Transaction Requirements

Transaction requirements ensure that key information is collected before fleet card purchases, helping fleet managers and accounting teams track expenses and maintain accurate financial records.

Overview

Transaction requirements are details cardholders must provide before completing a purchase with their fleet card. These requirements improve expense tracking, support accurate reporting, and make reconciliation easier.

• Better oversight: Transaction requirements give managers important context for each purchase. This allows them to monitor spending habits and ensure purchases align with company policies.
• Accurate accounting: Capturing required details helps ensure expenses are categorized correctly. This improves reporting accuracy and supports timely reimbursement or reconciliation.
• Customizable fields: Fleet managers can configure requirements to match the business’s operational and accounting needs. This flexibility allows companies to track specific project codes, departments, or categories.
• Simplified auditing: Collecting required information upfront makes audits faster and easier. Complete records also help maintain compliance with internal and external requirements.

Basics

Transaction requirements are details that cardholders must provide before completing a purchase with their Motive Card. These requirements give managers and accounting teams the necessary context to track expenses, categorize transactions, and maintain accurate records. By ensuring these details are captured, fleets can simplify reconciliation, support compliance, and prevent reporting errors.

Transaction requirements and management

Required transaction details

Fleet managers can configure what information cardholders must provide at the time of purchase. Common requirements include:

• Vehicle number: Identifies the vehicle involved in the purchase. This information can be auto-filled through the Vehicle Gateway.
• Odometer reading: Records mileage at the time of purchase to support usage tracking and maintenance planning.
• Custom fields: Managers can create additional fields, such as Job ID, transaction category, or GL code, to meet business or accounting needs.
• Receipt: Proof of purchase. Unlike other fields, the receipt can be uploaded after the purchase is complete.

Managing transaction information

• All required transaction details, except receipts, must be entered before completing a purchase.
• Cardholders can edit transaction information in the Motive Driver App for up to seven days after the purchase.
• Fleet managers can update transaction details at any time in the Motive Dashboard.

Considerations when purchasing fuel 

Motive has provided Fuel card services so that the customer can use the card to pay for fuel and the data gets automatically populated under the fuel hub and IFTA fuel reports.

For Drivers:

Perform necessary checks while performing Motive Fuel Card transactions:

• You must be connected to the vehicle properly via using the Driver App and there should be two green lights on the Vehicle Gateway.
• You must have an active internet connection. 
• You need to make sure that the Vehicle is selected in the Motive Fuel Receipts.

NOTE: If the Motive Fuel Card data doesn't show up in the Fuel Hub then your Fleet Admin needs to perform necessary checks for the data to be reflected in the Fuel Hub.

For Fleet Admins:

1. Login to the Fleet Admin dashboard
2. Click on Cards
3. Click on transactions 
4. Search Driver name and apply date filter

 5. Find Motive Card Fuel Receipts with no Vehicles selected and click the truck icon

 6. Click on Assign 

 7. Select Vehicle from the drop-down menu

 8. Once the vehicle is selected, tap on Assign

By following this, the data will be populated in the Fuel reports. 

Enabling odometer reading before each transaction

1. Log in to the Fleet Dashboard and click the Admin icon at the bottom left corner.

2. Click Fleet Users in the left-hand side menu.
3. Click the Roles and Permissions tab.
4. Click Options in the Actions column on your required Fleet User.

5. Click Edit from the dropdown menu.

6. The Edit Role screen displays. Scroll down to the Cards section and click the checkbox of Card Management and Manage Configuration.
7. Click Save at the top right corner.

The selected Fleet User can now enable odometer reading capture for desired Drivers.

Enabling odometer reading capture before each transaction

1. Log in to Fleet Dashboard and click Admin.
2. Click Cards under PRODUCTS dropdown on the left-hand side.

3. Click Edit for Transaction Metadata.
4. Check the checkbox for Require odometer reading before every transaction.

5. Further, click on the checkbox Driver must manually enter an odometer reading, even if they are connected to a Vehicle Gateway, if you want to ignore the reading from the Vehicle Gateway and want your drivers to enter odometer readings manually.
6. Hit Save.

Once the odometer reading has been mandated, Drivers receive an SMS and a push notification to provide the odometer reading via the Motive Driver App or SMS before using the Motive Card.

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