Fuel purchases

A fuel record should identify the asset that received the purchase and the evidence that supports it. The Dispatcher records the vehicle, purchase date, site and fuel type, then adds the card reference and the quantity under the unit convention agreed for the fleet. Keep the record in Draft while the receipt and operating context are checked.

The register supports fuel and energy purchases across the recorded fuel types. Agree how each type is entered before comparing activity. A diesel purchase measured in gallons and an electric purchase measured under another convention need to remain distinguishable throughout capture, review and reporting.

• Purchase identity. Use the transaction number to keep the entry recognizable when discussing a receipt or correction. Record the purchase date and site from the evidence, and check that the selected vehicle is the asset involved.
• Quantity and reading. Enter the agreed quantity and odometer reading consistently. Keep gallons and miles distinct from the general volume and odometer values when reviewing records from different sources or earlier imports.
• Card and work context. Retain the card reference used on the purchase and link the relevant load when the purchase belongs to particular transport work. The reference helps the reviewer trace the entry back to its supporting evidence.

Decide which purchase date the team uses in its period review and how that date is taken from a receipt or external source. Agree the unit for each fuel type, the field used for that quantity and the treatment of existing records that use a different convention. Confirm the same rules with the person responsible for imports.

Define the minimum evidence a Dispatcher checks before submitting a purchase. The vehicle, site and card reference should be recognizable to the supervisor reviewing it. Agree how an entry with uncertain attribution is held for investigation so it does not become an unexplained part of the reviewed activity.

A truck purchases 45 gallons of diesel during a delivery run. The Dispatcher records the purchase date, site, vehicle and card reference, then enters the odometer reading in miles using the agreed convention. The receipt is attached and its reference points to this transaction.

Before submission, the Dispatcher notices that a similar vehicle name was selected. Correct the vehicle and ask the Transport Supervisor to follow the purchase back to the receipt and related load. During the rehearsal, include a second record from an older import that uses general volume. The reviewer should be able to explain which quantity convention each record uses before the entries appear together in a period comparison.

• Fuel purchase register — Dated purchases with vehicle, card reference, fuel type, quantity and review state together.
• Fuel purchase board — Purchase records grouped by Draft, Submitted, Approved, Rejected or Completed.

Continue through purchase submission and review, or use receipt correction when the entry needs investigation.