A quota is an allowance of fuel for one vehicle or one driver: so many litres, or so much money, per trip, day, week, month or custom period. Each fill counts against the quotas that cover it. What happens when a fill would go over is up to the quota: it can be refused, allowed with a reason, or refused until an approved extra-fuel request has topped up the quota.
The quota list
Open Fuel Management › Quotas. You need Quotas › View; with View (own) you see quotas you created.
| Column | Notes |
|---|---|
| No. | The quota number. Links to the quota. |
| For | The vehicle or driver. |
| Counts | Litres or Money. |
| Per | Trip, Day, Week, Month or Custom dates. |
| Limit | The allowance per period. |
| Used this period and Remaining | For the current period. |
| Period ends | |
| Mode | What happens when a fill would go over, see below. |
| Status | Active, Suspended or Expired. |
| Business unit | Shown only when your organization has business units. |
Dropdowns filter by Vehicles and drivers, and status; the funnel icon opens Counts and Period filters (and Business unit). New quota needs Quotas › Create.
Create a quota
- Select New quota, or New quota on a vehicle's or driver's Quotas tab (it starts with that subject chosen).
- Under Who it is for, choose For a vehicle or driver and select them. A note shows the business unit the quota takes from the subject. To give many subjects the same terms, tick Bulk: one quota each for many vehicles or drivers and choose them by Vehicle group, Vehicle type, A list of vehicles or A list of drivers. Sold and disposed vehicles are skipped.
- Under Allowance, choose what it Counts (litres or money), the Limit, the period (Per) and When it would go over.
- Under Where and what it covers, tick the Fuel types and Stations it covers, or leave them empty for any.
- Add Notes and select the save button. A toast confirms the quota (or how many were created in a bulk).
| Field | Notes |
|---|---|
| Limit | More than zero. |
| Per | Day, Week (Monday to Sunday) and Month are calendar periods in the organization's timezone, so a fill at 23:30 local time on the last day of a month counts in that month. Trip and Custom dates run over one window: enter From and To (inclusive), and for a trip an optional Trip reference. |
| When it would go over | Team default (the Default limit mode in Fuel settings), Hard (refuse), Soft (reason needed) or Approval. |
| Carry-over | For a day, week or month quota: tick Carry unused allowance into the next period, up to a percentage (1 to 100) of the limit. The unused part of the previous period is added to the next, up to that cap. A carry-over does not chain further, and a quota brings nothing from before it was created. |
| Fuel types | The fill must be of one of the ticked fuels to count. None ticked: any. |
| Stations | Only fills at a ticked station count. None ticked: any. Fuel bought "somewhere else" does not count against a quota that names stations. |
A quota that covers a vehicle and another that covers its driver both apply to a fill, and the fill counts against both.
When a fill goes over a quota
| Mode | A fill that would go over |
|---|---|
| Hard | Is refused: "Only x litres left on this quota." (or "Only x left to spend on this quota." for money). |
| Soft | Is saved if it gives a Reason for going over (Trip extended, Detour, Emergency or Other; Other needs Details). The fill is flagged Over quota and the fuel managers are told. |
| Approval | Is refused with "Request extra fuel first." until an approved extra-fuel request has topped up the quota: the fill must name the approved request for this quota in this period, and still fit inside the allowance with the top-up added. Nothing is held or waits for a decision. |
An imported fill is never refused: it is saved and flagged Over quota. With Only credit-account fills count against quotas on in Fuel settings, a fill paid any other way does not use the quota.
A fill no quota covers
With Allow fuel without a quota on (the default) such a fill is saved as usual. With it off, a fill entered by hand or by a driver that no active quota covers (for its vehicle or driver, fuel and station) is refused with "No fuel quota covers this vehicle or driver."; an imported one is saved and flagged Over quota. An edit is judged again only when it changes the vehicle, driver, date, station, fuel or payment method, so a correction to an older fill stays possible. A fill that does not count against quotas (see Only credit-account fills count against quotas) is never refused for this.
When a quota's use passes the Alert at level in Fuel settings, and when it is used up, the fuel managers are told, once for each period.
The quota profile
The header shows the allowance, status, number and subject. Suspend or Activate, Request extra fuel (for an active quota inside its period, with Fuel Requests › Create) and Edit appear according to your permissions. The profile shows:
- This period: the period, the Allowance (with carry-over and top-ups), Used and Remaining, a progress bar, and the fills that used it. A trip or custom quota outside its window says "The quota is outside its window".
- The terms: what it counts, the mode, carry-over, window, fuel types and stations.
- Periods: the last six periods with allowance, used and remaining.
- Top-ups: extra fuel added by approved requests.
Edit, suspend and expire
Edit changes the terms; the subject and the unit (litres or money) cannot change: "The unit of a quota cannot change; create a new quota instead." When the period or window changes, each fill's use moves to the period it now falls in. Suspend stops the quota covering new fills; Activate restores it ("Only an active quota can be suspended." / "Only a suspended quota can be activated." if the status is already so). A quota cannot be deleted.
Every night a trip or custom quota whose window has passed becomes Expired, and so does a trip quota that is used up (nothing left in its window) when its limit mode is Hard (or Team default and the team default is Hard) and no extra-fuel request is waiting on it. A used-up quota in Soft or Approval mode, or with a pending request, stays open so the request can still be decided; a suspended quota is left alone. Day, week and month quotas never expire: each new period starts by itself.
Entitlement: how much can this vehicle still take?
On the fill form, in My Fuel and on the My Fleet card, the application answers "how much can this vehicle (and driver) still take?" from their active quotas for the date: the smallest remaining litres and the smallest remaining money across the quotas that cover the fuel and station. When a hard quota has nothing left the answer is "not authorised".
Current limitations
- A quota cannot be deleted, only suspended.
- Quotas are set for a single vehicle or driver. Bulk creation makes separate quotas that are edited one by one.
- Quotas count only fills recorded in Fuel Management.