External Fuel Tickets |
The External Fuel Tickets screen enables you to record fuel transactions that occur at a commercial fueling station. A fuel transaction can include the addition of fuel or oil as well as other miscellaneous charges. You also can issue fuel directly to a department, without an equipment ID. When a fuel ticket is processed, the application writes the billing ID value to the Fuel Tickets (FTK_MAIN) table for reporting purposes.
To process fuel transactions generated by an automated fuel dispensing system, use the Data -> Equipment Activity -> Fueling -> Automated Fuel Tickets screen.
To process fuel transactions that occurred at your internal fueling sites but were not captured by an automated fuel dispensing system, use the Data -> Equipment Activity -> Fueling -> Internal Fuel Tickets screen.
If the optional Mobile Software Module is installed, you can use hand-held devices to transfer fuel ticket information between the application and the hand-held devices in order to work with the data from remote locations. See the related documentation for these products.
A record of each ticket is written to the Fuel Tickets (FTK_MAIN) table for use with the Query/Report Generator , Web Modules Reporting, or any other reporting tool sold separately (such as Microsoft Access) that can attach to the database. See the related documentation for these products.
The External Fuel Tickets screen supports both location- and department-level security, so you must belong to a user group with the applicable authorizations to make changes or updates.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on equipment ID, employee/operator ID, from date, to date, and department ID. If a sort is not specified, the data is sorted in descending order by transaction date. Up to 500 rows of information display. To view more than 500 rows, use the Queries/Reports -> Query/Report Generator screen to create and run a report that includes the information.
You can use the % wildcard character to filter the results of choice lists on this screen.
The fields in the External fuel tickets screen group in the bottom section of this tab define information about the external fuel ticket. Unless otherwise indicated, these fields are required.
Equipment ID
Identifier of the equipment unit to which fuel, fluid, and miscellaneous cost items are charged. If the License number field is blank, this field is required. If the License number field has a value, the equipment ID associated with that value displays in this field. If the Department ID field has a value, this field must be blank. Otherwise, this field is required.
Note: When fuel charges are posted to an equipment ID, the equipment ID of the top-level parent is written to ftk_main.eq_parent_equip_no. You can run standard cost reports in FA Web Modules to see the full operating costs of the equipment.
This field has a choice list of IDs that do not have a check in the Exclude from inventory lists field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen. It must be an ID that the Status tab on the Data -> Equipment Units -> Fleet Equipment screen assigns to a Life-cycle status code ID that has a check in the Status denotes that unit is active field (on the Data -> Equipment Units -> Setup -> Life-Cycle Status Codes screen).
The following is dependent on whether there is a check in the Process fuel transactions for unauthorized equipment units field on the Data -> Equipment Activity -> Fueling -> Setup -> Options screen:
Blank: Must be an equipment ID that has a check in the Fuel tickets field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.
Check: A Y is inserted in the column of the Fuel Tickets (FTK_MAIN) table entry for the transaction.
When you specify the ID, the current system date displays in the Transaction date field, but you can change it.
In order for the current meter reading to be updated when you process information on this screen, the equipment unit must have a meter type specified in the Equipment class for meter types field on the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen.
Transaction date
Date and time (in MM/DD/YY HH:MM format) the fuel was dispensed. When you specify an equipment ID, the current system date and time displays, but you can change it. If you enter a date but not a time, the time defaults to 00:00. It must be the system date and time or earlier.
License number
License number of the unit to which fuel, fluid, and miscellaneous cost items are charged. If the Equipment ID field is blank, this field is required. If the Department ID field has a value, this field must be blank. Otherwise, it is optional.
If the Equipment ID field displays a valid equipment ID, you can enter any value you want in this field.
If the Equipment ID field is blank and the license number has an equipment ID associated with it, that value displays in the Equipment ID field.
License numbers are associated with equipment IDs on the Registration tab of the Data -> Equipment Units -> Fleet Equipment screen.
Tip: The uniqueness of license plate numbers across the fleet is enforced by the issuing government. If two or more equipment units have the same license plate number, you will be prompted to choose an equipment ID after entering the number. The equipment ID choice list includes the issuing government to help you make a selection.
Year-manufacturer-model-meter readings
Year-manufacturer-model-meter readings of the equipment unit. This field is display only.
Meter 1 reading and Meter 2 reading
For each appropriate meter, the current reading on the meter, to the nearest unit (omit tenths), at the time of the fueling. Optional.
If the Equipment class for meter types field on the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen specifies a value other than NONE, the class to which the unit is assigned specifies whether information is required in this field. If the Equipment class for meter types field specifies NONE, you can only specify zero in this field.
Under certain conditions, the current meter reading for the unit is updated on the Equipment Master (EQ_MAIN) table. See conditions for updating current meter readings and the Meter 1 and 2 validation fields.
The number of meter units is edited and a dialog box displays if the number exceeds the defined edit ranges for meter units with the current valid meter range. See Meter Reading Dialog Box for an explanation of the options it offers and the Meter 1 and 2 validation fields.
Meter 1 validation and Meter 2 validation
Specifies whether and how meter validation is performed on the meter 1 and 2 reading recorded at the time of the fueling. This field has a choice list of EQ UPD or NO EQ UPD. See meter validation fields.
Tip: If you bypass the meter validation by entering either EQ UPD or NO EQ UPD, that information is retained and the selected choice displays when you view data.
Reversal
If this field has a check, this posting is to reverse a previous entry (to correct an error). The current meter readings are not updated.
Fuel type
Type of fuel dispensed. This field has a choice list. The Require fuel type on external fuel tickets field on the Data -> Equipment Activity -> Fueling -> Setup -> Options screen determines whether information in this field is required.
If the Codes tab on the Data -> Equipment Units -> Fleet Equipment screen specifies a fuel type for the equipment unit, the value in this field is checked for a match. If the Codes tab does not specify a fuel type, the value in this field is assigned as the fuel type for the equipment unit.
Fuel qty
Quantity of fuel dispensed to the equipment unit, to the nearest tenth of a gallon or liter. The quantity of fuel dispensed is checked against the fuel capacity defined (if any) for the unit. If the value in this field exceeds the capacity, a warning message displays.
The fuel capacity for the unit is defined on the Capacities tab of the Data -> Equipment Units -> Additional Data screen.
Tip: If you type a value in this field, you must also type a value in the Fuel cost field.
Fuel cost
Total cost of the fuel. Required if there is a value in the Fuel qty field. The Rates and Markups tab on the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen specifies whether the applicable fuel type Markup amount per unit of fuel (go to the Data -> Fuel/Fluid Tanks -> Setup -> Fuel Types screen) is included for this cost.
Fluid/product type
Type of fluid or product. This field has a choice list:
ENGINE OIL
AUTO TRANS FLUID
ANTIFREEZE
HYDRAULIC OIL
BRAKE FLUID
GEAR OIL
AIR COND FLUID
OTHER
The types of fuel and fluid that can be posted to equipment are specified on the Codes tab of the Data -> Equipment Units -> Components - Primary Information screen.
Tip: To specify other types of products, such as car washes, use the OTHER fluid/product type. Product costs specified as OTHER are posted as miscellaneous costs on the Other tab of the Data -> Equipment Units -> Historical Costs screen.
Fluid/product qty
Quantity of fuel or product issued to the unit. If fluid, the value is to the nearest tenth of a gallon or liter. The quantity of fuel dispensed is checked against the fuel capacity defined (if any) and the on-hand quantity for the unit. If the value in this field exceeds the capacity, a warning message displays.
Tip: If you type a value in this field, you must also type a value in the Fluid/product cost field.
Fluid/product cost
Total cost of the fluid or product. Required if there is a value in the Fluid/product qty field.
Misc cost
Amount of any other costs incurred by the unit, for items such as small parts, washing, or minor repair. This field is optional.
Department ID
Identifier of the equipment unit's department at the time the fuel was issued. (Tracked in the FTK_MAIN table.) If the Equipment ID or License ID fields have values, this field must be blank. Otherwise, it is required.
Note: The database conversion from a version prior to 6.3.0 makes a best attempt to set the department ID on older fuel tickets based on data on the Data -> Equipment Management -> Assignment History screen. There are some data conditions for which it is not possible to determine the appropriate department ID for a particular date, so the department ID may be blank on older FTK_MAIN rows.
Account ID
Identifier of the general accounting system’s account associated with this fuel ticket. The default is the account ID for the equipment unit specified by the Equipment ID field. This field has a choice list.
The Account ID field on the Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether information in Account ID fields is required, optional, or not required.
When you assign the account ID, it must have a status of ACTIVE. (Account IDs and their statuses are defined on the Data -> Setup -> Organization Structure -> Accounts screen.)
Back out fuel tax
If this field has a check and there is a valid fuel type for the fuel ticket in the Fuel Type field, the system calculates the amount of fuel tax on the ticket (by multiplying the Fuel qty by the Fuel tax amount per unit of fuel specified for the fuel type on the Data -> Fuel/Fluid Tanks -> Setup -> Fuel Types screen) and subtracts the product from the fuel cost on the ticket. The amount of the fuel tax is stored in a separate column in the Fuel Tickets (FTK_MAIN) table.
State or province
Code for the state in which the transaction took place. This field has a choice list. Required if there is a check in the Require state/province on external fuel tickets field on the Data -> Equipment Activity -> Fueling -> Setup -> Options screen.
Tip: To specify Mexico, type MX.
Employee/operator ID
Identifier of the employee or operator who fueled the equipment unit. This field has a choice list.
Vendor ID
Identifier of the fuel vendor that supplied the fuel. This field has a choice list. It must be a vendor with a check in the Vendor provides: Fuel field on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This field is optional.
Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Invoice number
Vendor's invoice number. Maximum field length is 20 characters. This field is optional.
Currency ID
Identifier of the currency used by the vendor. This field auto-populates based on the vendor ID. This field is display only.
A vendor’s currency ID is specified on the Purchasing Info tab of the Data -> Setup -> Organizational Structure -> Vendors -> Primary Information screen.
Comments
Comments and notes about the external fuel ticket or the vendor. This field is optional.
External ID
This is the identifier of the fuel transaction. When using the MAXQueue electric charging interface, this field is populated when creating an external fuel ticket.
Session start date
The start date and time of the transaction. When using the MAXQueue electric charging interface, this field is populated when creating an external fuel ticket.
Session end date
The end date and time of the transaction. When using the MAXQueue electric charging interface, this field is populated when creating an external fuel ticket.
Fueling time
The number of seconds to perform the fueling. When using the MAXQueue electric charging interface, this field is populated when creating an external fuel ticket.
Connection type
The connection or plug type of the electric charging connection. This field has a drop-down list and a selection can be made from that list, or entered as a new selection. When using the MAXQueue electric charging interface, this field is populated when creating an external fuel ticket.
Path and file name
The Path and file name feature allows users to upload and attach files and photos of fuel tickets by selecting the paperclip icon and using the Add Link screen.