Fuel-Card Import: Configuring Validation Rules and Using the Approval Queue
How the validation works
Each imported transaction is evaluated against the validation rules of your client. The result determines its further path:
| Severity | Effect |
|---|---|
| Info | Note on the record, posting runs through automatically |
| Warnung (Warning) | Anomaly is flagged, posting runs through automatically |
| Blockierend (Blocking) | Record is not posted automatically → Freigabe-Warteschlange (approval queue) |
Unremarkable records are automatically approved and posted – you only have to touch the blocked cases.
The default validation rules
| Rule | Checks | Default |
|---|---|---|
| Mehrfachbetankung am selben Tag (Multiple refuellings on the same day) | several fuelling events for the same vehicle on the same day | active |
| Kilometerstands-Sprung (Odometer jump) | implausible mileage difference from the previous fuelling | threshold 1,000 km |
| Ungewöhnlicher Preis pro Einheit (Unusual price per unit) | price outliers per litre | active |
| Lademenge zu hoch (Charged amount too high) | charging sessions above 150 kWh | disabled by default |
Note: the litre rules (amounts, multiple refuellings, price per litre) are not applied to charging sessions of electric vehicles – for those there is a dedicated kWh rule (article 11).
Adjusting rules
- Open Systemadministration → Tankkarten-Regeln (Fuel-card rules) (
/applications/settings/fuelcard-rules). - Adjust thresholds and severities or create rule drafts.
- Simulate the draft against past imports before you activate it – this shows you how many records the change would block.
- Activate the rule.
For each rule, a help text (German/English) is stored that explains the check.
Approval queue
Under Tankkarten Import → Freigabe-Warteschlange (approval queue) (/applications/fuelcard/tankimport/review) you process the blocked records:
- Open a record – the detail view shows the transaction data, the triggered rules and the history.
- Decide: Freigeben (Approve) (it gets posted) or Ablehnen (Reject).
- Every decision requires a reason – this keeps the process auditable.
Frequently asked questions
Why don't I see the rules page? The rule configuration requires the fuelcardimport.admin permission; editing rules is reserved for administrators.
A correctly fuelled receipt was blocked – what do I do? Approve it in the approval queue with a reason. If false alarms accumulate, adjust the rule's threshold (simulate first).
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