Prepare a fuel purchase, examine its evidence and record the supervisor's decision before completing the handoff.
Dispatcher records the vehicle, purchase date, site, card reference and fuel type in Draft. Enter the quantity and odometer reading using the conventions agreed for that fuel type and source.
Dispatcher attaches the receipt with a recognizable name and a related-record reference identifying the purchase. Add organization and load context where applicable, then check that the file or URL opens.
Dispatcher checks the purchase and moves it from Draft to Submitted under the team's review procedure. Keep the revision and evidence references ready for the supervisor to examine.
Transport Supervisor approves, rejects, returns or escalates the purchase after checking the receipt and relevant operating work. Record the source record, revision, reviewer and rationale with the decision.
Dispatcher matches the decision to the purchase and current revision, then updates the fuel transaction under the agreed procedure, using Approved or Rejected where appropriate. A returned decision identifies further work for the Dispatcher before a new review; keep its rationale visible.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.