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Fuel and expenses from the driver app

Record a fuel fill and an expense from the driver app, with the amounts, a receipt photo and who paid.

For
DriverDispatcherFleet managerAdministrator
Hosting
Any hosting
Devices
All devices
Business
TowingFleet

Checked against Pop Street Dispatch 0.1.0

The Fuel and Expense tabs record what you spent on the truck. You will be able to log a fuel fill with its volume, the total paid and who paid, and log other costs such as tolls and parking, each with an optional receipt photo.

Before you start #

  • A driver account linked to a driver record, and the truck you are using.
  • The Fleet licence flag is on (dispatch_fleet).
  • Amounts use your business currency and volumes use your business unit. The labels show both.

Record a fuel fill #

  1. Open the Fuel tab and choose the truck that was filled.
  2. Enter the Volume and the Total paid.
  3. Tick Tank filled to full when you filled it up. A full fill closes a stretch for the fuel economy figure. A part fill joins the next stretch.
  4. Add the odometer, the station and the fuel type if you have them. All three are optional.
  5. Under Paid by, choose Company, or Me, to be repaid.
  6. Add a receipt photo if you have one, then press Save fuel fill. The message says "Fuel fill saved." when the office has it, or that it is saved on the phone and sends when there is a signal.

Record an expense #

  1. Open the Expense tab and choose What it was for: Toll, Parking, Fine, Repair, Tyre, Permit or Other. Fuel is recorded as a fuel fill.
  2. Enter the Amount and check the Date.
  3. Choose a truck if the cost belongs to one. While a trip runs, the expense joins that trip.
  4. Under Paid by, choose Me, to be repaid or Company. When you paid, the expense carries your driver record.
  5. Add a receipt photo if you have one, then press Save expense.
  6. A manager voids a mistake, and the expense stays on the list marked void.
Technical details
  • API calls: POST /fleet/assets/:id/fuel (volume, volume_unit, currency, full_tank, paid_by, person_id, filled_at, and optionally odometer, total_cents, station, fuel_kind) and POST /fleet/expenses (kind, amount_cents, currency, paid_by, person_id, incurred_on, and optionally asset_id and trip_id). Receipt photos go as multipart form data to the record. The amounts and tax fields that the console accepts, such as tax_cents, from_advance and missed_prior, are for the Fleet screens.
  • A fill with an odometer writes a meter reading with source fuel. Voiding is POST /fleet/expenses/:id/void, which needs the fleet-manager group.
  • Without a signal the save waits in the Outbox, and Edit there changes the volume, the total, the station or the note. See "Working offline and the Outbox".

If something goes wrong #

  • "{field} is needed." and "{field} needs a valid number." mark a field to fix. The page says "Fix what is marked, then save again."
  • "Choose the truck that was filled." Pick the truck first.
  • validation_failed (422): the volume is missing or zero, or the currency or volume unit is unknown.
  • invalid_date (422): "A date needs fixing." Dates use the form YYYY-MM-DD.
  • conflict (409): the expense mirrors a fuel fill or is already void. Correct the fill instead.
  • feature_not_licensed (403) or licence_read_only (403): ask your manager to restore the licence.
  • "This phone has no room to keep it. Free some space and try again."