Diesel Tracking
Built around what SARS actually asks for when you claim the diesel refund.
Why diesel recordkeeping is harder than it should be
Under Schedule 6 of the Customs and Excise Act, farming and forestry operations can claim back a portion of the diesel levy for fuel used in qualifying primary production activities. The catch is the paper trail: SARS expects a logbook that shows exactly how much fuel went into which qualifying activity, on which asset, on which date — and any non-qualifying use has to be split out, not lumped in.
Most farms still run this through paper logbooks that get re-captured into a spreadsheet at claim time, weeks after the fuel was actually used. Gaps, guesses, and rounded numbers are exactly what an audit picks apart.
How the Diesel module helps
The module replaces the paper logbook with direct capture at the bowser: the record exists the moment the fuel is used, not weeks later.
Capture at the point of dispensing
Litres, bowser, asset, and employee are logged the moment fuel is dispensed — not reconstructed from memory at the end of the week.
Before/after readings
Odometer and hour-meter readings are captured alongside every dispensing event, giving you a defensible usage trail per asset.
Employee-to-asset authorization
Fuel can only be logged against assets an employee is actually authorized on, so the record reflects who was really doing what.
Audit-ready records
Every purchase, dispensing event, and bowser transfer is timestamped and attributable, ready to hand over if SARS comes asking.
Farm Bi's Diesel module is built around SARS's Schedule 6 recordkeeping requirements — it doesn't replace your tax practitioner or constitute tax advice. Always confirm your claim with a qualified advisor.