Team Playbook

Start here if you're new. This page tells each team exactly what to do daily in the Fuels module. For detailed feature documentation, refer to the individual pages linked in each section.

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CSE (Customer Support)

Pages you'll use: Buy

The CSE team ensures that fuel buy requests have accurate data and valid proof uploads before they move forward.

Daily Tasks

1. Review new buy requests
   • Go to Fuels → Buy (/fuels/buy)
   • Filter by status: Requested
   • Open each request and verify:

Check	What to look for
Bill amount vs entered amount	The amount entered in the form should match the amount on the uploaded bunk bill
Rate vs rate card	The rate should match the bunk's current rate card
Proof uploads	All required proofs (before filled, after filled, bunk meter, bunk bill) should be uploaded and legible
Machinery & operator	Correct machinery and operator should be assigned

2. Flag mismatches
   • If the bill amount doesn't match the entered value, or proofs are unclear/missing — coordinate with the machinery owner/operator to correct and resubmit

Quick Filters

Filter	Value	Purpose
Status	Requested	New requests awaiting review
Status	Pending	Drafts not yet submitted — no action needed from CSE
Date Range	Today / This Week	Focus on recent requests

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Accounts

Pages you'll use: Settlements, Buy

The Accounts team handles settlement verification and ensures wallet credits are processed correctly.

Daily Tasks

1. Check pending settlements
   • Go to Fuels → Settlements (/fuels/settlements)
   • Filter by status: Unpaid
   • Review each settlement:

Check	What to look for
Commission calculation	Commission amount should match the bunk's configured commission type and value
Final amount	Should equal bill amount minus commission
Due date	Verify the due date is calculated correctly (accepted date + settlement duration days)

2. Verify completed settlements

   • Filter by status: Paid
   • Cross-check that the wallet credit appears in Companies → [Company] → Account → Wallet with source "Bunk Settlement"

3. Monitor aggregated totals

   • Review the summary totals at the top of the settlements list (total amount, total commission, total settlement amount) for daily/weekly reconciliation

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Admin

Pages you'll use: All pages

Admins have full access and oversee the entire fuel module. Focus on configuration, approvals, and exceptions.

Daily Tasks

1. Monitor buy request activity

   • Go to Fuels → Buy (/fuels/buy)
   • Check for requests stuck in Requested status for too long — follow up with bunk salesman
   • Review any Declined requests and ensure valid reasons are recorded

2. Bunk health check

   • Go to Fuels → Bunks (/fuels/bunks)
   • Ensure all active bunks have current rate cards set
   • Check for bunks with status Under Review — complete review and activate or block

3. Rate card management

   • Go to Fuels → Settings (/fuels/settings)
   • Verify global rate cards are up to date
   • Check for any upcoming rate changes scheduled

Periodic Tasks (Weekly/Monthly)

Task	Where	What to check
Commission audit	Bunks → Account → Edit Commission	Ensure commission values are correct for each bunk
Settlement reconciliation	Settlements	Compare total paid settlements against wallet credits
Bunk onboarding	Bunks	Process new bunk registrations, verify documents
Rate history review	Settings → Rate Card → History	Track fuel price trends

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Bunk Salesman

Pages you'll use: Buy

Bunk salesmen respond to incoming fuel buy requests from machinery owners/operators.

Daily Tasks

1. Process incoming requests

   • Go to Fuels → Buy (/fuels/buy)
   • Filter by status: Requested
   • Open each request and review the details (all fields are read-only)

2. Take action on each request

Action	When to use
Accept	Fuel has been dispensed and details are correct. This creates a settlement automatically
Decline	Details are incorrect, or fuel was not dispensed. Enter a clear decline reason in the modal

3. Verify before accepting
   • Confirm fuel type, volume, and amount match what was actually dispensed
   • Check that the bunk bill proof is valid

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Machinery Owner / Operator

Pages you'll use: Buy

Owners and operators create and manage fuel buy requests for their machinery.

Daily Tasks

1. Create fuel buy requests

   • Go to Fuels → Buy (/fuels/buy) → Click Add
   • Fill in fuel details, upload all proofs, and click Add (saves as Pending)
   • Open the saved request, review details, and click Request to submit to the bunk

2. Track request status

   • Check the status of your submitted requests:

Status	What it means	Your action
Pending	Draft saved, not yet sent to bunk	Review and click Request
Requested	Sent to bunk, awaiting response	Wait for salesman to accept/decline
Accepted	Bunk confirmed the purchase	No action needed
Declined	Bunk rejected — check the reason	Edit the request and resubmit

3. Handle declined requests
   • Click the info icon to view the decline reason
   • Edit the request to fix the issue
   • Click Request to resubmit

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:::tip For New Joinees

1. Read this playbook first to understand your daily responsibilities
2. Then read the feature page linked in your section for detailed field descriptions and workflows
3. Ask your team lead if any task is unclear — this playbook will be updated as processes evolve :::