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Fuel fill-ups
Each fill-up records what was bought, who bought it, for which vehicle and whether it's been approved. Drivers log it at the pump from the app; dispatch can log it on their behalf.
Where it is: Records → Fleet → Fuel. Who sees it: with read your vehicle, yours; with read the vehicles of your territories, all of them. Logging needs log fuel, odometer and faults for your vehicle; approving, approve or reject fill-ups. Plan: Fleet module.
Columns: Fill-up (when), vehicle, Driver, Liters, Amount, price per liter, Station, Paid with, Receipt and state. Filter by vehicle, driver, state and With receipt / No receipt. Fill-ups from a certain amount up are flagged for manual audit.
Logging a fill-up
| Field | What it is |
|---|---|
| Vehicle | Search by plate. |
| Driver | Who had the vehicle at the pump. Empty: in your name (Me). |
| When | Can't be in the future. |
| Liters and amount | The price per liter is worked out from both. |
| Fuel | By default, the vehicle's. |
| Odometer | What the dashboard read at the pump. A reading lower than the last is rejected. |
| Station | E.g. Pemex Insurgentes. |
| Paid with | Company card, Fuel voucher, Paid by the driver (reimbursed on approval) or Advance (money advanced to the driver; accounted for when the period is reconciled). |
| Receipt | Photo or PDF of the ticket, up to 5 MB. If there's none, Why there's no receipt (The pump didn't print a ticket). |
Log fill-up: it counts in fleet costs right away and waits for someone other than the driver to approve it. Until it's settled, a receipt can be added with Attach receipt from its page.
Approving or rejecting
The fill-up shows the Purchase (liters, amount, Price per liter, whether The driver is reimbursed), Who and what, the receipt and the Approval.
Write Review notes (for example why it's rejected) and choose Approve or Reject. The driver is told either way. Nobody approves their own fill-up: This purchase is yours; someone else has to approve it.
Fill-ups paid with an advance or by the driver are reconciled in Funding.