Automated Fuel Tickets

Data from automated fuel systems can be imported and processed by the System using the Automated Fuel Tickets screen. This screen creates a record for transactions for fuel, fluid, miscellaneous costs such as oil changes, smog checks, or car washes, or any combination of these transactions.

Transactions can be processed from many different automated fuel dispensing systems without requiring users to re-enter or create multiple fuel tickets. Operations departments configure and use the fuel dispensing system to save a record of each fueling transaction, which contains an equipment ID, current meter reading for the equipment, the fuel pump ID or type of fuel dispensed, and the quantity of fuel that was dispensed.

Data is uploaded from an automated fuel system to a selected file location on the System workstation, which is used by Automated Fuel integrations to process the data into the Automated Fuel Tickets screen. The System skips transactions that contain a skip code specified by your administrators for the fuel system.

See the Skip transactions beginning with option on the Automated Fuel Systems screen, Fuel System Description tab for more information related to skipping transactions.

Prerequisites

Administrators must configure your System screens for the Automated Fuel integrations prior to use. At minimum, the following requirements must be completed:

Configure the Equipment ID(s) for equipment being used with this screen on the Asset Primary Information screen.
(Required for Internal Fuel Tickets) Configure the Tank ID(s) for fuel/fluid tanks being used on the Fuel/Fluid Tanks - Primary Information screen. The tank must have a value for Location ID and Fuel/fluid type fields on the Basic Info tab and for Quantity on-hand field on the Current Inventory tab.
(Required for Internal Fuel Tickets) Create a record for the Tank ID(s) created in step 2. The tank must have a value in the Read date and time and New reading fields, and the Adjustment type option must be QUANTITY ONLY.
Configure the Pump ID(s) to be used with the Tank ID(s) using the Fuel Tanks - Pumps screen.

Once these screens have been configured, an administrator must configure the Automated Fuel integrations.

See the Business Process Automation Administrator and User Guide for in-depth configuration instructions for the Automated Fuel integrations.

Note: The Equipment ID of the top-level parent is used when fuel charges are posted to an equipment ID. Full operating cotsts of equipment can be viewed by running a Standard Cost report in Web Modules.
Note: An error will display if fuel rows are still being updated and have not been processed when a user attempts to re-run processing.
Note: To display all transactions, including successes and rejections, select Yes for Display all transactions option in the filter dialog.

Tip: Whether the system checks for valid fuel and/or fluid transactions is specified on
Tip: The Automated Fuel Systems screen, Processing Rules - Fuel and Processing Rules - Fluids tabs contain options to configure the System to check for valid fuel and/or fluid transactions. This screen is intended for use by managers only. Updates to the information it specifies can disable the processing of the fuel system interface.

To learn more about each tab's functions and fields, click the applicable hyperlink.

Setup

Specifies the automated fuel system from which data for an upload originates

Fuel Data Load

Defines and processes an upload from an automated fuel system and displays the number of transactions accepted and rejected during the processing

Transactions

Displays data uploaded from an automated fuel system in raw format and any error messages the data generated