Detailed Fuel Management Setup


Detailed Fuel Management Setup	Back Forward Print this topic
See also: Enable Fuel Management Fuel Management Overview Tank Management Overview Fuel Reports Overview Refueling and Fuel Sales

Detailed Fuel Management Setup

Detailed Fuel Management is used by companies that are in the business of selling fuel or companies that operate multiple tanks. If you do not need more than one fuel type and tank per location, you will need to follow the instructions for Basic 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

Fuel Types

To set up Detailed 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 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.

Fuel Tanks

Once fuel types have been added to the system, fuel tanks may be set up per location. To add a Fuel Tank:

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

Select Fuel Tanks.
On the resulting screen (pictured below), enter a New Tank Name, select the fuel type, and click the Add button to add the fuel tank. For clarity in systems with multiple tanks and trucks, the name should indicate if the tank is a truck. For example, JETAtank or JETAtruck.

On the resulting screen (pictured below), enter the capacity of the tank.
Select whether tank use is for Storage Only or Store and Disburse. A ground tank that only transfers to trucks would be storage only. A tank that disburses fuel to aircraft would be store and disburse.
Select whether the tank has an additive injector. This option is used if Prist is an additive option for JetA fuel.
Select the meter type for the tank.
Once setup is complete for one fuel tank, Save Settings at the bottom of the page.

If the tank has a secondary meter for disbursement, then use the Add button to create the secondary meter. This option is not used often. It is used usually in the case of a JetA truck that has separate meters for standard fueling and upflow fueling. In this case, first you would set up the JetA truck as a primary tank, and then Add the secondary meter for the truck.

Once fuel tanks are added to the system, they 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 Detailed 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