Assign a refuelling to a vehicle, driver, or cost center
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Assigning each refuelling to the right vehicle, driver, cost center, and fuel card is what makes fuel reporting meaningful. This article explains the assignment fields on a refuelling record and how they feed reporting. You need the tankmanagement:refuel permission to set them when recording a fill-up.
The four ways to attribute a fill-up
| Field | What it links to | Why it matters |
|---|---|---|
| Vehicle | A vehicle in your fleet | Groups fuel by vehicle and, with the odometer, enables per-vehicle consumption. |
| Driver name | Free-text driver name | Records who fuelled; carried on the refuelling record. |
| Cost center (Kostenstelle) | A cost-center code | Drives the cost-analysis report and budget matching. |
| Fuel card | A provider fuel card | Ties the fill-up to a card so card spend can be reconciled. |
Assigning during entry
- Record the refuelling as usual, entering litres, date, and price.
- Select the vehicle the fuel went into.
- Enter the driver name if you track it.
- Enter the cost center code to attribute the spend.
- Select the fuel card if the fill-up was paid on one.
- Save. The assignment is stored on the record and, if there is cost data, copied onto the linked Beleg (receipt/expense document).
Note: Driver is captured as a free-text name on the refuelling record, not a link to a driver account. Use it consistently so history stays searchable — the refuelling list can be searched by driver name, receipt number, and notes.
How assignment flows into reporting
- Cost-analysis report groups spend by tank and cost center, so a missing cost center leaves that spend in an unattributed group.
- Budget-versus-actual matches refuellings to a budget by cost center and, for fuel-type-scoped budgets, by the tank's fuel type. A refuelling with no cost center will not count toward a cost-center budget.
- Vehicle and fuel card are both filters on the refuelling list and on the CSV export, so you can pull one vehicle's or one card's history.
- The linked expense document carries the vehicle and mileage into the Fahrzeugakte (vehicle file) cost view.
Filtering by assignment
On the refuelling history you can filter by vehicle, by fuel card, and by date range, then export the result to CSV. This is the quickest way to check that a vehicle's or card's fills are all attributed correctly before you run month-end reports.
Tip: Decide on a cost-center convention before drivers start recording fuel. Because budgets and the cost-analysis report key off the cost-center code exactly, an inconsistent code (for example a typo or a trailing space) creates a separate group and understates a budget's utilisation.
Related
- Record a refuelling entry
- Import fuel-card transactions
- Fuel cost overview and reporting
- Track fuel consumption per vehicle and tank
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