A fuel request asks for more fuel than a quota allows. When it is approved, its amount is added to the quota for the period it was asked in, as a top-up. A driver who needs more fuel on a trip asks for it, and a manager decides.
The request list
Open Fuel Management › Fuel Requests. You need Fuel Requests › View; with View (own) you see requests you made and requests made for you as the driver.
Two tabs, Pending (with a count) and Decided, show:
| Column | Notes |
|---|---|
| No. | The request number. Links to the request. |
| For | The vehicle or driver of the quota. |
| Quota | The quota's number and subject. |
| Amount | In litres or money, as the quota counts. |
| Reason, Trip | |
| Requested by, Requested | |
| Status | Pending, Approved, Rejected or Expired. |
| Decided | On the Decided tab: when and by whom. |
| Business unit | With business units, and a funnel filter. |
| Actions | Approve and Reject, on the Pending tab, for someone holding Approve or reject extra-fuel requests. |
Ask for extra fuel
- Select Request extra fuel on the list, or on a quota's profile. You need Fuel Requests › Create and Quotas › View (a driver can instead ask from My Fuel).
- Choose the Quota. A note shows what is left of it and until when.
- Enter the Extra litres (or Extra amount for a money quota) and the Reason (required). A Trip reference is optional.
- Select Send request.
Only an active quota inside its current period takes a request: "Only an active quota in its current period takes a request." The amount must be more than zero. The people who can decide, and the fuel managers, are told. A request is raised in the period the quota is in at that moment, and it stays pending until it is decided or that period ends.
Decide a request
- Select Approve or Reject on the row, or on the request's profile. You need Approve or reject extra-fuel requests.
- Add a Note. It is required to reject: "Say why the request is rejected."
- Confirm. The person who asked is told.
Approving adds the amount to the quota as a top-up for the period the request was asked in. A request cannot be approved when it was already decided ("This request has already been decided."), when it ran out of time ("This request has run out of time."), or when its quota period has ended ("The quota period this request was asked in has ended."). If two people decide at once, the second sees "Another change is using this quota right now; try again."
Use an approved request
On the request's profile, Record the fill opens the fill form with the request attached. For an Approval quota, a fill that goes over the allowance must name an approved request, and must still fit inside the allowance with the top-up added. See Quotas.
The request profile
The header shows the amount, status, number and subject. The detail card shows the Quota (linked when you may open it), Asked in the period from, Trip, who it was Raised by (Driver, Manager or Fuel station), Requested by and when, Decided and the Decision note.
Expiry
Every night, pending requests whose quota period has ended, or whose quota is no longer active, become Expired. A request raised at a fuel station also expires after the Approval timeout in Fuel settings. That setting applies to live extra-fuel requests at a station only; a fill you enter by hand has no approval step.
Current limitations
- A request is decided, never edited or withdrawn.