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- Fuel Management System
- Data model
The tables behind Fuel Management System
Fuel Management System ships with 20 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 20
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Fuel purchases
Fuel transactions links Vehicle, related load and Organization. It retains card reference, fuel type, Site, purchased at, Gallons, odometer miles, Status, Revision and decision at alongside the general occurred at, Volume and Odometer fields. Unit cost and legacy total amount are decimal; total amount is calculated text.
Vehicle context
Vehicles links Organization and records unit number, Plate, asset type, Active and Status. Vehicle defects links Vehicle and Owner; Inspections and maintenance plans also link Vehicle.
Load context
Loads links Organization, Owner and Counterparty. Load assignments links Load, Driver and Vehicle. Load stops belongs to Load and retains Sequence, appointment at, window end and actual arrival and departure dates.
Transport evidence
Tracking events links Load and records event type, occurred at, Status and Source. Proof of delivery links Load and Stop with delivered at, received by and signature reference. Freight charges links Load; Routes holds standard lane information with Organization.
Supporting evidence
Record attachments has related record text and a Parent reference to Loads. It retains Document, URL, attachment type, required Name2, uploaded by and Organization.
Review and follow-through
Review decisions identifies source table, source record and Revision with Reviewer, Decision and Rationale. Operation receipts retains source record, Event, result state and completion key. Their Parent references target Loads.
Organization and access
Organizations identifies operating companies. Drivers, transport partners and team members can link Organization. Team members.User links Users for personal record filtering.
Every table, by feature
- Fuel purchases5
- Fuel review7
- Vehicle context6
- Load context8
- Supporting evidence7
- Purchase analysis6
- Shared and settings7
- Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Vehicles
Powered units and trailing equipment in the fleet
Linked to Organizations - Organizations
Carrier, broker, shipper and operating companies using the platform
- Loads
Planned and executed transport loads
Linked to Organizations, Team members, Transport partners - Record attachments
Documents, photos and signature evidence attached to records
Linked to Organizations, Loads, Team members
- Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Review decisions
Approval, rejection and escalation decisions on records
Linked to Organizations, Team members, Loads - Record attachments
Documents, photos and signature evidence attached to records
Linked to Organizations, Loads, Team members - Loads
Planned and executed transport loads
Linked to Organizations, Team members, Transport partners - Load assignments
Driver and vehicle assignment for a load
Linked to Loads, Drivers, Vehicles - Vehicles
Powered units and trailing equipment in the fleet
Linked to Organizations - Team members
Dispatch, planning, safety and maintenance staff
Linked to Users, Organizations
- Vehicles
Powered units and trailing equipment in the fleet
Linked to Organizations - Organizations
Carrier, broker, shipper and operating companies using the platform
- Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Vehicle defects
Defects reported against a fleet asset
Linked to Team members, Vehicles - Load assignments
Driver and vehicle assignment for a load
Linked to Loads, Drivers, Vehicles - Drivers
Licensed drivers available for load assignment
Linked to Organizations
- Loads
Planned and executed transport loads
Linked to Organizations, Team members, Transport partners - Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Load assignments
Driver and vehicle assignment for a load
Linked to Loads, Drivers, Vehicles - Load stops
Pickup, delivery and service stops on a load
Linked to Loads - Drivers
Licensed drivers available for load assignment
Linked to Organizations - Vehicles
Powered units and trailing equipment in the fleet
Linked to Organizations - Transport partners
Carriers, brokers, 3PLs and shippers linked to transport work
Linked to Organizations - Team members
Dispatch, planning, safety and maintenance staff
Linked to Users, Organizations
- Record attachments
Documents, photos and signature evidence attached to records
Linked to Organizations, Loads, Team members - Review decisions
Approval, rejection and escalation decisions on records
Linked to Organizations, Team members, Loads - Operation receipts
Recorded operational outcomes awaiting verification
Linked to Organizations, Team members, Loads - Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Loads
Planned and executed transport loads
Linked to Organizations, Team members, Transport partners - Organizations
Carrier, broker, shipper and operating companies using the platform
- Team members
Dispatch, planning, safety and maintenance staff
Linked to Users, Organizations
- Fuel transactions
Fuel and energy purchases recorded per asset
Linked to Vehicles, Loads, Organizations - Vehicles
Powered units and trailing equipment in the fleet
Linked to Organizations - Loads
Planned and executed transport loads
Linked to Organizations, Team members, Transport partners - Review decisions
Approval, rejection and escalation decisions on records
Linked to Organizations, Team members, Loads - Record attachments
Documents, photos and signature evidence attached to records
Linked to Organizations, Loads, Team members - Operation receipts
Recorded operational outcomes awaiting verification
Linked to Organizations, Team members, Loads
Keys and references
Preserve actual record identities when importing purchases and evidence. Fuel transactions.card reference is text. Treat it as a recorded purchase reference under the agreed source convention. Loads.Lane is text; Routes holds its own origin and destination records.
Resolve attachment related record and decision source record values using an explicit convention. For fuel decisions, agree source table as fuel transactions and store the target record identity in source record. Parent on attachments, decisions and receipts refers to Loads, so preserve that relationship when identifying a fuel purchase through text.
Agree which date, quantity and odometer fields each source uses. Reconcile occurred at with purchased at, Volume with Gallons, and Odometer with odometer miles before comparing imports. Verify the total amount calculation against its intended inputs and retain the source meaning of legacy total amount.
Migration order
- Organizations and access. Establish Organizations and Users, then link team members.User and Organization.
- Fleet and partners. Import Vehicles, Drivers and transport partners with consistent identities and company references.
- Operating work. Import Loads before load assignments, load stops, tracking events, proof of delivery and freight charges. Retain independent Routes records under their organization.
- Fleet upkeep. Link Inspections, maintenance plans and vehicle defects to the intended vehicles and defect owners.
- Fuel purchases. Import fuel transactions with reconciled date and quantity conventions and valid optional vehicle, load and organization links.
- Review evidence. Resolve record attachments, review decisions and operation receipts references, then test the purchase-to-decision trail before live review.
Set up Fuel Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.