Reconcile fuel, odometer and trip cost evidence

What you’ll learn

• Retain fuel and distance provenance.
• Calculate consumption with compatible units and periods.
• Investigate anomalies without unsupported accusations.

Useful terms

Provenance

The source and history of a measurement or entry.

Consumption rate

Distance per unit of fuel or fuel per distance, with explicit units.

Step-by-step operating routine

1. 01

   Capture fuel events consistently

   Record vehicle, quantity, unit, amount, supplier, date and source receipt or provider ID. Distinguish purchase from measured tank change. Keep corrections and voided entries traceable.

   Record or confirm

   • Vehicle
   • Fuel quantity / unit
   • Amount
   • Time
   • Source ID
2. 02

   Review duplicate imports

   Match provider references and manual entries to avoid counting one purchase twice. Inspect partial batches and rejected rows. An import retry must preserve successful entries and not repost them.

   Record or confirm

   • Provider reference
   • Manual match
   • Batch state
   • Duplicate decision
3. 03

   Validate distance evidence

   Compare start and end readings, source, time and device changes. Investigate decreasing or implausible values. Preserve original readings and approved corrections instead of rewriting history without explanation.

   Record or confirm

   • Start / end reading
   • Source
   • Device change
   • Correction
4. 04

   Calculate a comparable measure

   Use the same operating period and units. State whether distance is loaded, total or device-estimated. Separate fuel amount from quantity and consumption from currency cost per kilometre.

   Record or confirm

   • Period
   • Distance
   • Litres
   • Calculation basis
   • Cost
5. 05

   Investigate and assign action

   Review load, route, idling, receipts, calibration and maintenance before deciding a cause. Record an anomaly as a signal with an owner. Any disciplinary or financial action needs the proper human review and evidence.

   Record or confirm

   • Anomaly
   • Context
   • Investigation owner
   • Evidence
   • Decision

Exceptions and mistakes to avoid

• Purchased litres do not always equal fuel consumed within the same trip.
• A device replacement can create discontinuity in distance evidence.
• Never describe a flagged anomaly as proven theft.

Fuel evidence worksheet

Choose one coherent period and retain all source references.

Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.

Check your understanding

Try answering first, then open the explanation. Use the worksheet and source records to practise the task.

Put it to work with HiVAM

Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.

Keep your learning moving.