The biggest problem facing companies when trying to manage fuel use is the overwhelming amount of data involved. On average, a fleet driver might fill up 51 times a year. If the employer pays for all the fuel used, the fleet manager has to check about six pieces of information, ranging from fuel used to price, date, correct registration and location.

So, for one driver, each year, there are at least 306 pieces of information to be checked. Multiply this across a 100-vehicle fleet and suddenly every day could simply be filled with checking fuel receipts.

But it doesn't end there, as many companies operate a pay and reclaim system instead, which provides information based on each journey and multiplies the amount of data by at least 10 times. At this level, computing power is essential for a company to truly understand what is being spent where and by whom.

Using Fleet-Key Fuel Management and Fuel Card integration to identify drivers who have a heavy right foot or whose vehicles are using too much fuel can pay real dividends. Data captured in the system can be analysed by vehicle, driver, date, fuel type and economy among a range of other factors to get an exact picture of where a fleet's money is being spent on the road. Fuel cards can be issued against a driver or a specific vehicle. Fuel transactions can easily be uploaded from the service provider and automatically be captured and reconciled against the related Contract or Operation.

Key features for fuel management:

  • Fuel cards issued against drivers or vehicles
  • Fuel card transaction uploads and reconciliation
  • Fuel transactions analysed by vehicle, driver, date, fuel type and economy among a range of other factors

Fuel Management Features

Fuel Management has the following main features:



Fuel mapping

Create in the Mapping table under the base setup an item/service resource against a Third-Party service provider. All third parties need to be setup as a supplier in standard AX.

Fuel Transactions

This function under periodic is used to run a batch process for all the unprocessed fuel transactions in the fuel staging table.

Fuel transaction staging

This function under periodic is used for the validation of uploaded service provider transactions and setting of transactions for the processing and creating of payment journals.

Fuel transaction history

This function is used to view all the fuel transaction history.