Introduction
The Fuel Requests module within the VSD Fleet Management System (VSD Fleet MS) is designed to manage and track requests for fuel associated with trucks and their drivers during trips. The module provides a systematic way of processing fuel requests, approving or rejecting them, and tracking the fuel distribution across various routes (both main and return routes).
Key Features
Creating a New Fuel Request
Company and Truck Information:
Select the Company and Truck from the respective fields.
The system will automatically populate fields like Customer, Truck Driver, Driver Name, and Truck Plate Number from the associated trip information.
2. Main and Return Routes
The Main Route and Return Route are selected from the Trip Routes doctype.
The approved fuel amounts for each route are displayed in the fields Main Route Approved Amount and Return Route Approved Amount.
3. Requested Fuel
- Add fuel requests in the Requested Fuel section, specifying the type of fuel, quantity, and related details.
Approving or Rejecting Fuel Requests
Approve Buttons: After adding fuel requests, approvers can either approve or reject the requests using the approve and reject buttons provided in the Approve Buttons section.
Approved/Rejected Requests: Once reviewed, the approved or rejected requests are listed in the Approved/Rejected Requests section, along with the status and other details.
Tracking Status and Routes
Status Tracking: The status of the fuel request automatically updates based on actions taken. Possible statuses include:
Waiting Approval: When the request is awaiting review.
Partially Processed: When some, but not all, requests have been approved.
Fully Processed: When all requests have been processed.
References: The References section displays the related document information, such as the source document for the fuel request (e.g., a trip).
Accessing Fuel Requests
To access the Fuel Requests document:
Navigate to the VSD Fleet MS module.
Click on Fuel Requests from the menu.
You will be presented with a list of existing fuel requests. To create a new fuel request, click New, or select an existing request to view or edit.
Primary Fields
Company: The company making the fuel request (required).
Customer: The customer linked to the truck (read-only).
Truck: The truck for which fuel is being requested (read-only).
Truck Driver: The driver assigned to the truck (read-only).
Driver Name: The full name of the driver (read-only).
Truck Plate Number: The truck's license plate number (hidden but read-only).
Route Fields
Main Route: The main route for which fuel is requested (read-only).
Main Route Approved Amount: The amount of fuel approved for the main route (read-only).
Return Route: The return route for the trip (read-only).
Return Route Approved Amount: The amount of fuel approved for the return route (read-only).
Request and Approval Fields
Requested Fuel: A table where users add fuel requests.
Approve Buttons: Contains the HTML buttons for approving or rejecting the fuel requests.
Approved Requests: A table displaying the fuel requests that have been either approved or rejected.
Reference and Status Fields
Reference Doctype: The originating module from which the fuel request was made (e.g., Trips).
Reference Docname: The specific document linked to the fuel request (e.g., Trip Number).
Status: The current status of the fuel request (Waiting Approval, Partially Processed, Fully Processed).
Step-by-Step Example of Creating and Managing a Fuel Request
Create a New Fuel Request:
Click New in the Fuel Requests module.
Select the Company and the Truck. The system will auto-populate fields such as Truck Driver and Main Route.
Enter Fuel Details:
In the Requested Fuel table, add the required fuel types and quantities for the trip.
Approve or Reject Requests:
Use the Approve Buttons to either approve or reject the requests.
The approved or rejected requests will appear in the Approved/Rejected Requests table with their statuses.
Save and Track:
- Save the request, and monitor the status changes (e.g., Waiting Approval, Partially Processed, or Fully Processed).