removing existing ones, include all current cards for that vehicle in the upload file alongside the new one.