Correct a refuelling record

Because a refuelling entry feeds both your tank levels and your expense records, correcting one takes a moment's care. This article explains what is validated at capture, where cost corrections actually happen, and how to fix a tank level that a refuelling put out of step.

Get it right at capture

The module blocks the most common mistakes when you save a refuelling, so many "corrections" are avoided up front. It rejects a quantity that is zero or negative, a negative cost or odometer, a missing date, and a date more than one day in the future. If you enter only one of cost-per-litre or total cost, the other is derived automatically, which prevents the two from disagreeing.

Note: A refuelling record is written as an audit-logged event. Each creation is stamped with the acting user and a trace ID, so the history of who recorded what is preserved.

Correcting the cost

When a refuelling includes a price, the cost lives on the linked Beleg (receipt/expense document) that the module creates automatically. That linked document — not the fuel entry — is where financial corrections belong:

• While the Beleg is still a draft or has been returned for clarification, its line items, amounts, VAT rate, and cost center can be edited in the Belege module.
• During review, a financial correction can be applied to the Beleg's tags before it is approved.
• Once the Beleg is approved, its financial data is snapshotted and frozen for audit, so corrections must be made before approval.

Working through the linked expense document keeps the cost you report and the cost your finance team approves in one consistent place.

Correcting a tank level

A refuelling dispensed from a company tank reduces that tank's current level by the litres recorded. If a fill-up was logged against the wrong tank or with the wrong quantity, the tank's on-hand level will be off. To bring it back in line, record a tank level reading with the true measured level. This needs the tankmanagement:refuel permission.

1. Open the affected tank.
2. Record a new level reading with the actual measured litres and the reading date.
3. Add a note explaining the adjustment for the audit trail.

Correcting attribution

If the litres and cost are right but the fill-up is attributed to the wrong vehicle, cost center, or fuel card, correct the attribution on the linked expense document where it drives reporting. Keep your cost-center codes consistent — the cost-analysis report and budgets match on the exact code, so a mistyped code silently splits a group.

Warning: The fuel module does not expose an in-place "edit" of a posted refuelling entry. Treat each entry as a ledger line: correct the linked Beleg for money and attribution, and use a tank reading to fix a tank level. For a structural data error you cannot resolve this way, ask a SystemAdmin.

Related

• Record a refuelling entry
• Assign a refuelling to a vehicle, driver, or cost center
• Spot anomalies and plausibility checks
• Fuel cost overview and reporting