French to English Bus/Financial Automotive / Cars & Trucks

This is from a Belgian document setting out a Company Car policy. Does this mean the employee has to record the kilometers travelled when purchasing fuel? If so, how should I express this in English? FYI, I have translated "retraits de carburant" as "fuel purchases" elsewhere in the document. The full sentence is as follows:

Le salarié encode à chaque retrait l’indice kilométrique du véhicule, faute de quoi la facture Total fera apparaître des consommations incohérentes qui donneront lieu à des refacturations.

Thank you!