Documentation / Everyday use

Fuel

This area keeps the fuel of your vehicles. Find it under IntelliFleet > Fuel, and on the Fuel tab of a vehicle's card. It has three lists: Fill-ups, Fuel cards and Fuel prices.

Who can see and change them

In Administration, then Roles, two permissions under IntelliFleet decide this:

• Fuel lets a user see the three lists.
• Edit fuel also lets them add, change and delete fill-ups, fuel cards and fuel prices.

Users see only the fill-ups of vehicles in the branches they have access to. A fuel card kept with a vehicle is seen through that vehicle; a card kept with nobody, or only with an employee, is seen by everyone who sees Fuel, while no branch or fleet is picked in the header. Fuel prices belong to the company and are not tied to a branch.

Fill-ups

Click New fill-up and fill in the vehicle, the date, the fuel and the quantity. The vehicle's usual fuel is filled in for you. Add the odometer and tick Tank filled up when you filled the tank, so the consumption can be worked out.

• Odometer. The reading is saved on the vehicle like any other, and an odometer never goes backwards: a value below an earlier reading, or above a later one, is refused with a message and nothing is saved. Changing or deleting the fill-up changes or removes its reading.
• Fuel card. Pick the card you paid with. A card kept with another vehicle cannot be used for this one; a card kept with no vehicle can pay for any vehicle.
• Price. Enter the net amount and the VAT when you know the price (the gross is added up for you), the document number and the driver. A fill-up with a price is a Cost of the vehicle: it shows in Costs as Fuel, with the VAT counted the same way as for every other cost (see Costs). Leave the net amount empty if you do not know the price yet; the fill-up then costs nothing, and you can add the price later. Clearing the price later removes the cost.

A fill-up with a price is a cost, so it cannot be added to an inactive vehicle, or to a sold or scrapped one after the day it was marked. To change or delete the cost of a fill-up, change or delete the fill-up; the cost cannot be edited on its own on the Costs screen.

From the driver app

A driver can photograph a fuel receipt in the driver app (Fuel and receipts on My car) and send it. It becomes a fill-up of the vehicle the driver holds now, with its price and odometer reading, under the same rules as a typed one. When the company's edition and AI allowance allow it, the AI reads the litres, the amounts, the station, the date and the fuel from the photo; otherwise the driver types them.

• Source. Under each fill-up's date the list says where it came from: Driver app, Card statement, Purchase invoice, Dropped file or Typed in (nothing for older fill-ups). A fill-up whose values the AI read also shows Read by AI.
• Card and price. The list shows a fuel card by its last four digits (••4471); point at it for the full number. The price per unit is under the gross amount.
• Receipt photo. Open the fill-up: the form shows its source and the photo of the receipt; click the photo to open it. Everyone who sees Fuel sees the photo of a fill-up.
• Correcting it. When the fill-up was read by AI, the form asks you to check the values against the photo. Change what is wrong and save, as for any fill-up; it stays a fill-up from the driver app.

A receipt that is not fuel (parking, car wash, toll) becomes an expense of the vehicle instead; see Costs.

Imported from a card statement

Instead of typing each fill-up, import the statement of your fuel-card issuer (DKV, Orlen Flota, Shell, BP, Circle K or any other) under Import from Excel, Fuel-card transactions; see Import. Each transaction becomes a fill-up of the vehicle its card is kept with, with its price, time and station, so it is a cost and an odometer reading like a typed one. A transaction is imported once: importing the same statement again adds nothing.

A transaction that matches a fill-up the driver already sent from the driver app (the same card, the same day, and litres within 1%) is linked to that fill-up instead of being added a second time, so the fuel is counted once. The preview counts these rows under Linked to fill-ups and says for each one which fill-up it links to, and the end of the import gives their number.

When the issuer's collective invoice arrives in the invoice inbox and you book its fuel line as a fuel entry, the fill-ups already imported for that vehicle from the issuer's cards in the invoice's month (or the month before) are linked to the invoice instead of booking the fuel again, provided their litres add up to the line. If they do not, the confirmation is refused with the two totals, so the fuel is never counted twice: correct the fill-ups or the quantity.

Consumption

The list shows the consumption of each fill-up that filled the tank and has an odometer reading: the fuel added since the previous full tank (this fill-up included), divided by the distance driven, per 100 km (or per 100 miles; per hour for a vehicle that counts engine hours). Partial fill-ups between two full tanks count towards the second one. A fill-up with no odometer, or one after which the odometer did not advance, shows no consumption.

A vehicle that runs on two fuels, such as petrol and LPG, has two tanks, so each fuel has its own consumption: an LPG fill-up does not end or add to the petrol stretch, and the other way round.

Nothing is stored: the consumption is worked out again every time, so deleting or changing a fill-up changes the numbers next to it.

Fuel norm

When the vehicle has a fuel norm (set on the vehicle's card, from and to, per 100 km or per hour), the list shows it in the Norm column next to the consumption, and marks each measured fill-up that is past it: Above norm over the upper limit, Below norm under the lower one. A fill-up within the norm, or a vehicle without a norm, shows no mark. The norm is the one of the vehicle's primary fuel, so a fill-up of another fuel, such as LPG, is not judged by it. The same column and marks are on the Fuel tab of the vehicle card.

Fuel cards

Click New fuel card. A card has its number (unique in the company, whatever the case), a name, the provider, the expiry date, and the vehicle and employee it is kept with.

A card is kept with one vehicle at a time: picking another vehicle moves the card. Earlier fill-ups keep their card.

The expiry date comes up in Reminders, in the Vehicle deadlines group, for the vehicle the card is kept with (or for its employee when it has no vehicle). Enter a later expiry date when the card is renewed.

PIN

A card can have a PIN of 4 to 12 digits. Type it in the card's form and save; the list shows Set in the PIN column. The PIN is stored encrypted and is never shown in the web app again, not even to you: to change it, type a new one; to remove it, tick Remove the PIN. Leaving the field empty keeps the stored PIN.

The holder of the card sees the PIN in the driver app: the employee the card is kept with, or whoever holds the vehicle it is kept with right now. Under Shown in the driver app the form lists each time the PIN was shown, with who and when. Setting or removing a PIN needs Edit fuel; the list is seen by everyone who sees the card.

A card that paid for fill-ups cannot be deleted: take it off its vehicle and give it an expiry date instead. An employee who holds a fuel card cannot be deleted.

Fuel prices

Click New price to note the gross price per unit of a fuel on a date, at a fuel station or at a place you type. The currency is the company's unless you change it. Prices are for comparing and for price trends; they do not change the fill-ups.