Open Fuel Transactions
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Summary/Use Case
Report Summary
The Open Fuel Transactions report provides a detailed listing of all fuel-related transactions that remain open and have not yet been closed. This report is grouped by either vehicle or date and includes key transaction details such as gallons dispensed, cost per gallon, and total cost. Fleet managers can use this to monitor pending fuel entries and reconcile them before closing out periods.
Use Case
Reconcile open fuel transactions before closing out accounting periods
Monitor fuel usage patterns by date or vehicle for operational insights
Validate accurate fuel data entry before finalizing reports
Track open fuel-related costs by facility to support budget forecasting
Detect potential issues such as $0 fuel cost or incorrect odometer readings
Location: Where to Find It
Reports > RTA Standard Reports > Fuel > Open Fuel Transactions
Data Filter Prompts
You will be prompted for filtering of the Data to specify and narrow down the data that will be pulled. See Data Filter List Below for Options
Parameter List
Parameter Name | Value (Default) | Value (Notes) |
|---|---|---|
Please select Date or Vehicle for grouping | Date | Options: Date or Vehicle |
Data Filter List
Filter Name | Recommended Filter Condition(s) | Value (Options) | Value (Default) | Value (Notes) |
|---|---|---|---|---|
Facility | Is Between | 1 - 99999 | 1 | Can include all facilities from first (1) to last possible value. |
Date Range | Is Between | Any Date Range | First to Last Day of Previous Month | Defaults to the full month of July 2025. |
Vehicle | Is Between | Any Vehicle Range | blank - zzzzzzzzzzzz | Blank and zzzzzzzzzzzz represent the full vehicle range (first to last). |
Report Output and Data Elements
Report Output
The Open Fuel Transactions report displays grouped entries of fuel transactions that have not yet been finalized. It lists transactions by vehicle or by date, based on the selected grouping parameter. Each row includes detailed information such as fuel type, quantity, odometer, and cost. Totals are calculated per vehicle and per facility where applicable.
Report Data Elements
Column Number | Column Title | Data Notes |
|---|---|---|
1 | Date | Date the transaction was logged. |
2 | Transaction Number | Unique identifier for the fuel transaction. |
3 | Tank | Tank number used to dispense fuel. |
4 | Pump | Pump number used during the fueling event. |
5 | Fuel Type | Type of fuel dispensed (e.g., D = Diesel). |
6 | Tax | Tax classification for the transaction. |
7 | State | State where fueling occurred. |
8 | Odometer | Vehicle’s odometer reading at time of fueling. |
9 | Cost Type | Type of cost applied (e.g., Fuel, Parts). |
10 | $ / Gallon | Price per gallon for the fuel. |
11 | Miles | Miles attributed to the fuel transaction. |
12 | Quantity | Number of gallons dispensed. |
13 | Total Cost | Total cost calculated from gallons × $/gallon. |