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Gonyeti ERP

Fuel Management

Fuel management that ties every litre to a truck, a driver and a trip

Fuel is usually a transport company's largest variable cost. Gonyeti controls it at the point of issue with authorised fuel orders, records every fill-up with an odometer reading, and compares consumption with what each unit should be using.

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What is a fuel management system?

A fuel management system controls how fuel is requested, authorised, issued and accounted for. For a truck fleet, it links each issue to the vehicle, driver, odometer reading and trip so that consumption can be measured and abuse detected.

Read our guide on how to control fuel usage in a transport company.

The problem

Where fuel disappears

Unauthorised fill-ups

Drivers fill where and when they like, with no approval against a trip.

No odometer, no consumption

Without a reading at every fill-up, litres per 100 km cannot be calculated.

Bulk tank shrinkage

Diesel delivered to the depot tank is not reconciled with what is issued.

Fuel not on the trip

Fuel cost is known per month, not per load, so trip profit is overstated.

Multiple currencies

Fuel bought across borders in different currencies is hard to compare.

No benchmark

Nobody knows what consumption a given truck should achieve loaded or empty.

How Gonyeti solves it

Authorise, issue, measure

Fuel is requested and issued through fuel orders. Each order records the vehicle, driver, trip, station, odometer, quantity and unit price, and can require authorisation before it is honoured.

Depot fuel is controlled through bulk tanks: deliveries (top-ups) into the tank and issues out of it are both recorded. Every horse and vehicle has a tank capacity and expected consumption loaded and empty, so actual usage can be compared with the standard.

  • Fuel requests and authorised fuel orders
  • Bulk tank top-ups and issues
  • Fuel stations by country and city
  • Fuel linked to trips, drivers and units
  • Expected consumption loaded and empty per unit

Capabilities

Fuel management capabilities

Fuel orders
Order number, date, vehicle, driver, trip, station, odometer, litres, unit price and amount.
Authorisation
Orders can be held pending approval, with approver and reason recorded.
Bulk fuel
Depot tanks with top-ups from suppliers and issues to vehicles, equipment and employees.
Fuel requests
Staff and drivers request fuel; requests are approved and fulfilled through orders.
Stations
Fuel stations recorded with location so fills can be analysed by station and route.
Consumption standards
Expected consumption empty and loaded per unit, for comparison with actual.
Trip fuel
Fuel per trip feeds trip profitability.
Currency and rates
Fuel bought in different currencies with exchange rates captured.
Fuel reports
Fuel consumption reporting per unit and period. See reports.

Typical workflow

How fuel is controlled

  1. 01

    Request

    Fuel is requested for a trip or vehicle.

  2. 02

    Authorise

    A supervisor approves the order.

  3. 03

    Issue

    Fuel is issued at a station or bulk tank with odometer and litres.

  4. 04

    Measure

    Consumption is compared with the unit's loaded/empty standard.

Why it matters

What fuel control delivers

Less leakage

Every litre is authorised and assigned to a vehicle and driver.

Real trip cost

Fuel per load gives honest trip margins.

Driver accountability

Consumption by driver highlights coaching needs and abuse.

Reconciled tanks

Bulk deliveries reconcile against issues.

Related Gonyeti modules

Trip Management

Plan, authorise and close every trip with its freight, costs and profit.

Learn more

Driver Management

Licences, passports, allowances, trips and incidents for every driver.

Learn more

Fleet Management

Horses, trailers and vehicles with their fuel, tyres, drivers, documents and costs.

Learn more

Reports & Analytics

Trip profitability, fuel, tyre and workshop reports from one dataset.

Learn more

FAQs

Frequently asked questions

Can fuel orders require approval?
Yes. Fuel orders can be set to pending until authorised, with the approver and any reason recorded.
Does Gonyeti handle depot bulk tanks?
Yes. Deliveries into tanks and issues out of them are recorded so tank stock can be reconciled.
Can fuel be linked to a trip?
Yes. Fuel orders can reference the trip, so fuel cost is included in trip profitability.
Can we see fuel consumption per truck?
Yes. Fill-ups with odometer readings give consumption per unit, which can be compared with its expected consumption loaded and empty.

See Gonyeti running on a transport operation like yours.

Book a working session with the Gonyeti team. We will walk through trips, fleet, workshop, fuel and tyres using scenarios from your operation.

Book a Demo Contact sales