Basic Fuel Management Setup

Basic Fuel Management is used by companies that are not in the business of selling fuel (Schools, Clubs, Fractional Operators) or by small FBOs that do not have more than one type of fuel and one tank. If you need more than one fuel type and tank per location, you will need to follow the instructions for Detailed Fuel Management Setup.

The Fuel Management system must first be enabled by an Administrator (see Enable Fuel Management). Once enabled, setup is accomplished by an Administrator. 

Before setting up fuel management, it helps to have the basic data on hand for input. The simple worksheet below will allow you to easily gather this data prior to beginning setup. Simply click the link to open and then print the worksheet.

Fuel Setup Worksheet

To set up Basic Fuel Management, first a Fuel Type needs to be added to the system. To add a Fuel Type:

• Select the Admin Tab.
• Select Locations / Sales Tax / Fuel.

• Select Fuel Types.
• On the resulting screen (pictured below), enter a New Fuel Name such as AVGas, 100LL, or JETA, and click the Add button to add the fuel type.

• Once a fuel type has been added, on the resulting screen (pictured below) set fuel use for your organization.
  • Retail Purchase - Select this if you do not have tanks or trucks and only purchase fuel from outside companies. The purpose of this is to be able to track the fuel used by your aircraft and/or to have fuel reimbursements.
  • Public Sale only - Select this if you sell fuel to the public. If you both sell fuel and use it for your own operations do NOT select this option.
  • Internal Use only - Select this if you have a fuel tank, but you only use it internally. You do not sell to the public.
  • Public Sale & Internal - Select this if you sell fuel to the public and use the fuel for your own operations.
• Enter the various fuel rates and other information as applicable. In order to bill customers, a Default Fuel Price must be entered. 

  Note: Customer Level Prices for fuel can be set as a discount amount per gallon ( -0.49), or set at fixed price per gallon (5.99). Both options can be used. "List as discount" causes the discount to show as a separate discount line item on the receipt.

• Once setup is complete, click the Update button at the bottom of the page.

Adding a fuel type to a system also adds a default fuel tank at the location. If you have a fuel tank, it can be calibrated with the initial meter readings from the Fuel Management menu. Please see Tank Calibration for instructions.

If fuel use includes "internal",  your aircraft records will need to have the fuel type added so they can be refueled through the system. This is accomplished by Manager level staff or higher. 

• Select the Manage Tab.
• Select Resource Management.
• Scroll to the option Change ALL Resource.
• From the drop down, select Data: Aircraft Information.
• Set the fuel type for each aircraft and Update.

Once Basic Fuel Management has been set up, various fuel reports are available from the Manage Tab / Fuel Reports menu.

For information on selling fuel to customers and refueling internal aircraft, please see Refueling and Fuel Sales.

06/15/11 cli