Fuel

Fleet → Fuel (/operations/fleet/fuel). Every refuel, newest first, and fuel use per vehicle.

The list

Each row is one line of a fuel docket: date, rego, vehicle, odometer, litres, cost, supplier, fuel card, distance, efficiency and docket. When a docket has several lines — diesel and AdBlue, say — they sit together under a Docket row with the totals.

• Distance and Efficiency (L/100km) are worked out from one refuel to the next on the same vehicle. AdBlue and DEF are not counted as fuel. A refuel with no odometer reading gets no figures of its own, but its litres count towards the next one.
• Docs shows a PDF icon when the docket’s fuel document has been made, and a paperclip with the number of receipts attached.

Filter by Vehicle, Fuel card, From and To. The totals across the top and the Vehicle Fuel Efficiency table follow the filter. Clear removes it. The card filter includes cancelled cards, so their history can still be found.

Adding a refuel

Add Fuel Record opens the form. Operations and Admin accounts only.

• Vehicle, Refuel Date, Odometer Reading (km), Liters and Total Cost ($) are required. Only active vehicles that take fuel are offered — rigids, prime movers, utes and forklifts, not trailers or dollies.
• The week number appears under the date.
• Docket no: enter one record per line of the docket, each with the same docket number. Lines with the same number, date and vehicle are one docket.
• Price per litre ($) fills Total Cost while it is empty. Type the docket’s own total to override it.
• Fuel Supplier, Location, Time on receipt, Driver who refuelled, Receipt no, Product and Manifest ref are optional.
• Registered fuel card lists the active cards from Fuel Cards. For a card that is not registered, leave it on None and type a name in Fuel Card, such as Motorpass 4821. Anything that looks like a card number (8 or more digits in a row) is refused.
• Receipt or photo: PDF or photos, up to 10 MB each. Pick several, and remove any with × before you save.

If something is wrong, the form says which field and keeps what you typed.

Quick view

Click a row, or its eye button, to open the docket at the side: the reference (FR- and a number), week, date and time, vehicle, driver, supplier, location, odometer, card, the lines and totals, notes, receipts and the fuel document.

• Edit opens the record in the form. Changing the vehicle, card or docket number moves the line; a card or vehicle that is no longer active stays on records that already have it.
• Upload receipt adds files to the docket.
• A receipt’s name opens it in a new window (photos and PDFs) or downloads it. Admin accounts can delete a receipt; press the bin twice.

The fuel document

Each docket gets one PDF with the vehicle, driver, week, date and time, supplier and location, odometer, card (name and last 4 digits only), manifest, docket and receipt numbers, lines, total, notes and receipts. Photo receipts are printed as pages and PDF receipts are added at the end. HEIC photos are listed but not printed — open them from the quick view.

• It is made when you save a refuel or attach a receipt, and replaces the docket’s previous document.
• Generate fuel document (or Regenerate) in the quick view makes it again. If nothing has changed, it says the document is already up to date.
• Record changed since the document was generated means it is out of date; click Regenerate.
• View document opens it, with Download and Open in new tab.

⚠️ If the document is not set up on your system, the quick view says so. Refuels and receipts still save.

Export

Export downloads every refuel that matches the current filter as a CSV for Excel, including docket, product, price per litre, card name and last 4 digits.

Fuel Cards at the top opens the card register.