Fuel review

A Submitted purchase is ready for the Transport Supervisor to examine under the team’s review procedure. The supervisor checks the purchase details, receipt and relevant operating context before recording Approved, Rejected, Returned or Escalated in the decision record. Identify the purchase and its revision so the next person understands what was considered.

The Dispatcher maintains the fuel transaction’s state after the decision. An approved purchase can move to Approved, while a rejected purchase remains recognizable for correction. A Returned decision keeps the purchase awaiting follow-up until the Dispatcher resolves the request. Agree that handoff before the first review cycle.

• Review preparation. The Dispatcher checks the quantity, vehicle, card reference and receipt before submitting the entry. The supervisor can then concentrate on the purchase and the operating evidence that explains it.
• Decision ownership. The Transport Supervisor records the outcome with reviewer identity, date and rationale. Keep the source-record reference and revision aligned with the purchase examined so a later correction can be discussed clearly.
• Outcome recording. The Dispatcher checks that the decision names the purchase and its current revision before applying the agreed state update. Keep rejected and returned work visible until the requested investigation or correction has been completed.

Agree who prepares purchases and which supervisor decides them. Define the checks needed for approval and what information a returned decision should request. Test the role handoff with the actual people in the pilot, including how the supervisor can examine supporting evidence and how the Dispatcher finds the result.

Decide when a purchase can move from Approved to Completed and what completion means for the team’s operating review. Set the procedure for correcting an already reviewed entry, including how a new decision refers to the revised information. Keep the previous rationale available when explaining why the record was changed. A decision on the earlier revision stays attached to that earlier review; obtain a fresh decision before treating the corrected purchase as accepted.

A diesel purchase is Submitted with a receipt and a linked load, but the vehicle on the purchase differs from the vehicle the supervisor finds in the assignment evidence. The supervisor records Returned and asks the Dispatcher to establish which vehicle received the fuel. The Dispatcher investigates the original receipt and operating records.

After the attribution is corrected, the supervisor reviews the updated entry and records the appropriate new decision. The Dispatcher then updates the purchase state under the agreed procedure. Rehearse a rejected outcome too, and ask another supervisor to identify the purchase, revision and reason from the decision record. The case should remain understandable when the next shift takes over the correction.

• Fuel review inbox — Submitted purchases with the quantity, vehicle, load context and revision ready to examine.
• Fuel correction queue — Rejected purchases that need the Dispatcher to read the decision and resolve the concern.
• Review exceptions — Returned and Escalated decisions whose rationale identifies the follow-up required.

Rehearse purchase submission and review and receipt correction before using the review process on live purchases.