TEBOIL cards self-service website. Features and User help guide

Transcription

1 TEBOIL cards self-service website Features and User help guide

2 Table of Contents I. Table of Contents... 1 II. Introduction key features... 4 III. Main functionalities... 5 How to login to self-service website?... 5 How to recover lost password?... 6 How to change password?... 6 Types of website users?... 7 How to create a new user?... 8 Managing website user rights...10 How to change user-related info?...11 How to delete user?...11 How to view changelog report?...12 How to contact Teboil?...13 How to logout?...14 IV. Customer level functionalities...15 Customer level information...15 Customer s contract list...16 Sub-contracts...17 Card management...18 Purchases...19 Invoices...20 Reports

3 V. Contract level functionalities Contract level information...23 Sub-contracts...24 Card management...25 Purchases...26 Invoices...27 Reports...28 Drivers per contract...30 Vehicles per contract

4 Introduction key features With TEBOIL online reporting and card management tool customer gets key features that are accessible through customer or contract level: Customer and contract level functionalities + Customer basic data + Contract summary + Contract basic data including usage limit, number of cards and invoice information Cards management + Card blocking + Card list + Extra card application + Pin code application Reporting - Monitor and extract most relevant purchase data for business + Transaction reports by card, additional information and vehicle number + Daily and monthly purchase reports + Purchase frequency and daily/weekly reports + Fuel consumption reports Account management manage self-service website settings + Sub-users + User rights + Passwords + Follow changelog of user actions in website 4

5 Main functionalities How to login to self-service website? Link to Teboil self-service website can be found from Teboil s website: + To login enter User name and Password + Click Login Login and password can be applied from Teboil customer service. After logging in to the website for the first time with master user login name, the password must be changed. Also additional users can be created. More information can be found in section How to manage website users. 5

6 How to recover lost password? If password is lost: + Click on link Forgot password? + Enter Username, and pass the captcha + After clicking Submit, password reminder will be sent to After logging in with the new password, the password must be changed. The address used for password reminder can be changed using website user s management in website. For more information, see section How to manage website users. How to change password? + On Customer details menu click Personal data + Type Password (two times) and click Change + You will get a message that the data has been successfully saved 6

7 Types of website users? Teboil online card self-service website supports two types of users: + Master user - master user has by default all rights to all possible actions in the website + User - additional users can be added by master user or other users 7

8 How to create a new user? + On customer details menu click Users + Click Create button on the top of the Users list + fill user-related information in the new window: o o o o Password Password for website login Name Name for website user website user s contact information. Also used for password reminder. Not related to contract or customer Description free text information to describe user 8

9 + User rights configuration: Rights Information Information edit view Customer details Contracts list Sub-contracts Cards Invoices Purchases Reports Users Personal data Changelog Contact us - Default selection. The user right can be edited - The user right can be edited - The user right cannot be selected + Assigned contracts configuration contracts that are visible for website user can be chosen (All contracts are selected initially by default) + After user rights have been selected/edited, click Create 9

10 Managing website user rights Website user management module can be found by clicking Users under Customer details menu. In this window, user rights can be added, edited or deleted. 10

11 How to change user-related info? + Select one user from user list. User-related information window opens and in this window the following information can be edited: o Password o Name o o Description o User rights o Assigned contracts + After changing information, click Save How to delete user? + Select one user from user list and delete the user by clicking Delete 11

12 How to view changelog report? + Select Changelog from the main menu + Changelog can be searched by date ranges and by clicking Search + List can be exported to excel by clicking Export to Excel 12

13 How to contact Teboil? + Select Contact us from the main menu + Customer name and number are entered by default + Select tab: o Feedback. Send feedback to Teboil. o Contact information change. Enter new customer information and/or contacts. o Pin code order. Select the card for which the PIN code should be ordered from the drop-down menu and PIN code will be delivered to the address shown in the form. o Usage limit change. Current usage limit is visible by default. Enter new usage limit. o Extra card application applying for an extra card. This service is available only for company and D-card customers. o Extra AVR application - the tab is visible only if customer has AVR-rings in the D-card contract. + Message text - free text can be added to include additional information + Enter contact information at the end of the form: name, surname, phone number and address. This information is mandatory. + Pass the captcha and press Send button. 13

14 How to logout? + Pick Logout from main menu o Click Logout button, if you want to log out o Click Cancel button or X, if you do not want to log out 14

15 Customer level functionalities Customer level information + Customer details menu includes the customer details and account overview. This is the default display after login. 15

16 Customer s contract list + Customer s all contracts are shown in the Contracts menu. Contracts can be viewed either as a list: or as a summary: + Contract information and details can be viewed by clicking on one contract from the Contract list 16

17 + More information can be found in section How to view contract related information. Sub-contracts + Select Sub-contracts from main menu + Sub-contracts can be viewed based on the following criteria: All, Cards without sub-contract or Sub-contracts + Searching with a card number, you may search for a specific card s sub-contract information + Export information to Excel by clicking Export to Excel button. Sub-contracts under main contract have the same card delivery address and invoicing address. Sub-contracts purchases are invoiced in the same invoice as the main contract and the purchases are shown under the main contract s purchases and invoices in Extranet. 17

18 Card management + Select Card list from the main menu + The card list shows the total number of cards as well as the number of active and blocked cards + The list can be sorted by contract number, subcontract or card status + Cards can be searched by entering card number and clicking Search button + List can be exported to excel by clicking Export to Excel button + To edit card parameters pick one card from the card list + In card window, user can block a card by changing the status from the drop-down menu (lost, stolen, blocked). + After making changes, click Save. 18

19 Purchases + Select Purchases from the main menu + Purchases can be filtered by using Minimal filter (monthly period) or Detailed filter, which allows to filter by period, purchase type, card number and invoice number. + List can be exported to excel by clicking Export to Excel button. 19

20 Invoices + Select Invoices from the main menu + Invoices can be searched by date ranges + List can be exported to excel by clicking Export to Excel button. 20

21 Reports + Select Reports from main menu + Select a report from the drop-down list: o Card list Report shows all cards or cards based on used filtering criteria Filtering criteria includes all, active or blocked cards. Report can be also used to search by one specific card number. o Fuel consumption report Report shows consumed fuel liters per 100 kilometers: Select period o Monthly purchases Report shows monthly volume in litres or monthly volume in euros of the chosen months: Select period 21

22 o o o o Purchase frequency Report shows purchases by frequency and/or amount per day Select period Enter Purchase frequency and Total amount of purchases Purchase summary reports either by card type, product type or contract Select period When searching by card type or product type, filter criteria can be either monthly volume in litres or monthly volume in euros Purchases daily / weekly Report shows transactions per week or day Select period Select either Weekly or Daily purchases Transactions reports by card, additional information or vehicle number: Select period Select transaction type: - All transactions Report shows all existing transactions from the chosen period - Invoiced transaction - Report shows invoiced existing transactions from the chosen period - Uninvoiced transaction - Report shows uninvoiced existing transactions from the chosen period Select Item group: All items, Fuel, Services, Items + View report on website by clicking View report button + Export report to excel by clicking Export button 22

23 Contract level functionalities Contract level information + Information of a particular contract can be viewed by selecting Contracts from the main menu and the contract from the Contract list + List can be viewed by choosing list types: As summary or As list + Selected contract can be changed to another contract by selecting the particular contract from the drop-down list on the upper right corner. Contract list and Search functions can be used in all contract level tabs: Sub-contracts, Cards, Purchases, Invoices, Reports, Drivers and Vehicles. Please note that contract requisites cannot be edited via the website. Customer / contract requisites can be changed by contacting Teboil s customer service center. 23

24 Sub-contracts + Select Sub-contracts from main menu + Sub-contracts can be viewed based on the following criteria: All, Cards without sub-contract or Sub-contracts + Searching with a card number, you may search for a specific card s subcontract information + Export information to excel by clicking Export to Excel button Sub-contracts under main contract have the same card delivery address and invoicing address. Sub-contracts purchases are invoiced in the same invoice as the main contract and the purchases are shown under the main contract s purchases and invoices in Extranet. 24

25 Card management + Select Cards tab from the upper menu + The card list shows the total number of cards as well as the number of active and blocked cards + The list can be sorted by contract number, subcontract or card status + Cards can be searched by entering card number and clicking Search button + List can be exported to excel by clicking Export to Excel button + To edit card parameters pick card from the list and click. + In Card edit form user can edit Driver, Vehicle and Status of card (Lost, Stolen, Blocked). If card status is not active, then card won t be served at service station. + After You complete the information change, click on button Save. 25

26 Purchases + Select Purchases from the upper menu + Purchases can be filtered by using Minimal filter (monthly period) or Detailed filter, which allows to filter by period, purchase type, card number and invoice number. + List can be exported to excel by clicking Export to Excel button. 26

27 Invoices + Select Invoices from the upper menu + Invoices can be searched by date ranges + List can be exported to excel by clicking Export to Excel button. 27

28 Reports + Select Reports from the upper menu + Select a report from the drop-down list: o Card list Report shows all cards or cards based on used filtering criteria Filtering criteria includes all, active or blocked cards. Report can be also used to search by one specific card number. o Contract price Report for D-card contract that shows daily contract price per product. Select Date; Select location (Municipality and Site); Select what Product (Diesel or LFO) price You want to view. Select Sub-contract. o Fuel consumption report Report shows consumed fuel liters per 100 kilometers: Select period 28

29 o o o o o Monthly purchases Report shows monthly volume in litres or monthly volume in euros of the chosen months: Select period Purchase frequency Report shows purchases by frequency and/or amount per day Select period Enter Purchase frequency and Total amount of purchases Purchase summary reports either by card type, product type or contract Select period When searching by card type or product type, filter criteria can be either monthly volume in litres or monthly volume in euros Purchases daily / weekly Report shows transactions per week or day Select period Select either Weekly or Daily purchases Transactions reports by card, additional information or vehicle number: Select period Select transaction type: - All transactions Report shows all existing transactions from the chosen period - Invoiced transaction - Report shows invoiced existing transactions from the chosen period - Uninvoiced transaction - Report shows uninvoiced existing transactions from the chosen period Select Item group: All items, Fuel, Services, Items + View report on website by clicking View report button + Export report to excel by clicking Export button 29

30 Drivers per contract + Select Drivers menu item; + List can be exported to excel by clicking Export to EXCEL button. + To create new driver click New button; + In new window fill driver info: First name driver first name; Surname driver surname; Phone driver phone number; driver contact information; Street, City, Country, Post code driver address information; Has EU license select if driver has EU license. + After You complete to fill all information, click on button Create. + To edit driver parameters pick driver from the list; 30

31 + In Driver edit form user can edit all fields. + After You complete the information change, click on button Save. + To delete driver select driver from the list and click button. If driver is assigned to the card, then he won t be deleted. 31

32 Vehicles per contract + To get into vehicles management module pick desired contract form Contract list; + Select Vehicles menu item; + List can be exported to excel by clicking Export to EXCEL button. + To create new vehicle click New button; + In new window fill vehicle info: License plate number vehicle license plate number; Vehicle vehicle model; Odometer vehicle odometer value; Fuel tank capacity vehicle fuel tank capacity; Type from drop down list You can select vehicle type; Is registered in EU select if vehicle is registered In EU; + After You complete to fill all information, click on button Create. + To edit vehicle parameters pick vehicle from the list; 32

33 + In Vehicle edit form user can edit all fields. + After You complete the information change, click on button Save. + To delete vehicle select vehicle from the list and click button. If vehicle is assigned to the card, then it won t be deleted. 33