1.       Pin Code by Driver for a Single Card

Single Card with multiple pins: One vehicle can be refueled by many drivers in an organization.
Refer to Figure 1.1 below for details of this. We need to capture this information at the POS level for reporting purposes. 
These driver details captured at the POS level will be reflected in the fleet statement. (Refer to 6 below)

Figure 1.1 Fleet Card Setup Requirement

2.       Fleet card restrictions by product types.

Below are the Product Types:

• Wet Goods
• Dry Goods
• Services

Each of the Product types will carry its own limit. At any point in time, the customer should not be able to exceed the fleet limit and the customer limit set.
Business Scenario: Vodafone Fiji has 6 cards and below are the respective limits by product type.

Based on the above setup, the system should be able to restrict the purchase of fuel, dry goods, and services.

3.       Mileage tracking for fleet cards assigned to individual vehicles

a) At the moment mileage is not mandatory. We need control to set mileage as mandatory on selected fleet cards.
Validate mileage to ensure it's always greater than the previous one for this vehicle.

When The card is defined as “Pool”, mileage recording is not mandatory.

b) Mileage Limit - Vehicles are allowed a certain mileage to travel in a month. The system is to record the opening mileage of the month and keep track of the mileage every time the fuel is filled.
In an event where the mileage exceeds the limit, authorization will be required. It will be the responsibility of Service Station Attendants to check for this limit before filling.
Mileage limit should be a configurable option as some customers do mileage tracking and some don’t.

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5.       system interface with Mobil SAP System.

Output file based on the attached specification

6.     Fleet Management Reporting

Below are the changes required in our existing report

         Change the alignment from Portrait to Landscape:

         Add Driver details beside the transaction number to identify which driver refueled (Review part 1 for this).

         Add consumption per 100 Liters at the end of every vehicle. This will not be populated for fleet cards where mileage is not mandatory.

7.       Excel Reporting

On the 10th day of the month, the Dealer will provide a Fleet Card report to Mobil in excel format containing the following information:

• Name of the Customer
• Fleet card customer number
• Transaction date and time
• Transaction authorization number (i.e. Point of Sale (POS) invoice number)
• Vehicle registration number/driver name (where applicable product/service)
• Product
• Quantity
• Unit price
• Total invoiced amount
• Odometer reading

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8.       Vouchers

If a customer shops at any of the stores up to a certain amount, they can get a voucher for fuel discounts at any of the service stations.
Example Customer Purchases from the retail store worth $500. At the end of the receipt,
there will be a voucher number stating customers will receive 1cents off for every liter of fuel at any of the service stations.
Need a facility to discount fuel purchase using Vouchers.

9.       Loyalty Program:

Integrate into the existing loyalty program.

9.1.    Need a scheduled job to create a text file (Comma Delimited) to pass customer number, Invoice Number,
item details (Description & Quantity), Line Amount. Users can tweak the schedule as per their requirements.

10. Two levels of customer categorization to be introduced

The above two categories will be used on a few reports as parameters. L is yet to provide the specific report that will require moL Fleet Enhancement

The customer can perform the following actions:

• Once a request has been submitted, the admin team will review and either approve or reject the request. Customer to be notified of the decision
• The customer should be able to track the status of the requests

• All fields will be required for the application to be processed
• Final submission to indicate it's electronically signed by the company user logged in.

• Ability to view customer profiles
• View fleet cards and limits
• Balance Check for Fleet, Product Type, and Customer Limit Balance.
• Downloading of Customer Fleet reports and statements in excel and PDF.

Development Log - 10/11/2020

1. Started Planning session for 12.3 
2. Evaluate changes and security impact for customer portal development (Item 4)
3. Evaluate the performance impact
4. Timeline planning

Development started on Items 1, 3 and 6 

1. Review requirements
2. Added Driver pin validation so we can combine PIN from Vehicle and Driver
3. Review Reports to see which report best resembles the Fleet Card. Selected "Customer Fleet Card Report" - Will complete this report after items 1 and 3 are completed
4. Working on items 1 and 3

Following was done today:

1. Corrected spelling and grammar on case header
2. Moved Item 3 above Item 2 as 1 and 3 are related
3. Design Discussions
   1. Item 1, 2 and 3
      1. Add a new table to hold Product Category credit limits. 
      2. Add field to determine if a Fleet has Mileage Tracking
      3. Add security to determine if a user has access to override Mileage Limit
   2. Item 4 - Add a new menu section inherited from existing customer portal to allow Item 4 functionality
   3. Item 5 - Still waiting on OTGL to provide a finalised format
   4. Item 6 - Use existing "Customer Fleet Card" report and add some new Data Views
   5. Item 7 - Dataview
   6. Item 8 - Create Discount codes in LinkSOFT. Tappoos to print the CODE and Receipt Number so we can track and enforce single-use vouchers. Use the NOP equivalent system
   7. Item 9 - Add SFTP to LinkSOFT Framework
   8. Item 10 - Use additional fields. Add ability to make Additional Fields Required. We can use an alert to identify incomplete categorisation

Completed the following items:

1. Pin Code by Driver for a Single Card
2. Fleet card restrictions by product types. Added a new tab in "Customer Profile ~> Fleet Management ~> Vehicles" called "Vehicle Product Category Limits". THis tab contains limits by product Category and Sub Category
3. Added fields to track "Mileage Is Required", "Mileage Days", "Mileage Limit"
4. Added security access to restrict Mileage
5. Procedures created to validate Mileage and Credit limits
6. Removed Fleet Maintenance from "POS Main Form" as this is duplicated with LinkWEB
7. Completed coding for POS form - PIN and Mileage Validation

Next Step:

1. Complete item 3 and System test 1,2 and 3
2. Start on items 4,5 and 6

Completed System Test for the following items

1. Pin Code by Driver for a Single Card
2. Mileage tracking for fleet cards assigned to individual vehicles
   

Completed the following items today:

1. Completed item 6 -  Fleet Management Reporting
2. Added the following changes to handle Items 1 to 3. These items were not included in the design, however, it seems necessary to manage fleet mileage and understanding usage
   1. Added Fleet mileage by vehicle view with the ability to edit Mileage amount. This may be required if the cashier incorrectly enters a Mileage amount
   2. We save the changed Mileage amounts in the notes for audit purposes
   3. Added columns to view Cost Per Unit and Fuel consumption values. Consumption values use the NEXT FILL amounts to compute usage. Refer to documentation
   4. Added file category configuration in the report
   5. Added user security for each tab in Customer Profile. Namely:
      1. Invoice List - PS009-1
      2. Payments - PS009-2
      3. Returns List - PS009-3
      4. Invoice Template- PS009-4
      5. Fleet Management - PS009-5. Users with this access will be able to maintain Mileage as well
   6. Prepared Fleet data based on test plans provided

Figure 1 - Form showing Fleet Management details

Completed the following:

Menu code: 640-16 is checked if the user has credit limit override

1. Standard credit Sale. No fleet card - use standard checks as in the current design

1.1. We check the transaction total and customer available balance.

1.2  We allow proceeding if sufficient payment is taken and is within the available balance.

1.3 If the user has the authority to override the credit limit, we allow this sale.

2. Fleet card sale. product limits apply

2.1 Get Totals by category from the OrderLineJSON. If any totals exceed, then authorisation is required. Validation message explains the issue.

e.g

Category Limit Total Isvalid Overby

Wet Goods 200 248 N 48

Dry Goods 300 15  Y 0

other not configured 50 N 50

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Total 313

3. Any amounts paid will cover the cost of configured product category limits and allow for non-configured items.

Next Steps:

1. Update available balance
2. Apply credit limit rollover

Hi Vineet, Sanjeet - please keep an eye on this case and raise any concerns early so we have minimal rework. thanks.

Also, please keep OTGL project team up to date and copy me on correspondance.

1. Item 2 - Fleet card restrictions by product types.
   1. When processing a Fleet Card, the Product Limits are checked. If the product limit passes, the Card Limit is checked.  If the card limit passes, the customer limit is checked.
   2. If Product limit is not set, user authorisation is requested
   3. If Products are not set for a card, user authorisation is requested
   4. If the card, product or customer limit has reached or is exceeded, the customer can either:
      
      1. Make a payment of the difference between the limit and the available OR
      2. Provide user authorization
   5. When user authorisation is successful, the Order notes contain details of who authored (override) the limit
   6. The Order notes are shown in the Fleet Management ~> Mileage tab
   7. The Fleet card and Product limits are affected by the Invoice and Returns process only. We DO NOT increase the limit if a payment is made in between ROLLOVER Periods
2. Added functionality to take receipts/payments from LinkWEB so invoices can be settled
3. When a vehicle limit is not set, the customer limit is used (based on 1.1 above)
4. Added totals to all Fleet management number columns
5. Merged "Vehicle Details" on "Customer Profile ~> Fleet Management" form
6. Added "Credit Type" to the "Vehicle Mileage" tab so users can reconcile where the limits are used from
7. Added Payment Allocations tab in the Payments grid so users can reconcile Invoices and Payments

Completed item 8

Development Notes:

1. Added a new menu item for "Discount Coupons"
2. Added "Discount Coupon Identifier" so we can use barcode scanning for discounts
3. Discounts coupons have a code, Start and End date
4. Coupons can have a product, category or sub-category configured
5. Coupons can be configured based on Quantity or Line Total Discounts
6. Added "Coupon Usage" history 
7. When a transaction that has discounts is LOADED and Copied, we clear Vehicle, Coupon and Discount voucher details. Users are required to scan their Fleet card, discount vouchers and loyalty cards when completing their transactions
8. We allow you to "Park and Load" Fleet, Discount Coupons and Loyalty details
9. Fleet cards must be scanned before completing the sale (and after all the relevant transactions are added)
10. Transactions added after the Discount Voucher scan will not get the discounts
11. To Scan the Discount Coupon, the barcode or Card Reader must have the format: {DiscountCoupon.Identifier}DiscountCouponCode{DiscountCoupon.Identifier}

Figure 1 - Discount Coupon Setup

Figure 2 - Discount Coupon Usage

Added ability to print discount coupons on LinkSOFT Receipts. 

1. Added, "Print on Receipt" flag and "minimum Spend" to Discount Coupon. When checked, the coupon will print on the receipt when the minimum spend is reached
2. Added Minimum and Maximum to Discount Details. This allows the user to set Minimum and Maximum amounts of discounts given
3. Added Discount Coupon on All Receipts

1. Item 10 - OTGL Required two levels of customer categorization to be introduced
   1. Added CATEGORY and GROUP to the customer record
   2. Both dropdowns are configurable using the standard Drop Down system
2. Item 8 - OTGL Excel Reporting to Mobil
   1. Fleet Management Report - VIEW DATA will provide the format required

1. Added integration rules to allow:
   1. Ability to send via FTP file that is created from the SYstem Integrations (for item 5)
   2. Ability to "Save the file" at a specified location (for items 5, 7 and 9)
   3. Ability to Email the file to a specific address
2. Performed system test of all completed items before checking in the code

1. Item 5 - OTGL system interface with Mobil SAP System - based on formated provided this week.
2. Item 7 - OTGL Excel Reporting to Mobil
3. Item 9 - Loyalty Program
4. All Items - Added ability to Encrypt, Email, 'Export to folder' and send via FTP
5. Added new menu for POS Integration - File Export
   1. Added ability to create export entries
   2. Added schedule to pick and process scheduled entries
   3. Added audit notes in the Notes section of every integration rule to manage integration messages
   4. Added grouping by Integration Rule code
   5. Added automatic Refresh and date filters (defaulted to last 12 months) to handle larger volumes over time
   6. Users can create a scheduled job to crate entries automatically if the need to automate the processes arises
6. Refactored all integration to allow for future expansion of Integration points
7. Added 1 standard File Export for Sales Data
8. Tested FTP, Email, File Location and Encryption systems

Started work on Customer Portal Development

1. Extracted security components to wrap Registrations, Customer logins and user "Role" access
2. Added table to register Customer Requests
3. Added dropdowns for Request Types
4. Added procedures to handle request types
5. Started work on the UI to handle the request types
6. Important note - The form signatures and field information will need to e filled in the PDF document and attached to the request as multiple Signatures and company seals are required which cannot be implemented on a web form

Next steps:

1. Complete Request forms
2. Complete Apprtoval Process
3. Add Alerts to status changes

Completed the following:

1. Added a new menu for Customer Requests
2. Added three buttons for "Approve, Reject and Close"
3. Added Dropdown to handle the request types as follows:
   1. Apply for Credit Limit
   2. Increase / Decrease Card Limit
   3. Change card PIN
   4. Complaint / Enquiry
   5. Revoke an existing card
4. Created alerts to send to the relevant emails when a request is submitted
5. Created alerts to send when Status is changed

Completed the following:

1. Added functionality to perform actions based on "Approval" of a request:
   1. Automatically Change Pins, UPdate Credit Limits
   2. Added notes for each action item for Audit
2. Changed the following reports to restrict based on user access
   1. Customer Statement
   2. Customer Fleet Charges
   3. Customer Fleet Statement
   4. Customer Fleet Transaction Listing
3. Added ability to Export to Excel, PDF, CSV and RTF for all reports
4. Added Date Filters on Customer Requests defaulting to Last 12 months showing "Active" items outside the date range
5. Added Search on Customer Profile for lists exceeding 1000 (default based on configuration)

Next Step: Documentation and System Testing

Alvis has been updating documentation.

Vineet has been provided with an updated URL to verify changes.

Skype Message
I have created an environment for you to test 12.3 for OTGL. The RDP link is:

Meeting with Vineet, Alvis and Aarti to discuss concerns and changes. Meeting notes below:

1. Make credit Limit for Product mandatory as a blank puts in default of 0.
2. Change all unit displays to Kilometers (km)
3. Fleet Management Transactions Report - Add "Cost per unit"
4. Customer profile - Group Dropdown is showing "Inactive groups"
5. Reports do not have customer "Group" and "Category" filter. This was not part of the initial scope. Vineet to provide change details for costing

PART A - Development work for this case has been completed.

1. The change will be available in version:12.30.0113

2. The following changes were made(Include Database object names, Program classes and any other relevant information):

1. Changed Customer Fleet Management form to make "credit Limit" for "Product Category Limit" mandatory
2. Change all unit displays to Kilometers (km) in the Vehicle Mileage form
3. Customer profile - Group Dropdown is showing "Inactive groups". I have filtered Active items only.

3. Affected Areas:

1. Fleet Management System

4. The issue was caused by:

1. The first round of system testing by LBS

5. Notes: 
6. Next Step: 

1. Change "Fleet Management Transactions Report" - Add "Cost per unit"
2. UAT

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PART B - Development Reference:

1. Changes implemented was according to the approved design (Y/N):N

2. Variations to the approved design:N

PART A - Development work for this case has been completed.

1. The change will be available in version:12.30.0113

2. The following changes were made(Include Database object names, Program classes and any other relevant information):

1. Changed Fleet Transaction Listing Report - Show "Discounted Unit Price (inc tax)" in place of "Line Total (exc tax)"

3. Affected Areas:

1. Fleet Transaction Listing Report
   

4. The issue was caused by:

1. Change request

5. Notes: 
6. Next Step: UAT

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PART B - Development Reference:

1. Changes implemented was according to the approved design (Y/N):

2. Variations to the approved design:

PART A - Development work for this case has been completed.

1. The change will be available in version:12.30.0115

2. The following changes were made(Include Database object names, Program classes and any other relevant information):

1. On "Customer Request", we have added a document template that allows users to configure the "Application form" in HTML format. When "Apply for a new customer" is chosen, the document template is loaded. We have also placed a sample document template.
2. Changed the following on "Customer Request" form:
   1. Removed customer as a Mandatory field
   2. Added a blank option for "Vehcice driver" and "Category"
   3. Customer Maintenance Form - Added ability for the user to UNSELECT a "User or Organisation"
   4. Added UNIT PRICE to Customer Fleet Transactions report

3. Affected Areas:

1. Customer Fleet Management

4. The issue was caused by:

5. Notes: 
6. Next Step: UAT/System Test to continue

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PART B - Development Reference:

1. Changes implemented was according to the approved design (Y/N): Y

2. Variations to the approved design:

1. All items need to be marked as Completed/Incomplete based on the requirements provided. If the requirements were not provided
2. The Change Control will be reviewed by the team to analyse the impact and agree on a path forward.

Next Step:

1. Vineet to update the Control sheet with In Scope
2. Vineet to add items to Change control
3. Meeting with Development team to go through incomplete items and finalise

PART A - Development work for this case has been completed.

1. The change will be available in version:12.30.0120

2. The following changes were made(Include Database object names, Program classes and any other relevant information):

1. Completed scheduler for Loyalty, MoBIL SAP and sales transaction scheduler.

3. Affected Areas:

1. POS File Export

4. The issue was caused by:

5. Notes: 
6. Next Step: 

----------------------

PART B - Development Reference:

1. Changes implemented was according to the approved design (Y/N):

2. Variations to the approved design:

PART A - Development work for this case has been completed.

1. The change will be available in version:12.30.0120

2. The following changes were made(Include Database object names, Program classes and any other relevant information):

1. Item 9: Loyalty Program
   1. Created a scheduled process (POS029) that can be used to create the file export on a scheduled basis

3. Affected Areas:

1. Process POS029

4. The issue was caused by:

1. New Feature

5. Notes: 
6. Next Step: UAT

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PART B - Development Reference:

1. Changes implemented was according to the approved design (Y/N):

2. Variations to the approved design:

Meeting with Vineet, Alvis and Sanjay to go through OTGL Changes.

Key Notes:

1. Completed all In Scope items
2. Completed additional 29 hours of changes requested by OTGL as goodwill 
3. Waiting for OTGL to get back regarding changes before this can be included

Table 1 - In-Scope Items

System testing and documentation have been completed.