"A Receipt Is Missing or Duplicated": Troubleshooting After the Fuel-Card Import
The symptom
After an import run, an expected transaction is missing from the receipts - or a refuelling was booked twice.
First port of call: the run detail view
Open Tankkarten Import → Import-Läufe (Fuel-Card Import → Import Runs) and the affected run ("Import-Lauf Details" (Import Run Details)). Each item there carries two status indicators:
| Column | Possible values |
|---|---|
| Status (workflow) | Ready / For review / Released / Rejected |
| Ergebnis (Result) (booking) | Not yet booked / Receipt created / Duplicate skipped / Error |
The "Ergebnis-Übersicht" (Result overview) summarizes the run (booked / for review / duplicates / errors / still open); the "Verlauf" (History) tab logs every decision (Automatically approved, Forwarded for release, Item rejected, Assignment changed manually, Run cancelled).
Receipt missing - causes from frequent to rare
| # | Cause | Recognize and resolve |
|---|---|---|
| 1 | Item is awaiting release | Run status "Abgeschlossen (mit Prüfung)" (Completed (with review)), item "Zur Prüfung" (For review): a check rule of severity Warning or higher has triggered. Decide in the release queue (article 10). Important: even after release the receipt is only created via "Belege erstellen" (Create receipts) in the run detail view. |
| 2 | Duplicate skipped | The transaction was already booked in an earlier run. This is detected via a stable import key per line (with DKV the ticket number, otherwise a fingerprint from client, line number, provider, licence plate, date, amount and invoice number), which is stored on the receipt. No error - the receipt already exists. |
| 3 | Licence plate not assigned → fallback client | During the automatic DKV import, lines whose licence plate is not found in any client land at the fallback client - without a vehicle assignment (article 09). Look for the run there. Before booking, the assignment can be corrected via "Position entscheiden" (Decide item) (vehicle/driver/cost centre). Only an exactly maintained licence plate helps permanently; spaces, hyphens and upper/lower case are ignored during matching. |
| 4 | Item rejected | Deliberately rejected during release - the reason is in the "Verlauf" (History). No receipt is created. |
| 5 | Result "Fehler" (Error) | Individual items failed during booking. "Fehlerhafte erneut verarbeiten" (Reprocess failed) starts a correction run (traceable under "Verknüpfte Läufe" (Linked runs)). |
| 6 | The file was not accepted at all | Message "Diese Datei wurde bereits importiert (Lauf …)" (This file has already been imported (run …)): the same file (identical content) is accepted only once per client. Cancelled runs do not count here. |
Receipt duplicated - the two real paths
- Corrected file imported again: the duplicate protection works via the import key. If a key field changes in the new file (date, amount, licence plate, invoice/ticket number), the line gets a new key - it is booked again, and the old receipt remains. Solution: before the re-import, cancel the old run (its receipts are voided) or delete the surplus receipt.
- Recorded manually and imported: the duplicate protection only detects imported receipts. If the same refuelling was additionally created by hand (or released via a driver report), the duplicate must be cleaned up manually.
Is running again dangerous?
No. Unchanged files are rejected on file content, and even on a repeated run every already-booked line is flagged as "Duplicate skipped" rather than booked twice. Two truly identical lines within one file, on the other hand, do not count as a duplicate - both are booked on the first import (genuine double refuellings are not lost).
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