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- Fuel Management System
- Who it's for
- Local delivery fleets
Local delivery fleets
A local delivery fleet can generate purchases at several sites while vehicles move between drivers and operating jobs. The review starts with a clear vehicle identity and a receipt that points to the correct transaction. Use load and stop context where it helps explain the work supported by the purchase.
How Fuel Management System is set up for you
Recognizable assets
Keep the vehicle name, unit number and plate consistent with the way dispatch identifies the fleet. Review current operating state with the relevant purchase date in mind.
Frequent purchase capture
Record the site, card reference and quantity when preparing the entry. Resolve uncertain details before submitting it to the supervisor.
Shift handoff
Retain the decision rationale so the next Dispatcher understands what needs correction. A returned purchase question should remain traceable after the original reviewer finishes their shift.
Evidence access
Test receipt files and links with the people who review them. The Auditor should be able to follow the purchase without relying on a private folder or an informal message.
A local delivery fleet can generate purchases at several sites while vehicles move between drivers and operating jobs. The review starts with a clear vehicle identity and a receipt that points to the correct transaction. Use load and stop context where it helps explain the work supported by the purchase.
Choose a van used on a familiar delivery route and follow a purchase into its related load. Ask the Transport Supervisor to inspect the assignment and stop information, then record a decision. Rehearse a receipt linked to the wrong transaction and correct it through the agreed review procedure.
Include a purchase made before the van moved into Maintenance so the reviewer practices establishing the operating circumstances at the relevant time. Agree how card references and imported purchase dates will be reconciled if an external feed is added. Expand when another shift can identify the vehicle, receipt and outstanding action from the records.
Use [Vehicle context](/fuel-management-system/modules/vehicle-context) and [receipt correction](/fuel-management-system/processes/receipt-correction) to rehearse the handoff.
Features to start with
Vehicle context
Use a recognizable fleet identity and operating state when examining the purchases attributed to an asset.
Load context
Connect a purchase to the load, assignment and stop information that explains the transport work.
Fuel purchases
Keep the vehicle, purchase quantity, card reference and receipt context together from the first entry.
Roles on the team
- Dispatcher
- Prepare assigned operational records and execute eligible reviewed actions.
- Transport Supervisor
- Review eligible revisions independently and reconcile operational evidence.
- App Administrator
- Maintain organization configuration and membership.
- Auditor
- Read authorized evidence and reports.
- Admin
- Maintains user access and inspects supporting records when configuring the operating process.
Set up Fuel Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.