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- Fuel Management System
- Who it's for
- Regional carriers
Regional carriers
A regional carrier needs to explain purchases made across vehicles, sites and delivery runs. Keep each purchase attached to the recognizable asset and preserve the card reference and receipt used in review. The Dispatcher prepares the record, while the Transport Supervisor examines the operating context before recording the outcome.
How Fuel Management System is set up for you
Vehicle attribution
Use unit numbers and plates that the dispatch team recognizes. Check similar vehicle names before submitting a purchase linked to a particular load.
Load context
Follow the purchase into its load and recorded assignment when a site or date needs explanation. Keep the responsible load owner available for the next question.
Receipt follow-through
Use a consistent reference from the attachment to the purchase. The supervisor and Auditor should be able to find the original evidence without asking the person who entered it.
Period comparison
Review purchases with fuel type, units and state visible. Investigate an unusual sequence by examining the records before deciding what it means.
A regional carrier needs to explain purchases made across vehicles, sites and delivery runs. Keep each purchase attached to the recognizable asset and preserve the card reference and receipt used in review. The Dispatcher prepares the record, while the Transport Supervisor examines the operating context before recording the outcome.
Choose a familiar truck and a delivery run with a receipt the team can recognize. Record the fuel purchase, link the relevant load and have the supervisor compare the asset with the assignment evidence. Rehearse a Returned decision when the vehicle attribution needs correction.
Include another purchase from the same week and check that both use the agreed quantity and date conventions. Ask the Auditor to follow the corrected purchase through its receipt and decision history. Arrange any fuel-card or telematics connection separately with its owner before relying on imported records. Expand after the next shift can explain the entry and its outcome using the retained evidence.
Begin with [purchase submission and review](/fuel-management-system/processes/purchase-to-review) and [purchase attribution to operating work](/fuel-management-system/processes/purchase-attribution).
Features to start with
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.
Fuel review
Give the supervisor a clear purchase to decide and the Dispatcher a recorded reason for the next action.
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.