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Recording Bulk Fuel Transactions

Bulk Fuel Transactions record fuel dispensed to assets from internally owned tanks — whether fixed site tanks or mobile tanks on trucks and trailers. Capturing these transactions helps track:

  • Asset fuel consumption
  • Asset meter readings
  • Whole-of-life asset costs
  • Fuel dispensed from each tank (for audit purposes)

Tanks must be configured before transactions can be recorded. See Configuring Fuel Tankers for setup instructions.

Recording a Transaction

Bulk Fuel Transactions are recorded from the Work Management Operator Menu.

  1. Optionally select the asset being refuelled from the table — this pre-fills the asset in the next step.
  2. Select Create Bulk Fuel Transaction. The Dispensed Date and Created By fields are filled automatically.
  3. In Fuel dispensed to, confirm or select the asset being refuelled. Selecting the asset automatically fills in Asset Expected Range, Primary Meter Measure, Current Primary Meter, and Asset Tank Capacity — use these to guide your entry.
  4. In Fuel dispensed from, select the tank the fuel is coming from. The Fuel Available At Time Of Transaction and Fuel Value ($ per litre) fields fill automatically from the tank's stock record.
  5. Enter the quantity dispensed in Litres dispensed. The Fuel Cost ($) is calculated automatically from the fuel value — edit it if needed.
  6. Enter the asset's current meter reading in Primary Meter Reading.
  7. Save the record. The following checks run on save and display a warning if triggered:
  8. Primary Meter Reading is less than the current asset meter
  9. Litres dispensed exceeds the asset's tank capacity
  10. The meter reading differs significantly from the most recent Fuel Receipt

Viewing Transactions

All Bulk Fuel Transactions are available in the Bulk Fuel Transactions report. They also appear in the asset's History panel under Fuel Receipts.

Published: May 2026 · Formbird FLEET 4.2.8