Fuel Station Management

Fuel stations need to reconcile meter readings, tank dip levels, deliveries, cash and credit sales every shift, and standard ERP apps have no concept of nozzles or tanks. This module models stations, tanks, tank groups and nozzles, and runs each shift from meter readings through outputs to an approval that posts to stock, sales, purchase and accounting. Daily tank closings compare book balances with dip readings and record adjustments. It plugs into Inventory, Sales, Purchase and Accounting and serves operators, supervisors and station managers. The main benefit is a controlled, auditable record of every litre and every pound.

1. 1

   Set up stations, tanks and nozzles

   Open Fuel Stations > Operations and create the station with its number of shifts, then add tanks (capacity, fuel product, stock location) and nozzles linked to tanks. Opening meter readings and book-21 opening balances are entered once. After operation starts the records lock and only the manager can unlock them with the Edit button.

   • Station tabs: tanks, nozzles, book 21 data
   • Tank capacity must be above zero
   • Lock / Edit buttons (manager only)
2. 2

   Define tank groups and dip tables

   Group tanks that share the same fuel product so deliveries can be received on a group. The system refuses mixed products or tanks from another station. A dip table converts a ruler reading into litres per tank.

   • Tank group per product
   • Dip table: reading to quantity
   • Reserve tank option on the tank
3. 3

   Configure shift columns, templates and prices

   Shift output columns define each movement type, its product, price mode and whether it creates a sale order, invoice or journal entry. Shift templates name the shifts and hours, and the price history keeps dated fuel prices. The system validates inconsistent column settings such as credit columns without a credit payment.

   • Output columns
   • Shift templates
   • Fuel price history
4. 4

   Open a shift and load nozzles and dips

   Create a shift under Fuel Stations > Shifts with station, date, shift number and attendant. Use "Load nozzles" and "Load tank dips" to fill previous readings automatically. The operator then types the current meter for each nozzle, and meter rollover is handled when enabled on the nozzle.

   • Load nozzles
   • Load tank dips
   • Current meter per nozzle
5. 5

   Record shift movements

   Add incoming deliveries from suppliers to a tank or group, outputs such as cash receipts, credit sales, external sales and supplier payments, and reserve-tank issues. Each line requires its partner or product according to its type. Quantities must be above zero.

   • Shift incoming lines
   • Shift output lines
   • Reserve tank lines
6. 6

   Record calibration withdrawals

   Calibration lines record fuel drawn for pump testing and can be returned to the tank, accumulated for later deduction, or deducted. Buttons move the record through pending, returned, accumulated and deducted states. This keeps calibration out of the shortage figure.

   • Mark returned
   • Mark accumulated
   • Deduct accumulated
7. 7

   Confirm and approve the shift

   Press Confirm, then Approve through the approval wizard. Approval generates the linked sale orders, invoices, purchase orders, vendor bills, stock pickings and journal entries, reachable from smart buttons. Only the station manager can cancel a confirmed or approved shift through the cancel wizard.

   • Confirm / Approve / Cancel
   • Smart buttons: invoices, journal entries, pickings
   • Status: draft, confirmed, approved, cancelled
8. 8

   Close the day for tanks

   Create a daily closing, use "Load day data" to pull the day shifts, enter dip readings, then confirm and approve. The screen totals meter liters, cash, raw difference, calibration and the difference after calibration. Reset to draft is limited to the manager.

   • Load day data
   • Confirm / Approve / Reset to draft
   • Dip readings and adjustments
9. 9

   Adjust and correct book-21 balances

   A book-21 adjustment compares the book balance with the actual balance and posts the difference with a mandatory reason; posted records cannot be edited. A correction wizard fixes a wrong opening balance. Negative actual balances are refused.

   • Adjustment with reason
   • Post button
   • Correction wizard
10. 10

    Print reports and read the dashboard

    The Dashboard menu summarises stations, and Reports offers the monthly/daily report (with or without calibration) and the book-21 report, including a paper form. Partner statements can be opened by choosing a statement method. Users only see companies they are allowed to access.

    • Monthly report
    • Book-21 report
    • Company-restricted access

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