Managing Transactions

Complete guide to understanding, monitoring, and managing fuel transactions in the PetroLink platform.

Every fuel transaction is securely recorded with complete audit trails for transparency and control.

Transaction Overview

Initiation

QR scan starts process

Verification

Multi-layer security

Dispensing

Real-time monitoring

Recording

Complete documentation

Transaction Lifecycle

Complete Transaction Flow

  1. 1. Pre-Authorization (0-30 seconds)
    • β€’ Driver scans QR code at pump
    • β€’ System validates driver, vehicle, and wallet
    • β€’ Checks spending limits and restrictions
    • β€’ Generates unique transaction ID
  2. 2. Verification (30-60 seconds)
    • β€’ OTP sent to driver's mobile
    • β€’ Driver captures odometer reading
    • β€’ System verifies location via GPS
    • β€’ Final authorization granted
  3. 3. Fuel Dispensing (2-10 minutes)
    • β€’ Pump activated remotely
    • β€’ Real-time flow monitoring
    • β€’ Live transaction updates
    • β€’ Automatic cutoff at limits
  4. 4. Completion (Instant)
    • β€’ Final amount calculated
    • β€’ Digital receipt generated
    • β€’ Wallet debited automatically
    • β€’ All parties notified

Transaction Data Structure

Information Captured

Transaction ID: TRX-2024-001234
================================
Date/Time: 2024-01-15 14:32:18
Status: Completed

LOCATION DETAILS:
Station: Main Street Station (ST-101)
Pump: 03
GPS: 24.7136Β°N, 46.6753Β°E

VEHICLE INFORMATION:
License Plate: ABC-1234
Type: Sedan
Driver: Mohammed Ahmed (DR-5678)
Department: Sales

FUEL DETAILS:
Type: Gasoline 95
Quantity: 45.50 liters
Unit Price: 2.18 SAR/liter
Total Amount: 99.19 SAR

VERIFICATION:
OTP: Verified βœ“
Odometer: 125,431 km
Photos: 2 captured βœ“

PAYMENT:
Method: Digital Wallet
Wallet ID: WLT-CORP-001
Previous Balance: 1,500.00 SAR
New Balance: 1,400.81 SAR

Transaction Types

Standard Transactions

  • βœ“ Regular vehicle fueling
  • βœ“ Automatic authorization
  • βœ“ Within preset limits
  • βœ“ Standard verification

Special Transactions

  • βœ“ Emergency fueling
  • βœ“ Manual override required
  • βœ“ Supervisor approval
  • βœ“ Enhanced documentation

Transaction Monitoring

Real-Time Dashboard

Live Transaction View Shows:

  • β€’ Active fueling sessions
  • β€’ Pump utilization
  • β€’ Queue status
  • β€’ Amount dispensed
  • β€’ Time elapsed
  • β€’ Driver details
  • β€’ Alerts & exceptions
  • β€’ Approval pending
  • β€’ System status

Transaction Alerts

High Value Alert

Transaction exceeds 200 SAR - requires review

Off-Hours Transaction

Fueling outside business hours detected

Location Anomaly

Vehicle fueling outside assigned region

Transaction Approval Workflows

Approval Scenarios

Scenario Trigger Approver SLA
Over Daily Limit Exceeds driver's daily cap Direct Supervisor 5 minutes
Unusual Location Outside assigned region Fleet Manager 10 minutes
After Hours Outside work schedule On-call Manager 15 minutes
Wrong Fuel Type Mismatch with vehicle System Block Immediate

Approval Process

1. Transaction flagged for approval
2. Notification sent to approver(s)
3. Approver reviews details:
   - Transaction amount
   - Driver information
   - Vehicle details
   - Reason for exception
4. Decision made:
   - Approve β†’ Transaction proceeds
   - Reject β†’ Transaction cancelled
   - Request Info β†’ Driver contacted
5. Decision logged with notes

Transaction Search & Filtering

Search Capabilities

Filter Transactions By:

Time Period
  • β€’ Today/Yesterday
  • β€’ This week/month
  • β€’ Custom date range
  • β€’ Specific time slots
Entity
  • β€’ Station/Location
  • β€’ Vehicle/License plate
  • β€’ Driver name/ID
  • β€’ Department/Team
Transaction Details
  • β€’ Amount range
  • β€’ Fuel type
  • β€’ Status
  • β€’ Payment method

Transaction Reports

Available Reports

Operational Reports

  • πŸ“Š Daily transaction summary
  • πŸ“Š Peak hours analysis
  • πŸ“Š Station utilization
  • πŸ“Š Driver activity report
  • πŸ“Š Exception report
  • πŸ“Š Approval metrics

Financial Reports

  • πŸ“Š Cost analysis by vehicle
  • πŸ“Š Department spending
  • πŸ“Š Fuel price impact
  • πŸ“Š Budget utilization
  • πŸ“Š Invoice reconciliation
  • πŸ“Š Tax reports

Report Scheduling

Automate report generation and distribution:

  • βœ“ Daily summary emails at 6 AM
  • βœ“ Weekly fleet performance every Monday
  • βœ“ Monthly cost analysis on 1st
  • βœ“ Custom schedules available

Transaction Reconciliation

Daily Reconciliation Process

End-of-Day Procedures:

  1. 1. System generates daily transaction report
  2. 2. Compare with station pump readings
  3. 3. Verify wallet deductions match dispensed fuel
  4. 4. Flag any discrepancies for investigation
  5. 5. Generate reconciliation certificate
  6. 6. Archive transaction data

Handling Discrepancies

Common Issues

  • β€’ Pump meter variance
  • β€’ Network interruptions
  • β€’ Manual overrides
  • β€’ System timeouts

Resolution Steps

  • β€’ Review transaction logs
  • β€’ Check pump calibration
  • β€’ Verify with video footage
  • β€’ Adjust records if needed

Transaction Security

Security Measures

Encryption

All transaction data encrypted at rest and in transit

Audit Trail

Complete history of all changes and access

Access Control

Role-based permissions for viewing transactions

Transaction Exports

Export Options

Available Formats:

Excel

CSV

PDF

JSON/API

Integration with Accounting Systems

Export configurations for popular accounting software:

  • βœ“ SAP format with cost center mapping
  • βœ“ QuickBooks journal entries
  • βœ“ Oracle ERP integration
  • βœ“ Custom formats via API

Best Practices

Transaction Management Excellence:

  • βœ… Daily reconciliation without fail
  • βœ… Prompt investigation of anomalies
  • βœ… Regular audit of approval workflows
  • βœ… Monthly trend analysis
  • βœ… Clear documentation of exceptions
  • βœ… Regular system health checks
  • βœ… Staff training on procedures
  • βœ… Backup of transaction data
Transaction Support: For transaction-related queries, contact transactions@petrolink.app