SiteMinder Self-Service Import

MyFBO accepts uploads from SiteMinder Automated Fuel Terminals and the SiteMinder Fuel Management software. There is no formal "integration" between SiteMinder and MyFBO, and MyFBO is not associated with SiteMinder at all. However, MyFBO offers a fast and easy import feature that you can use to import / upload the daily file that you already obtain from SiteMinder into your MyFBO system. Corresponding transactions will be automatically created in your MyFBO system with no need for manual data entry. There are a few steps to setting up your MyFBO system to accept the selfserve import files from your SiteMinder software. 

Steps Prior to Importing

1. Admin Tab

2. Parameters & Settings

3. Fuel - General Parameters

4. SiteMinder Import Enabled = YES

5. Save Settings

Enabling SiteMinder Import

A special fictitious customer must be created.

1. Create a new customer named 'Self-Service' in the last name field.

Name Self-Service Customer

Create Self-Service Customer

2. In the General Information section of the customer record, scroll to the bottom and mark as Fictitious.

Select General Information

Mark as Fictitious

3. Update Customer

1. Admin Tab

2. Parameters and Settings

3. Format & Default Parameters

4. Default Fictitious Customers section

5. Use the Select from Fictitious Customers button to select 'Self-Service' as your Default Self-Service Customer.

6. Update

Designate as The Self-Service / SiteMinder Customer

Create the SiteMinder Fuel Tank in your system.

1. Admin Tab

2. Location / Taxes / Fuel Parameters

3. Fuel Tanks button

4. Create the tank that feeds the self-service unit(s), being sure to indicate that Tank Use is Transfer or Disburse, and set the type of metering that is used on the actual tank for inventory control.

5. Update

SiteMinder Tank Setup

Create the SiteMinder self-service unit(s) in your system.

1. Once the SiteMinder tank has been created, the hoses / nozzles that feed from that tank are created. This is done by using the Add buttons that appear next to the tank line. 

2. Enter the SiteMinder Product Number, Pump Number, and also the SiteMinder Truck ID if appropriate. If you don't know this information, email a copy of your SiteMinder file to [email protected] and we'll identify it for you and help you with the setup.

3. Update

Add Self-Service Pumps

Self-Service Pump Settings

The example below shows a tank set up with two SiteMinder controlled hoses feeding from it. If you need assistance or have questions about properly setting up tanks and trucks, please contact [email protected] and we will be happy to help.

Importing SiteMinder Data

Importing the SiteMinder file is simple, and most operators would be best served by performing this task each morning. The SiteMinder software provides a file of all transactional data. You can select the transactions for a period and save them to your computer as an ASCII file. Check out the screen shot below for details.

SiteMinder Screen Shot

Once you've created the SiteMinder file, this file can then easily be uploaded / imported into MyFBO. 

2. Fuel Management

3. Under the SiteMinder Management section, use the Import File option to import the saved SiteMinder file from your computer.

Import File Option

Imported Data

For sales transactions, a completed sales ticket is automatically created for the customer named in the SiteMinder file. These tickets can be viewed in your MyFBO system exactly as you view any other customer transactions.

Self-Service Sales Ticket

The SiteMinder data file that is imported may not include totalizer readings, but it does include quantities, so this information gets included in fuel reporting for fuel inventory tracking. 

 Fuel Report by Ticket

Fuel Sold By Type Report

IMPORTANT!!! Private / Test Cards Require Special Setup for Import

Map Private / Test Cards

If you have Private / Test Cards that are used in your self-service units for cash customers, customers with in-house charge / monthly accounts, or for internal use or transfers, you must set the card mapping parameters in MyFBO so these transactions are imported appropriately.

1. Admin Tab

2. Parameters & Settings

3. Fuel - SiteMinder Cards

4. For each Private / Test Card that you use, tell the system specifically how you want to handle the transactions that are imported for that card. Only one option can be used per card. Options include closing out to an in-house charge account, prepay account, special account, or treating the transaction as an internal use/transfer of fuel. See the screen shot below for details.

SiteMinder Private Card Mapping

When your import includes Private / Test Cards, you may receive a warning during the import encouraging you to print the SiteMinder Data Import report to review possible issues. We recommend that you always print this report before leaving the screen to help with reconciliation later, but if you do receive the warning, print it! 

Warning to Print Report

Below is the SiteMinder Data Import screen with some numbered examples to help you understand the report, warnings, and actions taken.

Sample SiteMinder Data Import

1. Unmapped Private / Test card. Whenever a Private / Test Card is used that has not been mapped in MyFBO, the system assumes the card is being used for a CASH sale that you will record manually in your MyFBO system after the fact. 

   For example, you hand a Private / Test Card to a cash customer so they can dispense self-serve fuel. The customer returns the card to you with the SiteMinder receipt. You then create a standard fuel sale transaction in MyFBO, recording the payment as cash.

   In this situation the SiteMinder Data Import screen shows you that the transaction exists in SiteMinder but has not been imported because this would create a duplicate transaction. Print the SiteMinder Data Import report so you can reconcile the 'Cash Sale' transactions later if needed.

2. Mapped Private / Test Card. This is an example of a transaction where the customer has used a Private / Test Card that has been assigned to them (and mapped) so that all their self-serve transactions close out to an in-house monthly charge account in MyFBO. The transaction has been created in MyFBO and no action is needed.

   If you use private/test cards to close SiteMinder transactions to an in-house charge/monthly account, you must be sure that your SiteMinder imports are up-to-date at the end of the month before processing monthly billing at the first of the month. 

   After monthly billing has been processed, if you attempt to import SiteMinder transactions that fall in the closed out billing period, you will receive the following type of warning:

   Not imported due to customer bill 
   * Customer 1044 has previously issued bill on 03/31/12.

3. Typical Transaction. This is an example of a typical self-serve transaction with the customer using their personal credit card. The transaction has been created in MyFBO and no action is needed.

4. Transaction with Warning. This is an example of a warning that you might see. The customer has used a Private / Test Card that has been assigned to them (and mapped) so that all their self-serve transactions close out to an in-house monthly charge account in MyFBO. The transaction has been created in MyFBO. The warning lets you know that the customer has gone over the credit limit set for in-house monthly charge account, so you may wish to review their account and take action.

As you can see from the SiteMinder card mapping settings and the sample SiteMinder Data Import report, it is important to designate each of your  Private / Test cards for one specific use. If you have a Private / Test Card that is used for self-serve cash sales, grab a sharpie and write CASH across it and don't use it for any other purpose. Designate another for internal fuel use / transfers. 

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04/09/12 cli