Fleet · Daily operations · 9 min read

Log fuel, review anomalies and reconcile fuel card statements

Record fuel fills, understand the efficiency figures and flags, review doubtful fills, and match provider statements.

Before you begin

• The Fuel feature switch is on.
• Fuel cards, if used, are set up under Fleet > Configuration > Fuel Cards. The card number is always shown masked, for example "•••• 4321".
• The vehicle has a tank capacity and, ideally, a model with a rated consumption. These start the "normal" consumption used to spot anomalies.

Log a fill

1. Open Fleet > Operations > Fuel and click Log Fuel, or use Log Fuel on Vehicle 360.
2. Choose the Vehicle. Leave Driver blank to use the current driver.
3. Set Date and time (blank is now; not more than 10 minutes in the future) and the Station.
4. Enter Litres.
5. Enter Price per litre or Total. The system works out the other.
6. Enter the Odometer or Engine hours. This is needed to calculate km per litre.
7. Tick Full tank if the tank was filled. Efficiency is calculated fill to fill only on full tanks.
8. Choose the Fuel card and Paid by (Fuel card, Cash, On account or Company card), and the Receipt number.
9. Click Save.

Worked example

The previous full fill was at 45,000 km. You log 48 L at AED 2.85 with the odometer at 45,600 and a full tank.

A fuel cost line of 136.80 is added to the vehicle's cost ledger.

Potential anomalies

A fill is marked Potential anomaly and set to Needs review when:

• the quantity is more than 105% of the tank capacity;
• consumption is above normal by more than the percentage in Fleet Settings (default 20%);
• the same station and receipt number were already used (duplicate receipt);
• the fuel type differs from the vehicle's;
• the card is linked to another vehicle, or the fill is above the card's per-fill or monthly limit;
• the odometer reading was itself flagged.

Fuel reviewers are notified. The wording is always "potential anomaly" and "needs review". It is never an accusation.

Review a flagged fill

1. Open Fleet > Operations > Fuel and the tab Potential anomalies - needs review.
2. Click Clear if the fill is fine, or Ask the driver to send the driver a question. A queried fill is left out of the vehicle's normal consumption.

The reviewer must be a different person from whoever entered the fill: "Somebody other than the person who entered it reviews it." Reviewing needs fleet.fuel.view and fleet.edit.

A blocked fuel card is refused: "Fuel card •••• 4321 is blocked."

Import a fuel card statement

1. Open Fleet > Operations > Fuel Card Statements and click Import statement.
2. Paste the provider's CSV text. The header row must be reference,card_number,at,station,litres,amount,fuel_type,odometer. You can import up to 5,000 lines at a time.
3. Click import. The result tells you how many lines were imported, matched, and skipped as already imported.

Each line is matched to a recorded fill for the same card's vehicle when the litres are within 3% and the time within 6 hours. The line status is Matched, Differences (for example "Amount differs by 2.50") or Unmatched.

For an unmatched line click Record as fill to create the fill (source Import, paid by card) or Ignore. If the card is not linked to a vehicle you must link it first.

What happens next

Fills feed the Fuel Costs ledger, the Dashboard tile "Fuel Cost This Month", the fuel reports and TCO. If the company posts fleet costs to Accounting, a cash fill posts debit fuel expense, credit cash; a card fill credits the card account; an On account fill is not posted because the vendor bill carries it.

Good to know

• A fill posted to the ledger cannot be deleted: "This fill is posted to the ledger and cannot be deleted." An unposted fill can be deleted and its statement line returns to Unmatched.
• A fill for a sold vehicle is refused: "VHC-000005 has left the fleet."
• Cards over their limit are flagged, not refused.