Plan replenishment, request fuel and follow purchase orders
Reorder suggestions help plan supply; they are not proof that fuel was ordered or received. A purchase request captures a need, while a purchase order tracks a supplier commitment and its receipts.
Reviewed 7 October 2026
Who this is for
Stock operators create requests; authorized managers review them and manage purchase orders.
Before you begin
Check current stock, capacity, consumption, delivery timing and existing open requests/orders to avoid duplicate supply.
1Submit a fuel request
- Open Purchase requests. Select station and tank, choose the supplier when known and enter requested litres, unit cost and notes.
- Save the draft, review it and submit using the available action. A draft has not yet reached approval.
- The authorized reviewer opens the submitted request, checks the figures and confirms or rejects with a reason. Read the resulting status before arranging the next step.
- Use Reorder suggestions as supporting information, then check operational facts before acting.
The requested quantity and approval decision are visible.
2Manage a purchase order
- Open Purchase orders, create or open the appropriate order and verify supplier, station and line items.
- Use Send/status actions only when the corresponding business step has actually happened. A software status does not prove the supplier acknowledged an external conversation.
- At receipt, open the order and record the quantity actually received per line, with its invoice/reference information. Use separate receipts for partial deliveries.
- If over-receipt is permitted, supply the required justification. Cancel an eligible order with a reason rather than pretending it was fulfilled.
Ordered, received, remaining and cancelled quantities stay distinguishable.
A practical example
An order for 10,000 L delivered in two loads should show the first actual receipt of 6,000 L, then the remaining 4,000 L. Do not record 10,000 L when only the first truck arrived.
If something goes wrong
A request is approved; is stock already available?
Approval is not physical receipt. Check the resulting records and record actual delivery through the supported workflow.
A suggestion looks too high
Review the period, tank capacity, stock and outstanding supply. Suggestions do not replace the manager’s purchasing decision.
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