Record why a refuel's consumption was abnormal

How-to guide Who can do this: Tenant Owner, Tenant Admin, Tenant Supervisor, Tenant Accountant

When a vehicle's fuel use looks unusual but has a good reason (heavy loads, mountain routes, a detour), write that reason as a note on the refuel order, so anyone reviewing the order later sees why it was legitimate.

Before you start#

• Role: any company user who can open the refuel order: Tenant Owner, Tenant Admin, Tenant Supervisor or Tenant Accountant.
• Plan: the company's plan includes refuelling.
• Where: Refuel Orders in the web portal sidebar, then the order's detail page.
• Which order: the Vehicle Performance report's Fleet consumption vs. norm chart shows which vehicles were Over norm in a period, but nothing links that flag to a refuel order. You decide which order the explanation belongs to, usually the fill where the unusual consumption showed up. See Review vehicle fuel performance.

Steps#

1. Open Refuel Orders, find the order (by vehicle or date), and click its number, its plate or View.
2. Scroll to the Notes card. It reads Use notes to record justifications for abnormal fuel consumption.
3. Type the explanation in Add a note...: what was unusual and why it was legitimate, for example the route, the load or the period it covers.
4. Click Add Note. The note appears at the top of the list with your name and how long ago it was added.

What happens next#

• The note stays on the order, newest first, for everyone who can open the order; the order page shows the 100 most recent notes.
• Adding the note is recorded in the audit log with you as the author. That record is kept against the note, so it does not appear in the order's own activity or audit history; the note itself shows who added it and when.
• Nothing else changes: the order's quantity, amount, status and the vehicle's limits are not affected.

Rules and limits#

• A justification is an ordinary note. There is no separate justification field, category or approval; any note on the order serves.
• Only your company's orders. You can add notes only to refuel orders of your own company.
• The station can read it. Users of the merchant whose station delivered the fuel can open the same order, see its notes and add their own, except while the order is a draft or blocked. Write the note for that audience too.
• No edit or delete on the page. Once added, a note cannot be changed or removed from the order page; add another note to correct it.
• Text is required. An empty note is not saved.

If something goes wrong#

Related#

• Refuel orders
• Fuel in tank and consumption norms
• Review vehicle fuel performance