Fuel Tracking

Fuel lives in Fleet → Fuel (page title Fuel Management). It has

five tabs: Overview, All Logs, Fuel Sources, Analytics and

Settings. A vehicle's own profile also has a Fuel tab with that

truck's logs.

Who enters fuel

Fuel is entered in the office: owners, admins, dispatchers and mechanics, from

Fleet Management. The driver app has no fuel screen, so drivers don't log

fill-ups themselves. If drivers bring back receipts, someone in the office

enters them.

Three kinds of fuel

Each source appears only when it is switched on under Settings →

Fuel Source Controls.

Add a retail fuel log

Click Add Retail Fuel Log (on a phone, Add Log). Fill in:

worked out for you.

Fuel Sources → Retail Stations).

There is no receipt upload on a retail fuel log. Tank deliveries

(Attach Ticket/Photos) and mobile fuel services

(Delivery Tickets / Photos) do take attachments.

When Auto-Calculate MPG or Auto-Calculate Cost/Mile is on

(Settings → Auto-Calculation Rules; both start on), PortaPro compares the

new odometer reading with the same truck's previous log from an earlier date

and stores the MPG and cost per mile on the log. It needs an earlier log with

a lower odometer reading, so a truck's first log has neither.

Linking fuel to a job

Turn on Link to a job and pick the job. PortaPro then records the fill as

an expense on that job (category Vehicle Fuel), so it shows up in the

job's profitability. Fuel logs that are not linked to a job are not copied to

expenses.

Edit or delete a log

On All Logs, open a row's menu for Edit or Delete. Edit Fuel

Log has the same fields as the add form. Only retail fuel logs can be

edited here; tank deliveries and mobile services are managed under

Fuel Sources.

The Overview tab

Overview shows Total Gallons, Total Cost, Avg Cost/Gallon and

Fuel Logs for the Last 30 days, a Fuel Source Breakdown (retail,

yard tank and mobile) and Recent Fuel Logs.

These figures count everything fuel-related: retail fill-ups, deliveries into

your yard tanks, and mobile vendor services. A delivery into a yard tank is

counted as fuel bought on the day it was delivered.

All Logs

All Logs lists fuel across every source with Date, Vehicle,

Driver, Source, Gallons, Cost/Gal, Total Cost,

Odometer and Location. Narrow it with search, a date range, the source

filter (All Sources, Retail Stations, Yard Tanks,

Mobile Vendors) and a vehicle picker.

Analytics

Analytics has four sub-tabs: Overview, Performance,

Compliance and Reports.

Overview shows Cost Per Mile (with miles driven), Fleet Avg MPG

(with gallons used), Total Fuel Cost and Fuel Sources, plus tables of

cost per mile by vehicle and MPG by vehicle. How the numbers are worked out:

first and last odometer reading.

before the first reading.

Reports offers Vehicle Efficiency, Fuel Usage Over Time,

Cost Trends and Station Performance, for Last 30 Days,

Last 90 Days, Last 6 Months, Last Year or Custom Range.

Vehicle Efficiency lists active vehicles with total gallons, total miles,

MPG, total cost and cost per mile for the period. It counts every fill in the

period, including the first one, so its MPG can differ from the Analytics

Overview figure for the same truck.

See Troubleshooting Fleet before relying on

the export buttons.

A vehicle's Fuel tab

Open a vehicle and choose Fuel to see its Total Gallons,

Total Cost, Avg Cost/Gallon and Fuel Logs, its log table, and

Add Fuel Log.

Settings

Settings (on the Fuel page) holds Fuel Source Controls,

Alert Thresholds (tank low and critical levels, unusual consumption,

price spikes), Auto-Calculation Rules, Integration & Automation,

Notification Preferences and SPCC Compliance.

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