How to link fuel records to assets

Overview

Import fuel card statements, convert them into acquisition records, and verify transaction-level allocation so fuel litres can be linked to assets.

Steps

  1. Open Fuel Data Upload.
  2. Upload a fuel card statement using Browse Files (or drag and drop).
  3. Wait for processing in Extraction jobs.
  4. Open the processed filename link to create/save it as an acquisition record.
  5. Go to Fuel Accounting > Acquisition Records and confirm the imported record appears with fuel volume values.
  6. Open Fuel Accounting > Transactions and apply filters (Date range, Group by, Summarise by) to review how transactions are grouped and ready for allocation.
  7. If asset mappings require correction, update linked asset and card details in Fuel Accounting > Fuel Cards and related asset records.
  8. Recheck outcomes in Tax Credits > GPS Apportionment.

Screenshots

Fuel data upload

Fuel accounting acquisition records

Troubleshooting

  • If a job remains in a pending/approval state, open the row and complete required review actions.
  • If no record appears in Acquisition Records, verify the source file format and required columns.