Log fuel usage

Summary

PSTrax allows administrators to build custom fuel logs that users can fill out any time fuel is added to a vehicle. These logs can include data such as mileage, gallons, cost, and attachments like receipts. You can configure these logs as “as-needed” checklists and copy them across multiple units. Once entries are logged, administrators can run detailed reports that pull fuel data across any date range or vehicle group for further analysis and export.

Instructions

Administrators can create a fuel log as an as-needed checklist and assign tasks for users to complete when logging fuel activity. Once the checklist is created, it can be copied to multiple units and used to collect mileage, gallons, cost, and receipt information. After logs are entered, custom reports can be set up to aggregate and filter this data across the fleet.

Step-by-Step Instructions

Create the Fuel Log Checklist

1. Go to Actions > Edit Checklists.

2. Click the dropdown at the top and select Add Checklist.

3. Name it "Fuel Log" and set the schedule note as "As Needed".

4. Select Link to as needed checklist and Hide from schedule.

5. Click Save.

Add Tasks for Logging Fuel

1. Click into the new Fuel Log checklist and add a task group (e.g., Fuel Log).

2. Add the following tasks with required log notes:

   • Location (log type: dropdown)

   • Mileage (log type: miles and hours)

   • Gallons (log type: numeric)

   • Cost (log type: numeric)

   • Attach Receipt (log type: numeric)

3. Enable Allow Attachment Logging for receipts or invoices.

4. Click Save.

Log a Fuel Entry

1. On the home screen, click As Needed next to the unit.

2. Select Fuel Log from the list.

3. Fill in fields (e.g., mileage: 100 miles, gallons: 10, cost: $40).

4. Attach a receipt (optional).

5. Click Log Items.

Copy the Checklist to Other Units

1. Return to Edit Checklists, scroll to Fuel Log, and click Dropdown > Copy Checklist.

2. Select other units (use Ctrl/Cmd to multi-select).

3. Ensure "Link to as needed" is selected and don’t activate.

4. Click Copy.

Create a Custom Report for Fuel Logs

1. Go to Settings > Vehicle and Station > Manage Custom Reports.

2. Click New Report, name it (e.g., Fuel Log), and select visibility level (e.g., Department).

3. Click into each unit and assign the Fuel Log checklist to the report.

4. Save the report.

Run and Export the Report

1. Go to Vehicle and Station > Logs and Reports > Custom Reports.

2. Select Fuel Log, set your date range, and click View Report.

3. Use filters to view by unit, task, gallons, etc.

4. Click Export to Excel to generate a downloadable file.

For help, reach out to help@pstrax.com.