Fuel Requests Table

Introduction

The Fuel Requests Table within the VSD Fleet Management System (VSD Fleet MS) is designed to manage and track individual fuel requests related to trucks and fleet operations. This module allows users to create, approve, or reject fuel requests, track their status, generate purchase orders, and manage fuel distribution for trips. The table is typically used within other documents, such as Fuel Requests, and provides detailed information on the requested fuel, its cost, and status.

Accessing Fuel Requests Table

To access the Fuel Requests Table:

Navigate to the parent document (e.g., Fuel Requests) that contains the Fuel Requests Table.

You will see a table containing individual fuel request entries for specific trucks, fuel types, and quantities.

Field Overview

Primary Fields

• Fuel Type (Item Code): A link to the Item doctype that represents the type of fuel being requested. This field is required and read-only once the request is approved.

• Quantity: The amount of fuel requested in liters. This field is required and read-only once the request is approved.

• Disbursement Type: A selection field that allows users to choose the method of fuel disbursement (either "From Supplier" or "Cash").

• Supplier: A link to the Supplier doctype, used when fuel is being disbursed by a supplier. This field is read-only once the request is approved.

• Cost Per Litre: The cost of fuel per liter. This field is required and becomes read-only once the request is approved.

• Total Cost: Automatically calculated based on the quantity of fuel and cost per liter. This field is read-only.

Status and Approval Fields

• Status: This field tracks the current status of the fuel request (e.g., Open, Approved, Rejected). It is automatically updated based on the actions taken by the approver.

• Approved/Rejected By: This field captures the name of the user who approved or rejected the fuel request.

• Approval/Rejection Date: The date when the fuel request was approved or rejected.

• Receipt Date: The date when the fuel was received.

• Receipt Time: The time when the fuel was received.

• Received By: The user who received the fuel.

Purchase Order and Transaction Fields

• Create Purchase Order: A button that allows users to create a purchase order for the fuel request if none exists.

• Purchase Order: A link to the Purchase Order doctype that is generated for the fuel request. This field is read-only.

• Transaction Date: The date when the fuel request transaction occurred.

Step-by-Step Example of Creating and Managing a Fuel Request:

Create a New Fuel Request:

• Within the Fuel Requests document, add a new row to the Fuel Requests Table.

• Select the Fuel Type, enter the Quantity, and specify the Disbursement Type (e.g., "From Supplier").

Add Supplier and Costs:

• If applicable, select the Supplier and enter the Cost Per Litre. The Total Cost will be calculated automatically.

Create a Purchase Order (Optional):

• If fuel is being disbursed from a supplier, click the Create Purchase Order button. This will generate a linked purchase order for the fuel request.

Approve or Reject the Fuel Request:

• Once reviewed, approve or reject the fuel request. The Status field will automatically update based on the action taken, and the fields will become read-only once approved.

Track Receipt and Completion:

• After approval, record the Receipt Date, Receipt Time, and Received By to track when the fuel was actually received.