Fuel-Card Import: Uploading Files and Understanding Import Runs

Overview

The Tankkarten-Import (fuel-card import) processes the billing files of your fuel-card providers (e.g. DKV, UTA) and automatically posts the transactions as Belege (receipts) on your vehicles – including odometer-reading transfer, duplicate protection and validation rules. Charging sessions of electric vehicles are also detected correctly and posted as electric receipts in kWh (article 11).

You will find the module in the navigation menu under Tankkarten Import:

Uploading a file manually

1. Open Tankkarten Import → Import-Läufe (Import runs).
2. Upload one file – .csv, .xml and .json are supported, maximum 50 MB.
3. The format is detected automatically (e.g. DKV CSV) and translated into a uniform transaction format.
4. The import run starts: each row is checked, evaluated against the validation rules and either automatically approved or placed in the Freigabe-Warteschlange (approval queue).
5. Approved transactions are posted as Belege (receipts) on the respective vehicle (assigned via the license plate); the vehicle's odometer reading is updated.

Import runs and status

Each run has a detail view with all records, their status and the triggered validation rules:

• Automatisch freigegeben (Automatically approved) – no anomalies, receipt was posted
• Prüfung erforderlich (Review required) – a blocking rule triggered → approval queue
• Duplikat übersprungen (Duplicate skipped) – the transaction was already posted in an earlier run (stable import key); it is not posted twice
• Fehlgeschlagen (Failed) – individual faulty records do not prevent the rest of the run; after correction they can be re-processed via a re-run (permission tankimport.admin or WebAdmin). The original run remains unchanged and traceable.

Frequently asked questions

The upload is rejected. Check the file extension (.csv/.xml/.json), the size (max. 50 MB) and that the file is not empty.

A transaction cannot find its vehicle. Assignment is done via the license plate. Check whether the license plate in the Fahrzeugakte (vehicle record) is written exactly as in the provider file.

Can I accidentally import the same file twice? Yes, but with no consequences: transactions already posted are detected as duplicates and skipped.

Related articles

• 09 – Automated processing (DKV mailbox / UTA FTP)
• 10 – Validation rules and the approval queue
• 11 – Electric vehicles and electric receipts