Record or edit a fuel expense

When to use it

Use this guide when you need to record or edit a fuel expense.

Before you start

• Open Logistics Expense from the module menu. Your account must have access to this screen and permission for the action you want to complete.
• Check the vehicle, actual fuel quantity, and receipt total before saving.

What this changes

The fuel expense and its supporting evidence are recorded.

Logistics expenses record fuel, lease or other route/vehicle costs. Automation can generate or recalculate records for the selected types and dates.

Steps

1. Open Finance → Logistics Expense → Fuel and select Add Fuel Expense.
2. Enter the date, vehicle, driver, mileage, litres, total cost, and payment date. Attach the mileage image and receipt using the form’s upload controls.
3. Check the figures against the receipt and save.
4. Use Edit for an eligible correction, or Delete and its confirmation for an incorrect eligible record.

Screenshot to add: Logistics Expense: record or edit a fuel expense. Capture filename: images/record-or-edit-a-fuel-expense.png.

Restrictions

Approved fuel logs cannot be edited or deleted through these actions. Add/edit and delete access are separate.

If something went wrong

Before saving, compare vehicle, driver, mileage, litres, date, total and attachments with the fuel receipt. After an unclear save, look for the original fuel log before recording another.

For a saved unapproved error, use Edit to correct it or Delete for an eligible incorrect record. Approved fuel logs cannot be edited or deleted through these actions; give Finance the log reference and receipt for review instead of entering a duplicate expense.

Check the correction

Check the saved fuel figures and supporting images, then review any payment or accounting that used the earlier amount separately.

Related guides

• Module overview
• Record a lease expense
• Attach a logistics expense invoice
• Validate and approve a logistics expense
• Rerun logistics expense automation