Purchase analysis

The Transport Supervisor and Auditor review purchases across an agreed period to identify entries that need explanation. Vehicle, card reference, site and fuel type provide useful groupings. Keep the review state visible so Draft or Rejected entries are distinguishable from purchases the team has approved.

A useful comparison starts with consistent dates and quantity conventions. Review gallons separately from other recorded volume conventions and compare unit costs within the same fuel type, quantity unit and confirmed receipt currency. Inspect odometer readings in date order for the same vehicle when a purchase sequence looks unusual.

• Period selection. Agree the purchase date used for the review and include the intended states. The supervisor should be able to explain why an entry appears in the reviewed set and whether it still needs a decision.
• Comparable records. Group purchases by vehicle, card reference or site with fuel type and units visible. Open the individual entries before combining quantities that came from different capture conventions.
• Exception investigation. Use an unexpected quantity, repeated card reference or odometer sequence as a starting point for examining receipts and operating work. Record the follow-up decision with its source reference and rationale.

Agree the review period and whether the team uses Approved purchases, Completed purchases or another clearly defined set. Reconcile imported entries to the same date and quantity rules before comparing them with new purchases. Check how the displayed purchase amount is calculated against the source quantities and unit cost during the pilot. Confirm the currency from the receipt and agree its treatment with accounting before combining monetary amounts.

Define which discrepancies need a supervisor’s decision and who gathers the supporting evidence. The Dispatcher can correct a purchase under the agreed procedure, while the App Administrator maintains fleet identity and state. Keep the Auditor’s role focused on reading the evidence and reporting a concern to the responsible person.

The supervisor reviews a week’s diesel purchases for a truck and finds two entries using the same card reference at different sites. The reviewer opens the records, checks the dates and odometer readings, then follows the receipts and related loads. The evidence may explain separate legitimate purchases or identify a record that needs correction.

Now include a receipt priced in another currency and review its cost separately until accounting confirms a common monetary basis. Also include an entry imported with a different volume convention. Keep it distinguishable until the quantity basis is reconciled, and explain its treatment in the period review. Ask the Auditor to follow a returned decision back to the purchase and identify the person responsible for the next action. The review should produce an explainable follow-up, with the supporting record available to the next shift.

• Approved fuel purchases — Approved and Completed purchases with quantity, displayed amount and odometer information for the period review.
• Fuel decision history — The recorded outcomes that explain how purchases reached their reviewed state.
• Operations Overview — A ranked exception queue across dispatch, fleet upkeep and evidence, with linked-record detail.

Run period review and follow-up, then use receipt correction for entries that need a fresh decision.