Fuel Request History
Introduction
The Fuel Request History module within the VSD Fleet Management System (VSD Fleet MS) is designed to manage and track fuel requests, including purchase orders, approvals, disbursements, and receipts. This module provides detailed information about the fuel type, quantity, supplier, and total cost associated with each fuel request. Additionally, it tracks the status of each request, allowing for effective management of fuel procurement and disbursement processes.
2. Accessing Fuel Request History
To access the Fuel Request History document:
Navigate to the VSD Fleet MS module.
Locate and click on Fuel Request History.
You will be presented with a list of existing fuel requests. To create a new fuel request, click New, or select an existing record to view or edit it.
Key Features and Field Overview
Creating a New Fuel Request
Fuel Type: Select the fuel type from the Item doctype. This links the fuel request to a specific item (e.g., diesel, gasoline).
Quantity: Enter the quantity of fuel requested in liters.
Disbursement Type: Choose whether the fuel is being disbursed directly from the supplier or if it's a cash purchase.
Supplier: Select the supplier providing the fuel.
Cost Per Litre: Enter the cost per liter of fuel, which will be used to calculate the total cost of the request.
Total Cost: The system automatically calculates the total cost based on the quantity and cost per liter.
Managing Purchase Orders and Disbursement
- Create Purchase Order: If no purchase order exists for the fuel request, users can click the Create Purchase Order button to generate a new purchase order in the system.
Purchase Order Tracking: Once created, the purchase order will be linked to the fuel request, allowing users to track the procurement process.
Approval and Status Management: The status of the fuel request can be tracked, including whether it has been approved or rejected, who approved/rejected it, and the date of approval.
Additional Fields
Status: A read-only field that tracks the current status of the fuel request (e.g., Open, Approved, Rejected).
Approved By/Rejected By: Read-only fields indicating who approved or rejected the request.
Approval/Rejection Date: The date when the request was approved or rejected.
Receipt Date/Time: Fields to track when the fuel was received.
Received By: A link to the User doctype, indicating who received the fuel.
Transaction Date: The date when the fuel request transaction occurred.
Step-by-Step Example of Creating a Fuel Request:
Create a New Fuel Request:
Click New in the Fuel Request History list view.
Select the Fuel Type from the list of items.
Enter the Quantity of fuel required (e.g., 500 liters).
Select Supplier and Disbursement Type:
Choose the Disbursement Type (either "From Supplier" or "Cash").
If applicable, select the Supplier from the list of configured suppliers.
Enter Cost Per Litre:
Input the Cost Per Litre of the fuel. The system will automatically calculate the Total Cost based on the quantity and cost per liter.
Create Purchase Order (Optional):
If a purchase order is required, click the Create Purchase Order button. This will generate a purchase order linked to the fuel request.
- Save the Record:
Once all the details are entered, click Save. The fuel request will be stored in the system, and you can track its status and approval process.