Refuel orders
A refuel order records one fill of one vehicle at one fuel store: who drove, what fuel, how many litres at what price, the odometer and the photos taken as proof. It is created in one of three ways depending on the station.
Overview#
Every refuel order belongs to a company and a vehicle, and usually names a driver, a merchant and one of the merchant's stores. Refuel orders share their statuses with purchase and work orders and add four of their own; see Refuel order statuses. How the money moves for an order is on Order-to-cash flow.
Refuel flows#
| Flow | At the pump | Money |
|---|---|---|
| Standard | The driver shows the order's QR in the Driver App; the merchant scans it, enters the quantity and confirms | See Order-to-cash flow |
| PVoil | The pump terminal generates a QR for the fill; the driver scans it | A wallet hold, then settlement in the background; see Refuelling at PVoil stations |
| Petrolimex | The driver shows the vehicle's fixed Petrolimex QR; the attendant scans it | No wallet hold; a provisional amount owed, corrected by the Petrolimex invoice; see Refuelling at Petrolimex stations (static QR) |
Which flow applies is decided by the merchant the store belongs to, not chosen by the driver. The platform can set a company to use the standard flow even at Petrolimex stores. Refuels started with a fleet card at the pump are described in the cards domain. The Driver App steps are in Record a refuel in the Driver App.
Fields#
Labels are those of the order detail page. Merchant users do not see the odometer; company users do not see the Tenant and Tax code rows, and merchant users do not see the Merchant row.
| Field | What it holds |
|---|---|
| Tenant, Tax code | The company the order belongs to and its tax code |
| Vehicle | The vehicle refuelled |
| Driver | The driver, when known |
| Merchant, Store | The fuel merchant and the store where the fill took place |
| Merchant order ID | The merchant's own reference, for information only; generated automatically when an order is recorded on the web without one |
| Fuel | The merchant's fuel item that was dispensed |
| Quantity | Litres |
| Unit price (VAT incl.), Subtotal, VAT, Total amount | The price per litre and the order's amounts; VAT follows the fuel's VAT rate at the time of the fill, or the rate implied by the merchant's invoice once one is linked |
| Odometer reading | The odometer the driver entered before refuelling |
| Odometer photo | The photo of the odometer, when one was taken |
| Pump station reading | A photo of the pump display, as proof of quantity and amount |
| Driver and merchant pump readings | The litres read from each side's pump photo, compared with each other; see Odometer and pump photo readings |
| Refueled at | When the fill took place |
| Confirmed (tenant), Confirmed (merchant) | Whether each side has confirmed the order |
| Block reason, allowed quantity | Why a Blocked order was blocked and how much was allowed at that moment |
The odometer and pump photos open in an in-page viewer on the detail page. The detail page also has a Finance card with the order's payments, transactions and invoices (see Order-to-cash flow), and Documents, Notes and Recent activity cards. Notes are where reviewers record why an unusual consumption was legitimate; see Record why a refuel's consumption was abnormal.
A Petrolimex order whose invoice changed the amount shows an Adjusted from invoice chip next to its status; see Refuelling at Petrolimex stations (static QR).
The refuel order list#
The Refuel Orders list can be filtered by ID, Vehicle (plate), Merchant, Store, Status, Fuel SKU, Total amount from / to, Refueled from / to, Merchant order ID and Created from / to. Fuel SKU is a text search on the fuel's name or code, so one search finds the same fuel at every merchant. Company users see their company's orders; merchant users see their merchant's orders except Draft and Blocked ones, and merchant supervisors only those at their assigned stores. See Who sees and is notified about an order.
Recording an order on the web#
Office users who can add refuel orders can also record one in the web portal, entering the vehicle, driver, store, fuel, quantity, refuel time, odometer and photos. The unit price comes from the store's price list for that fuel at the refuel time, and the total is calculated from it. A web-recorded order starts as Draft, unconfirmed by either side. A web-recorded order is not checked against the vehicle's refuel limit; see Refuel limits.
Permissions#
| Action | Tenant Owner | Tenant Admin | Tenant Supervisor | Tenant Accountant | Merchant Owner / Admin / Supervisor | Merchant Accountant | Platform Operator |
|---|---|---|---|---|---|---|---|
| View refuel orders | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
| Record a refuel order on the web | Yes | Yes | Yes | — | — | — | — |
| Edit a refuel order | Yes | Yes | Yes | — | Yes | — | — |
| Delete a refuel order | Yes | Yes | — | — | — | — | — |
Roles come from the permission groups. Refuel orders are available only when the company's plan includes refuelling. Who sees which orders is on Who sees and is notified about an order.