Fleet Application Form

Costs

Terms and Conditions

1. By signing this registration the client agrees to utilize the Xwena Energy Network (XEN) for the purchasing of diesel and other service related products from XEN.
2. XEN hereby agree to make available to the client (Client Operations Department) an updated list of all the XEN participating sites and services they might offer. This list is also available on the XEN website – http://xwenaenergy.com.
3. Although participating vendors are carefully selected, XEN cannot be held responsible for the lack of services or product at any one of the XEN participating sites.
4. The client hereby agrees that the pricing of additional service-related products may vary from site to site, i.e. parking, wash etc., No discounts are available on such services.
5. The client also understands that at certain sites the normal XEN price cannot apply. These sites with their fuel prices are available from the Xwena Energy website to registered clients.
6. Payment for diesel can only be made by ONE of the following payment methods.
   A. XEN FUEL WALLET   B. BANK FLEET CARD   C. CASH

A. XEN FUEL WALLET

7. The client agrees to top up the XEN fuel wallet as required after notice is given by XEN. Notice will be given either by E-Mail, SMS or by Indicator on the XEN transaction dashboard when the wallet balance has dropped below the agreed “top up” amount.
8. When the wallet drops below the “cut-off” amount, the XEN system will automatically lock the account until the client’s wallet is replenished. No transaction will be authorised by the system until the wallet is topped up.
9. It is the responsibility of the client to ensure that any transfer of funds into the XEN purse are made available immediately. The client’s wallet will only be credited when transferred funds reflect in the XEN account without any hold or restriction.
10. Deposits can be made via electronic bank transfer at the following banks (ABSA, First National Bank, Standard Bank and Nedbank). To ensure immediate top up of the fuel wallet, make a deposit at the bank where your company bank. All other methods of topping up your wallet will be liable for additional transaction fees.
11. Bank deposit account details can be found on the Xwena Energy Website (www.xwenaenergy.com) for registered clients only or by request from admin@xwenafleet.com
12. At ALL times use your XEN account number as your reference during deposits to ensure prompt action.
13. Deposits can only be allocated to the purse during working hours (08:00 – 17:00) Please ensure that you have sufficient funds in your purse over weekends and public holidays.

B. BANK FLEET CARD

14. Most XEN sites do have the facilities to accept a registered South African bank fleet payment card. Sites that cannot accept a bank fleet card are clearly marked on the XEN price list.
15. XEN will NOT be held accountable if a “Pay by fleet card” vehicle attempt to fill at a site that do not have the facilities to accept bank fleet cards.
16. Both the XEN fuel card and the bank fleet card MUST be presented to the attendant at the site when a client is registered with XEN as a “Pay by fleet card” client. Only then will the client qualify for the rebate on their diesel at that site.
17. XEN cannot be held accountable for discounts lost because the client did not follow the correct procedure as per the previous point (16.)
18. The site will register the transaction first on the XEN system and then for payment via the bank payment facilities. Drivers MUST ensure that they get two (2) transaction slips from the site before they leave that site.
19. Discounts for “Pay by fleet card” clients can only be calculated at the end of that particular month. Discounts will then be paid into the client’s bank account within the first week of the following month.
20. All payments (discounts) made to the client will be registered on their XEN porthole for reconciliation purposes.

C. CASH PAYMENTS

21. In the event of Cash Payments the XEN Fuel Card or Token MUST be presented to the attendant at the site prior to making payment in cash. Only then will the client qualify for the rebate on their diesel at that site.
22. XEN cannot be held accountable for discounts lost because the client did not follow the correct procedure as per the previous point 21.
23. The site will register the transaction first on the XEN system and then accept payment in Cash. Drivers MUST ensure that they get and keep a copy of transaction slip(s) from the site before they leave that site.
24. Discount or Loyalty Fees clients can only be calculated at the end of that particular month. Discounts or Loyalty Fees will then be paid into the client’s bank account within the first week of the following month.
25. All payments made to the client will be registered on their XEN porthole for reconciliation purposes.

LOST/STOLEN CARDS

26. Lost or stolen XEN fuel cards needs to be reported to XEN immediately so that XEN can black list the card on the XEN system.
27. Once off card fees and SMS message costs will be debited automatically from the active wallet or from discounts payable from Xwena Energy to the client for bankfleet card clients.
28. XEN will not be held responsible in any way for losses due to the misuse or abuse of the XEN fuel card.
29. Xwena Energy will accept service of any notice in terms of this agreement / registration at the following address:
    Physical Address: Spaces, 1 Bridgeways Road, Century City, 7441
    Postal Address: Xwena Energy, Postnet Suite 1027, Private Bag x2, Century City, 7446
    Email: admin@xwenafleet.com
30. By signing this registration form, the client accepts the terms and conditions set out in this document.
31. By signing the applicant confirm that he or she has the required authorization to complete and to execute this application.