Record a refuelling entry
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This article shows you how to record a single refuelling event — the litres, the price, the odometer reading, and the receipt — whether the fuel was dispensed from one of your own tanks or bought externally on a fuel card. You need the tankmanagement:refuel permission, held by FleetManager and SystemAdmin by default.
Two ways to record a fill-up
The module distinguishes where the fuel came from:
- From a company tank — record the refuelling against a specific tank. The quantity you dispense is subtracted from that tank's current level (it never drops below zero).
- External refuelling — record a stand-alone entry with no tank, for a fill-up at a public station, typically paid on a fuel card.
Fields on a refuelling entry
| Field | Required | Notes |
|---|---|---|
| Quantity (litres) | Yes | Must be greater than zero. |
| Refuelling date | Yes | Cannot be more than one day in the future. |
| Cost per litre | No | Cannot be negative. |
| Total cost | No | Cannot be negative. |
| Odometer reading | No | Cannot be negative; drives per-vehicle consumption. |
| Vehicle | No | Links the fill-up to a vehicle. |
| Driver name | No | Free text, up to 200 characters. |
| Receipt number | No | Carried onto the linked expense document. |
| Fuel card | No | Links the fill-up to a provider card. |
| Cost center | No | Used for cost-analysis and budget matching. |
| Notes | No | Free text, up to 1000 characters. |
Recording the entry
- Open the fuel module and choose to record a refuelling — either from a tank, or as an external refuelling.
- Enter the quantity in litres and the refuelling date.
- Enter the price. You can supply cost per litre, total cost, or both — see the tip below.
- Add the odometer reading, vehicle, driver, receipt number, fuel card, and cost center where you have them.
- Save. The record is written and an audit entry is logged against your user.
Tip: You only need one of the two price fields. If you enter cost per litre, the module multiplies it by the litres to fill in the total. If you enter the total, it divides by the litres to derive the cost per litre.
What happens after you save
- If you entered any price, a linked Beleg (receipt/expense document) of type fuel is created as a draft in EUR, with the receipt number, odometer as the invoice mileage, the vehicle, and a single fuel line item. This is how the cost reaches expense reporting.
- For a tank refuelling, the tank's current level is reduced by the litres dispensed, which can trigger a low-level alert on the dashboard.
Note: There is no dedicated "station" field on a manual entry. For an external fill-up, record the station in the Notes field; the linked expense document shows the vendor as the tank name or "External Refueling".
Related
- Assign a refuelling to a vehicle, driver, or cost center
- Correct a refuelling record
- Import fuel-card transactions
- Track fuel consumption per vehicle and tank
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