Fills

A fill is one purchase of fuel for one vehicle: how many litres, at what price, on what date, at what meter reading. Recording a fill does several things at once: it adds a Fuel cost to the vehicle, adds a meter reading, works out the fuel economy, counts the litres against any quota, and checks the fill for signs of a mistake. See Economy and exceptions and Quotas.

#The fill list

Open Fuel Management › Fills. You need Fills › View; with View (own) you see fills you recorded and fills where you are the driver.

Only fills on vehicles you may see (Vehicles › View in Fleet) are listed, and a fill on another vehicle cannot be opened, edited or voided. A From or To date that cannot be read is ignored. A voided fill is greyed out and struck through. The dropdowns above the table filter by Vehicle, Status (Recorded or Voided) and Flagged only. The funnel icon opens a drawer with Driver, Station, Fuel type, From and To (and Business unit with business units); select Filter to apply. Select Import (see Import fills) or Add fill with Fills › Create.

#Add a fill

1. Select Add fill. You need Fills › Create and view access to the vehicle. From a vehicle's Fuel tab, Add fill starts with that vehicle chosen.
2. Complete the fields below. Required fields are marked.
3. Select Record fill. A toast says "Fill recorded" and the fill opens.

#The quota card

Once you have chosen a vehicle, a Quota card shows what is left. It reads "No quota applies to this fill." when none covers the fill, or shows Litres left, Spend left and the date the period ends. If the fill would go over a hard or approval quota, it says "This fill goes over the quota and will be refused. Lower the amount." If it would go over a soft quota: "This fill goes over a soft quota: it can be saved with a reason, and the fuel managers are told." If you turned Allow fuel without a quota off and nothing applies, it says "Not authorised: this vehicle and driver have no quota."

#Errors you may see

#The fill profile

The header shows the litres and fuel, a Voided or Exception open badge, the number, the vehicle (linked when you may open it), the date and the business unit. Void (with Void a fill and Fills › Edit) and Edit (with Fills › Edit) appear according to your permissions. The profile shows driver, station, unit price, total, meter, tank (Filled to full or Part fill), economy, payment, cost centre or project, who entered it (Manual, Driver or Import) and the notes. Below are the Flags with an explanation of each, the Quota usage (which quotas the fill counted against and how much, with the reason for going over), the Photos and a History of changes.

#Edit a fill

Select Edit, change the fields and select Save changes. A toast says "Fill updated". The cost, meter reading, quota use and economy follow the change: the fill ends up exactly as if it had been entered correctly the first time. Moving a fill to another vehicle moves its cost and reading and works out the economy again on both vehicles. A voided fill cannot be edited: "A voided fill cannot be edited."

#Void a fill

1. Open the fill and select Void. You need Void a fill and Fills › Edit.
2. Enter the Reason (required) and select Void fill.

The fill stays on record as voided. Its cost is removed, its meter reading voided, the litres it used are given back to its quotas, any open exception on it is closed, and the economy is worked out again. "This fill is already voided." is shown if you try twice.

#What a fill does to Fleet

• Cost. A cost with the source Fuel and the category Fuel is added to the vehicle for the total, dated the fill date and costed against the station's vendor when it has one. It appears in Costs, locked: change the fill, not the cost.
• Meter reading. The reading is added to the vehicle with the source Fuel. If Fleet does not accept it (for example it is lower than the last reading), the fill is flagged Meter reading not accepted and the reading waits for review, see Why a reading is flagged.
• A vehicle that has fills cannot be deleted.

#Import fills from a CSV file

Use this to bring in many fills at once, for example from a fuel card statement. You need Fills › Create.

1. On the fill list select Import, then Download template.
2. Fill in one row per fill, up to 2,000 rows. The columns are date, vehicle, driver, station, fuelType, litres, unitPrice, total, meter, fullTank, paymentMethod and notes, and optionally allocation (the cost centre or project).
3. Select the file under CSV file and select Check file. Nothing is saved yet: every row is checked as the import would check it.
4. The Check card lists the fills that will be imported (line, date, vehicle, litres and the flags already known, such as Over quota or Wrong fuel) and the rows that will be skipped with their problem. Select Import n fill(s) to import, or Cancel. Each row is checked against fills already saved, not against the other rows of the file, and the meter and economy flags are only known once the fill is saved.

How the columns are read:

The result shows "n fill(s) imported, m row(s) skipped." and a table of the Line and Problem for each skipped row, for example "No vehicle has the registration number ABC-123." or "Enter the date as Y-m-d H:i or Y-m-d (a time in timezone).", "The station name is inactive. Reactivate it, or leave the station blank." or "More than one active station is called name. Rename one of them, or leave the station blank." The other rows are still imported. An imported fill is checked and flagged like any other, and one that goes over a quota is saved and flagged Over quota, never refused. A row without allocation is skipped when Require cost centre and project is on. The whole file is refused with "A file can import at most 2000 fills at a time." or "The file is missing the column(s): names. Download the template to see the layout." when it does not fit.

#Station dispenses

When a fuel station you have a credit account with scans your vehicle's or driver's QR code and records the fuel it dispensed, the dispense appears in the fill list with a Station badge. It is counted like a fill: against the vehicle's and driver's quotas (including quotas limited to that station), in the overview and the reports, as a Fuel cost on the vehicle (with the station's vendor when one is set) and as a meter reading when the station took one. Its litres count towards the economy of your next Filled to full fill; a dispense has no economy of its own. Who sees it follows the fill rules: Fills › View (with View (own), a driver sees dispenses to them) on a vehicle you may see.

Select the receipt reference to open the dispense. It shows the station, site and pump, the date, vehicle, driver, fuel, litres, the unit price agreed on your account (and the pump price when it differs), the total, the meter reading, the vehicle photo the station took, the quotas it counted against and its history. A dispense cannot be edited by you.

• Your notes. With Fills › Edit, add Notes and a Cost centre or project and select Save. Only your organization sees them.
• Dispute. If the dispense is wrong, select Dispute, say what is wrong and confirm. The station is told and sees a Disputed badge; the dispense keeps counting until it is corrected. Select Withdraw dispute to take it back. A dispense the station has already invoiced is disputed on the invoice instead, and a voided one cannot be disputed.
• Voided by the station. A station may void a dispense recorded in error, within its correction window and before invoicing. The dispense stays in your list struck through; the litres go back to your quotas, its cost is removed and its meter reading voided.

#Current limitations

• A fill can be voided but not deleted.
• Only litres are supported.
• When the station voids a dispense it recorded for you, everyone holding Fills › View is emailed (receipt, vehicle, litres, amount, time, the station and the reason it gave for the void, which is shared with you), and the dispense's quota use, meter reading and cost are undone.
• Station dispenses are checked at the pump with your settings and flagged ones go to the exceptions queue; economy is not checked for them. Dispute one that looks wrong.