Fuel

Introduction

The Fuel module is used to record, monitor, and analyze fuel consumption across the vehicle fleet. It helps administrators track fuel purchases, mileage, odometer readings, fuel expenses, payment methods, and supporting documents such as fuel receipts.

The module supports operational monitoring, expense management, mileage analysis, audit compliance, and fleet performance tracking.

Accessing the Fuel Module

  1. Log in to the Admin Console.
  2. Open the main menu.
  3. Navigate to Reports.
  4. Click Fuel.

The Fuel Listing page opens and displays all fuel records.

Purpose of the Fuel Module

The Fuel module helps administrators:

  • Record fuel purchases
  • Track fuel expenses
  • Monitor vehicle mileage
  • Record odometer readings
  • Track payment methods
  • Monitor outstation fuel purchases
  • Track full tank refills
  • Upload fuel receipts
  • Generate fuel reports

Fuel Listing Page

The Fuel Listing page displays all recorded fuel entries.

Available information includes:

  • Receipt No.: Fuel receipt reference number
  • Vehicle: Assigned vehicle
  • Employee: Person who fueled the vehicle
  • Fuel Type: Petrol or Diesel
  • Quantity: Fuel purchased in liters
  • Amount: Fuel cost
  • Unit Price: Cost per liter
  • Odometer: Vehicle KM reading
  • Mileage: Vehicle mileage
  • Outstation: Indicates outstation fueling
  • Full Tank: Indicates full tank refill
  • Payment Mode: Method of payment
  • Added By: User who created the entry
  • Date & Time: Fuel purchase date
  • Action: Edit and delete options

Adding a Fuel Entry

  1. Open Reports > Fuel.
  2. Click + Add Fuel.
  3. Complete the fuel entry form.
  4. Click Save.

The entry will be added to the Fuel report.

Fuel Entry Form Fields

Receipt Number

Enter the fuel station receipt number.

Example: INV-2026-1001

Vehicle

Select the vehicle for which fuel was purchased.

Mandatory: Yes

Employee

Select the employee or driver who refueled the vehicle.

Meter Reading (Odometer)

Enter the vehicle’s current kilometer reading.

Example: 52,350 KM

Quantity

Enter the quantity of fuel purchased.

Example: 45 Liters

Amount

Enter the total fuel cost.

Example: 4,500

Unit Price

The system calculates the unit price automatically.

Formula: Unit Price = Amount / Quantity

Example: 4,500 / 45 = 100 per liter

Payment Mode

Select how the fuel was paid.

Available options:

  • Cash
  • UPI
  • Card
  • Online
  • Others, if enabled

Fuel Type

Select the fuel type.

Available options:

  • Petrol
  • Diesel

Date & Time

Specify the fuel purchase date and time.

Address

Enter the fuel station location.

Example:

  • City: Dehradun
  • Address: Rajpur Road Petrol Pump

Mandatory Fields

The following fields must be completed before saving:

  • Receipt Number
  • Vehicle
  • Quantity
  • Fuel Type
  • Odometer Reading
  • Amount

Outstation Fuel Entries

The Outstation option indicates fuel purchased outside the regular operating city.

Indicator meaning:

  • Green tick: Outstation fuel purchase
  • Red cross: Regular fuel purchase

Recording Outstation Fuel

  1. Create a fuel entry.
  2. Tick Outstation.
  3. Save the record.

The entry appears with an outstation indicator.

Full Tank Refills

The Full Tank option indicates a complete tank refill.

Indicator meaning:

  • Green tick: Full tank
  • Red cross: Partial refill

Mileage Calculation

Mileage is calculated automatically when sufficient data is available.

Formula: Mileage = Distance Travelled / Fuel Quantity

Example:

  • Distance Travelled: 500 KM
  • Fuel Quantity: 25 Liters
  • Mileage: 20 KM/Liter

Mileage Requirements

The system requires:

  • Previous odometer reading
  • Current odometer reading
  • Full tank entry

If data is unavailable, mileage displays as -- KM/LTR.

Searching Fuel Records

Administrators can search fuel entries using:

  • Vehicle number
  • Employee name
  • Receipt number

Steps:

  1. Open the Fuel module.
  2. Use the search bar.
  3. Enter the search value.

Matching records will appear.

Date Range Filtering

Administrators can filter records by date.

  1. Select Start Date.
  2. Select End Date.
  3. Click Search or Filter.

The table refreshes automatically.

Editing Fuel Entries

  1. Open Reports > Fuel.
  2. Locate the entry.
  3. Click the Edit icon.
  4. Modify the required fields.
  5. Click Save.

Editable information includes:

  • Quantity
  • Amount
  • Odometer reading
  • Payment mode
  • Receipt number
  • Address
  • Fuel type

Deleting Fuel Entries

  1. Locate the fuel entry.
  2. Click Delete.
  3. Confirm deletion.

Deleted entries may not be recoverable.

Uploading Fuel Receipts

The Fuel module supports receipt and invoice attachments.

Supported file types:

  • PDF
  • JPG
  • JPEG
  • PNG

Maximum file size: 100 MB per file

Uploading a Receipt

  1. Open the fuel entry.
  2. Click Edit.
  3. Scroll to Attachments.
  4. Use one of these options:
  • Drag and drop the file into the upload area
  • Click Choose Files and select the file
  1. Wait for the upload to finish.
  2. Click Save.

Receipt Upload Best Practices

Always ensure:

  • The receipt number matches the uploaded receipt
  • The receipt image is clear and readable
  • The fuel quantity and amount match the receipt
  • The receipt date matches the fuel entry date

Troubleshooting Upload Issues

Common causes:

  • File too large: reduce the file size below 100 MB
  • Unsupported format: convert the file to PDF, JPG, or PNG
  • Network issue: retry the upload and save again

Viewing Employee Fuel Expenses

  1. Open the Fuel module.
  2. Search by employee name.
  3. Review the filtered records.

The table displays all fuel expenses associated with that employee.

Viewing Vehicle Fuel Expenses

  1. Open the Fuel module.
  2. Search by vehicle number.
  3. Review the filtered records.

The report displays fuel purchases for that vehicle.

Checking Vehicle Mileage

  1. Search by vehicle number.
  2. Review the Mileage column.

Mileage is displayed in KM/LTR.

Verifying Fuel Receipts

  1. Locate the fuel entry.
  2. Check the Receipt Number.
  3. Compare it with the physical or digital receipt.
  4. Update it if required.

Exporting Fuel Reports

  1. Open the Fuel module.
  2. Click the three-dot menu.
  3. Select Download.
  4. Choose Excel or PDF.

The report downloads automatically.

Customizing Table Columns

Administrators can customize visible fields.

  1. Open the Fuel module.
  2. Click the Settings icon.
  3. Move fields between Visible Fields and Hidden Fields.
  4. Save the changes.

The table refreshes automatically.

Audit Lock

Some organizations enable Audit Lock for compliance purposes.

When Audit Lock is enabled:

  • Editing is disabled
  • Deletion is disabled

This prevents unauthorized changes after audit completion.

Mobile Upload Support

Fuel receipts can also be uploaded from mobile devices.

  1. Open the fuel entry.
  2. Tap Choose Files.
  3. Select Camera, Photos, or Files.
  4. Upload the receipt.
  5. Save the record.
  • Record fuel purchases immediately
  • Enter correct odometer readings
  • Upload fuel receipts
  • Verify fuel amount and quantity
  • Mark full tank entries correctly
  • Review mileage reports
  • Investigate abnormal fuel consumption
  • Export reports if required

Best Practices

Always verify:

  • Receipt number
  • Vehicle number
  • Fuel quantity
  • Fuel cost
  • Odometer reading
  • Fuel type
  • Payment method
  • Mileage calculation
  • Uploaded receipts
  • Employee information

Module Summary

The Fuel module serves as the fleet fuel management and expense tracking system. It enables administrators to record fuel purchases, calculate vehicle mileage, manage fuel expenses, upload supporting documents, monitor fuel consumption trends, and maintain compliance through audit-ready records and reporting.