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Fuel Card Errors

When you run a fuel import, Formbird FLEET validates each transaction row before creating Fuel Receipt records. Rows that fail validation are flagged with errors. This article explains how to identify and resolve those errors.

For instructions on running a fuel import, see Importing Fuel Cards.

Errors Found During Validation

After selecting Validate Fuel Data, the Validation Result table lists any rows with errors. The following checks are applied per transaction:

Check What triggers an error
Date format The date in the mapped column does not match the format specified in the mapping document. Non-date data (such as text) in a date column will also trigger this.
Fuel Cost / Fuel Quantity format The value in the mapped column is not a valid number.
Distance travelled Calculated distance is zero or less.
Meter reading sequence A meter reading in this import is lower than or equal to the highest reading from a previous import.
Distance range The calculated distance exceeds the asset's expected range.
Tank capacity The litres dispensed exceed the asset's tank capacity.

You have three options for handling validation errors:

  1. Correct the source file — fix the data in the original CSV, save it, re-upload, and validate again. This is the preferred approach when accuracy of your records is important.
  2. Use the correction tools — edit the data directly in the validation result table before completing the import.
  3. Import and correct later — proceed with the import and correct the Fuel Receipt records afterwards (see below).

Correcting Errors After Import

If you import a file that contains errors, the affected Fuel Receipt records are created but flagged. You can correct them individually or use the Fuel Receipt Error Checking report.

Correcting individual Fuel Receipts

  1. Open the flagged Fuel Receipt — find it via the Validation Result table link, or locate it in the asset's History panel.
  2. Correct the incorrect data in the relevant field.
  3. Untick the error flag on the record.
  4. Save the changes.

Using the Fuel Receipt Error Checking report

The Fuel Receipt Error Checking report lists all Fuel Receipts currently flagged with errors across your fleet. Use it to work through errors in bulk rather than finding each record individually.

Correcting an Incorrect Meter Reading Found Later

If an incorrect meter reading on a Fuel Receipt is identified after the import has already updated the asset's primary meter, additional steps are needed.

  1. Open the Fuel Receipt and correct the meter reading.
  2. Resolve any error flags on the Fuel Receipt and save.
  3. Check the Primary Meter value on the asset itself. If it was set from the incorrect reading, update it manually to the correct value.

For more detail on correcting asset meter readings, see Meter Reading Errors.

Published: May 2026 · Formbird FLEET 4.2.8