Internal Fuel Tickets |
The Internal Fuel Tickets screen enables you to post charges for fuel transactions that occur at one of your organization’s own fueling sites. A fuel transaction can include the addition of fluids (such as fuel and oil) and 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.
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, tank ID, location ID, from date, to date, site ID, pump ID, department ID, and fuel card ID. If a sort is not specified, the data is sorted in descending order by transaction date. Up to 200 rows of information display. To view more than 200 rows, use the Query/Report Generator screen to create and run a report that includes the information.
If the optional MobileFocus software is installed, you can use hand-held devices to enter fuel ticket information into the application from remote locations, as from a mobile fueling truck. See the related documentation for these products.
To process fuel transactions generated by an automated fuel dispensing system, go to the Automated Fuel Tickets screen.
To process fuel transactions from a commercial fuel station, go to the External Fuel Tickets screen.
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. Refer to the related documentation for these products.
Retention information for functional areas is specified on the Retention Levels tab of the System Mgmt -> Setup -> Table Management screen.
You can use the % wildcard character to filter the results of choice lists on this screen.
The Internal Fuel Tickets screen supports location-level and department-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
The fields in the Internal fuel tickets screen group in the bottom section of this tab define information about the internal fuel ticket. Unless otherwise indicated, these fields are required.
Equipment ID
Identifier of the equipment unit to which the fuel, fluid, and miscellaneous cost items are charged. This field has a list box of IDs that do not have a check in the Exclude from inventory lists field on the Authorization tab of the Fleet Equipment screen. It must be an ID that the Status tab on the 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 Setup -> Life-Cycle Status Codes screen).
If the Department ID field has a value, this field must be blank. Otherwise, it 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 Web Modules to see the full operating costs of the equipment.
The following is dependent on whether there is a check in the Process fuel transactions for unauthorized equipment units field on the Fueling -> Setup -> Options screen:
Blank: This must be an equipment ID that has a check in the Fuel tickets field on the Authorization tab of the 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.
The equipment ID associated with the number in the License number field displays (if any). If the License number field is blank, this field is required. Otherwise, it is optional. If there is a value in the License number field, the equipment ID associated with that value displays in this field.
In order for the current meter reading to be updated when you process information from 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 Fleet Equipment screen.
Transaction date
Date and time (in MM/DD/YY HH:MM format) that the fuel was dispensed. When you specify an equipment ID, the current system date and time display, 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 whatever 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 it in the Equipment ID field.
License numbers are associated with equipment IDs on the Registration tab of the 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.
Under certain conditions, the current meter reading for the unit on the Equipment Master (EQ_MAIN) table is updated. Refer to conditions for updating current meter readings and the Meter 1 and 2 validation fields.
Required unless the Classes tab of the Fleet Equipment screen assigns the equipment unit to an equipment class that the Meter Info tab on the Equipment Class - Primary Information screen specifies has a Meter type of NONE (in which case the value in this field must be zero [0]).
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 offered 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 list box of EQ UPD or NO EQ UPD. Refer to 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 reverses a previous entry (to correct an error). You may reverse quantities up to three decimal places.
Acceptable fuel reversal transactions include the following:
Reversal of an amount that is less than or equal to the sum of previously issued internal fuel tickets when type and price and tank (if present) match.
Reversal of an internal fuel ticket at a specific unit price that was posted previously.
You may not reverse a fuel transaction for an amount that is greater than what was previously issued.
In a reversal, the quantity on hand in the tank is updated only if there has been no tank reading adjustment since the transaction date.
Site ID
Identifier of the site. This field has a list box. The tank ID defaults based on this information. Optional.
Pump ID
Identifier of the pump. This field has a list box. The tank ID defaults based on this information. Optional on manual entry tickets, unless pricing fuel from the tank.
Tank ID
Identifier of the tank from which the fuel or fluid was dispensed. If you do not use the application to track tanks and fuel or fluid inventory, leave this field blank and type a value in the Fuel/fluid type field. This field has a list box. The issuing inventory location is determined from the location code associated with the value in this field. Optionalon manual entry tickets, unless pricing fuel from the tank.
Note: Treat all pumps that draw from the same tank as though they are a single pump.
If you are tracking fluid inventory through tanks (refer to Fluid/Product Types for more information), then enter the tank ID, Fuel/fluid type, and Qty fields to allow the quantity on hand in the tank to be properly adjusted.
Inventory is automatically relieved by the amount dispensed and the equipment unit is charged at the current unit price in effect for the tank.
The quantity/on hand for the tank ID (specified on the Current Inventory tab of the Fuel/Fluid Tanks - Primary Information screen) is checked against the dispensed quantity and a warning message displays if the quantity dispensed exceeds the quantity on hand. To assist in equipment unit and location tracking, the tank location ID displays in the Last fuel location field of the Locations tab on the Fleet Equipment screen.
Fuel/fluid type
The type of fuel or fluid. If you enter a value in the Tank ID field, this field defaults to the type from the tank. The fuel/fluid type is required only if there is no information in the Tank ID field. This field has a list box. The fuel/fluid type is written to the fuel ticket record for reporting purposes.
The types of fuel and fluid that can be posted to equipment are specified on the Codes tab of the 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 Equipment Units - Historical Costs screen.
If you are tracking fluid inventory through tanks (refer to Fluid/Product Types for more information), then enter the tank ID, Fuel/fluid type, and Qty fields to allow the quantity on hand in the tank to be properly adjusted.
Qty
Quantity dispensed to the equipment unit, to the nearest thousandth of a gallon or liter. If the quantity dispensed exceeds the equipment unit's capacity or the quantity on hand for the tank ID, a message displays.
If you are tracking fluid inventory through tanks (refer to Fluid/Product Types for more information), then enter the tank ID, Fuel/fluid type, and Qty fields to allow the quantity on hand in the tank to be properly adjusted.
The equipment unit's capacity is defined on the Capacities tab of the Equipment Units -> Additional Data screen. The quantity on hand for the tank ID is specified on the Current Inventory tab of the Fuel/Fluid Tanks - Primary Information screen.
Fluid/product ID
Identifier of the fluid or product. This field has a list box. Required if there is a value in the Fluid/product qty field. The value in this field is used to determine the unit price to charge for the fluid or product and to compute the cost of the fluid or product on the ticket.
Note: The choice list displays the fluid ID, product type, and description (if available).
Note: Do not use this field if you are tracking fluid through tanks and would like the quantity on hand to be properly adjusted.
If there is an entry in the Location ID field and a part ID is associated with this fluid or product ID (see the Fluid Types screen), the unit price is obtained from the Part Location table (PLO_MAIN) for this part at the location specified in the Location ID field. If there is no part ID associated with the fluid or product ID, the unit price is obtained from the Current price field on the Fluid Types screen.
Location ID
Valid identifier of the parts location from which the fluid quantity was issued. This field has a list box. Required if there is a value in the Fluid qty field and a part ID is associated with the value in the Fluid ID field.
Note: The markup rates for the location that the tank is in apply to the fuel transaction. These rates are set up on the Locations Primary Information screen Rates and Markups tab.
Fluid/product qty
Quantity of fluid or product dispensed on this ticket. If you enter a value in this field, you must enter a value in the Fluid/product ID field. If there is a valid part ID associated with a fluid (or product) ID, this amount of fluid (or product) is automatically subtracted from the issuing location's inventory and the current issue price of the associated part ID at that location is used. The quantity of fluid (or product) dispensed against the fluid (or product) is checked against the capacity defined (if any) for the unit. If the value in this field exceeds the capacity, a warning message appears.
Misc cost
Amount of any other costs incurred by the unit, for items such as small parts, washing, and minor repair.
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: Database conversions from versions prior to Release 6.3.0 make a best attempt to set the department ID on older fuel tickets based on data on the 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 list box.
At the time you assign the account ID, it must be an account ID with a status of ACTIVE. Account IDs and their statuses are defined on the Basic Info tab of the Accounts - Primary Information screen. 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.
Fuel/fluid unit price
The unit price of the fuel or fluid. This field is display only.
Fuel/fluid value
The value of the fuel or fluid. This field is display only.
Fluid/product unit price
The unit price of the fluid or product. This field is display only.
If you use the application to manage your fuel inventory, the unit price comes from the fuel tank.
If you do not use the application to manage fuel inventory (i.e., you do not have tanks set up) and you issue fuel by fuel type only, the unit price comes from the fuel type.
Fluid/product value
The value of the fluid or product. This field is display only.
Employee/operator ID
Identifier of the employee or operator posting the fuel charges. This field has a list box.
Employee IDs are assigned on the Personal Info tab of the Employees - Primary Information screen. Operator IDs are defined on the Personal Info tab of the Operators - Primary Information screen.
Fuel card ID
Identifier of the fuel card that authorizes the pump. Must be numeric (alphabetic characters are not allowed). The maximum field length is 20 characters.
Comments
Text field in which to record the credit card number used in an internal fuel ticket transaction. Also displays text from the Comment field (about an access card for a location or a department) on the System Mgmt -> Setup -> Security Tags -> Access Keys screen.
External ID
This is the identifier of the fuel transaction. When using the MAXQueue electric charging interface, this field is populated when creating an internal 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 internal 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 internal 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 internal 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 internal fuel ticket.
Station Number
The number associated with the fueling station.
Station Port No
The number associated with the port/charger being used at the fueling station.