Keep the source statement with the record
Use the statement or transaction export available from your FASTag provider as the reference for amounts and transaction status. Keep its source and period identifiable so a reviewer can return to it if a line needs checking.
Capture enough detail to match a toll
For each transaction, retain the fields available in the source: transaction date and time, vehicle or tag identifier, toll plaza, amount, status and a trip reference when your team can confirm it. The exact fields vary by issuer, so keep the source document alongside your own record.
Match transactions without guessing
- Sort the statement by transaction date and identify the vehicle or tag.
- Look for a trip that overlaps the time and route information recorded by your team.
- Attach the transaction to a trip only when the match is clear.
- Keep unmatched items in a review list with the reason they need attention.
- Check reversal, refund or failed-status lines against the source before changing a cost entry.
Review common exceptions
- A transaction has no confirmed vehicle or trip.
- A manual entry appears to duplicate a statement line.
- The recorded amount differs from the source.
- A reversal or adjustment has not been linked to its original entry.
- A trip record is missing the supporting toll document.
Summarize by period and vehicle
At review time, group the confirmed transactions by date range and vehicle. Separate matched entries from items awaiting review, then compare the total with the same period in the source statement. Keep adjustments visible as separate records rather than overwriting the original line.
What software should demonstrate
Ask how a toll source is attached, how staff search by vehicle and trip, and how an unclear match is held for review. Do not assume the fleet system connects to an issuer unless that integration is explicitly available and configured.
See JC Fleet’s FASTag expense records, trip settlement page and trip settlement template.
JC Fleet is a fleet operations and accounting workspace from JC TechLabs. This guide focuses on organizing operational records; confirm your own accounting and compliance requirements with the appropriate adviser.