The Fuel cards tab: fills by card

See what each fuel card spent in a month, which vehicles it filled, and which fills still need a look.

The Fuel cards tab reads your fuel costs a card at a time: how many fills each card made in a period, how many litres, what it cost, which vehicles it went into, and how many fills still need attention. It isn't a separate register. Driver fills, imported statements and fills typed in the office all carry a card reference when there is one, and this tab groups them by it.

Fuel cards is a feature of the Fleet module and needs Running costs switched on as well. Switch both on under Global settings › Modules. The tab needs Manage vehicles.

The Fuel cards tab for this month: the totals, the cards and a No card recorded row, one card with a flagged fill

Choosing the period

Choose This month, Last month or Custom, and pick the dates the fills fall between. The tab covers calendar months because that's how fuel-card providers bill.

"Rejected fills are left out. Fills awaiting review are counted and marked."

What the tab shows

Totals for the period: Fills, Litres, Net, VAT and Gross.
One row per card: Card, Fills, Litres, Net, Gross, Last fill and Vehicles — the registrations it filled, with a count where a vehicle filled more than once, for example NG21 KLM ×3. Pills say how many fills are flagged and how many are awaiting review.
No card recorded: "Driver fills and typed entries without a card reference."

With nothing in the period, the tab says "No fuel card fills yet" and offers to import a statement or record a fill.

A card's fills

Click a card to see its fills for the period: the vehicle, date, litres and odometer, the amount, and each fill's status — Awaiting review, Confirmed or Rejected — with Flagged where a plausibility check tripped. For a very busy card the list says "Showing the first {n} fills. Narrow the period to see the rest."

Open review queue takes you to the Review tab to confirm or reject what's waiting. See Fuel-card statements and the cost review queue.

A fuel card's fills for the month, one awaiting review and one flagged

Recording a fill

Record a fill opens Record a fuel fill: choose the Vehicle, then the net amount, VAT, date, description, Litres, Odometer (mi) and Fuel card — "The card reference as the statement prints it, so the fill lands on the right card." A fill recorded in the office is confirmed straight away.

Record a fuel fill with the vehicle and fuel card filled in

Importing a statement

Import statement brings in a provider's statement and matches its rows to fills drivers have already logged. It isn't included on the Free plan. See Fuel-card statements and the cost review queue.

Tip: type the card reference exactly as the provider prints it. The same card written two ways shows as two cards.