Skip to main content

Fuel

Q1. What is the purpose of the Fuel module?​

The Fuel module records and tracks:

  • Fuel purchases (liters, type, cost)
  • Odometer readings (for mileage calculation)
  • Payment modes (Cash, UPI, Card, Online)
  • Outstation or full tank refills

It provides reports of fuel usage and expenses per vehicle or employee.

Q2. How do I open the Fuel module?​

Steps:

  1. From the main menu, go to Reports.
  2. Click Fuel.
  3. The Fuel table/list page will open, showing all recorded fuel entries.

Q3. How do I add a new fuel entry?​

Steps:

  1. From the main menu, click Reports → Fuel.
  2. From the Fuel table page, click the “+” button on the top right.
  3. In the Add Fuel form:
    • Enter Receipt No. (mandatory)
    • Select the Vehicle (mandatory)
    • Choose the Employee who refueled
    • Enter Meter Reading (KMs)
    • Enter Quantity (Liters)
    • Enter Amount (INR)
    • Unit Price is calculated automatically (Amount ÷ Quantity)
    • Select Payment Mode (Cash, UPI, Card, Online, etc.)
    • Tick checkboxes if:
      • Outstation → Fuel purchased outside base city
      • Full Tank → Mileage will be calculated for this entry
    • Enter Date & Time of fueling
    • Select Fuel Type (Petrol or Diesel)
    • Enter Address (City + Address Line) of the fuel station
  4. Click Save → Entry will appear in the Fuel table.

Q4. What fields are mandatory when creating a fuel entry?​

  • Receipt No.
  • Vehicle
  • Quantity (Liters)
  • Fuel Type
  • Odometer (Meter Reading)
  • Amount (INR)

Q5. What does the “Outstation” column mean?​

  • Green tick (✔️): Fuel entry is marked as outstation.
  • Red cross (❌): Fuel entry is not outstation.

Q6. What does the “Full Tank” column mean?​

  • Green tick (✔️): Indicates the entry was a full tank refill.
  • Red cross (❌): Indicates a partial refill.

Note: Mileage is calculated only if Full Tank is checked.

Q7. How is mileage calculated in the Fuel module?​

Formula: Mileage = Distance traveled ÷ Fuel Quantity
Shown in the Mileage column (KM/LTR).

It requires:

  • A previous odometer reading
  • A Full Tank entry

If missing data → Mileage shows as -- KM/LTR.

Q8. How do I filter fuel entries by date?​

Steps:

  1. At the top of the Fuel table, enter Start Date and End Date.
  2. Click Search/Filter → Table refreshes with entries in that date range.

Q9. How do I search for fuel entries by vehicle or employee?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Use the search bar at the top-right of the Fuel table.
  3. Type vehicle number (e.g., HR06MB5600) or employee name (e.g., Ramesh).
  4. The system filters and shows only matching entries.

Q10. How do I edit a fuel entry?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Go to the Fuel table.
  3. Find the entry you want to change.
  4. Click the Pencil (✏️) icon in the Action column.
  5. Update details like Quantity, Amount, Odometer, Payment Mode, etc.
  6. Click Save.

Q11. How do I delete a fuel entry?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Go to the Fuel table.
  3. Find the entry you want to remove.
  4. Click the Trash (🗑️) icon in the Action column.
  5. Confirm deletion → Entry will be removed.

Q12. How do I download/export fuel reports?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. On the Fuel table, click the 3-dot menu (⋮).
  3. Select Download.
  4. Choose file format (Excel/PDF).
  5. Report is saved to your system.

Q13. What payment modes can I record for fuel?​

  • Cash
  • UPI
  • Card
  • Online
  • Others (if enabled in system)

Q14. How do I check fuel expenses by an employee?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Use the search bar → Select the employee from dropdown.
  3. Table shows only that employee’s records.
  4. Use Download if you need an Excel/PDF report.

Q15. How do I check total fuel expenses for a period?​

Steps:

  1. Enter Start Date and End Date in the filter.
  2. Table refreshes with expenses from that period.
  3. Use the Download option to export totals.

Q16. Can I customize the columns shown in the Fuel table?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. At the bottom-right of the Fuel table, click the ⚙️ gear icon.
  3. A popup appears with Visible Fields and Hidden Fields.
  4. Move fields between them to show/hide.
  5. Click Save → Table refreshes.

Q17. How do I add fuel entries for outstation trips only?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Click + Add Fuel.
  3. Fill in Receipt, Vehicle, Employee, Meter Reading, Quantity, Amount.
  4. Tick the Outstation checkbox.
  5. Click Save → Entry appears with ✔️ under Outstation on the table.

Q18. How do I track who added a fuel entry?​

From the main menu → Reports → Fuel.
The Added By column in the table shows the user (e.g., Alex) who created the entry.

Q19. Can I correct an odometer reading if entered wrong?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Locate the wrong entry.
  3. Click the Edit (✏️) icon.
  4. Update the Odometer field.
  5. Click Save.

Q20. Can I check mileage per vehicle?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Use search → Enter vehicle number.
  3. Table filters entries for that vehicle only.
  4. Check the Mileage column.

Q21. How do I confirm if fuel entry receipts are correct?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. Check the Receipt No. column in the Fuel table.
  3. Match it with physical/digital receipts.
  4. If mismatch → Edit entry → Update Receipt No. → Save.

Q22. Can I block editing/deleting after an audit?​

Yes ✅ → If audit lock is enabled in your system:

  • Once a fuel entry is audited, editing or deleting is disabled.
  • This ensures compliance and prevents tampering.

Q23. Where do I upload the receipt or document on a fuel entry?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. In the Fuel table/list, find the entry and click the Edit (✏️) icon.
  3. Scroll to the Attachments / Upload area that says:
    “Drag & Drop your files here or Choose Files. 100 MB max file size.”

Q24. How do I upload a file?​

Steps:

  1. From the main menu → Reports → Fuel.
  2. On the Edit Fuel page, go to the Attachments section.
  3. Option A (Drag & Drop): drag the file from your desktop into the upload box.
  4. Option B (Choose Files): click Choose Files → pick the file → Open.
  5. Wait for the upload progress to complete, then click Save (bottom-right).

Q25. What is the maximum file size?​

100 MB per file. If your file is larger, compress it (PDF/JPG/ZIP) and try again.

Q26. What file types can I upload?​

Typically: PDF, JPG/JPEG, PNG (for receipts).
If another format fails, convert to PDF and upload.

Q27. Is attaching a receipt mandatory?​

Usually optional, but recommended for audits.
If your organization has made it mandatory, the system will show a validation message before save.

Q28. I dragged a file but nothing happened—why?​

Possible causes & fixes:

  • File >100 MB → compress and retry.
  • Unsupported format → convert to PDF/JPG.
  • Browser blocked action → try Choose Files button.
  • Network hiccup → retry upload, then Save.

Q29. Can I add a note linking the attachment to the receipt number?​

Yes (recommended).
Steps:

  1. Ensure Receipt No. field matches the uploaded receipt.
  2. If there’s a Notes/Description field, mention “Receipt attached”.
  3. Click Save.

Q30. Who can see the uploaded files?​

Users with permission to view/edit Fuel entries can typically see attachments.
If access must be restricted, ask the admin to adjust role permissions.

Q31. Can I upload from mobile?​

Yes.
Steps:

  1. Open the Edit Fuel page on mobile.
  2. Tap Choose Files → pick from Camera or Files/Photos.
  3. Upload → Save.