Tank Management Overview

While refueling of aircraft and fuel sales are the main ways that fuel inventory moves, there are other routine instances of fuel entering or leaving tanks. It is important that all movement of fuel inventory is tracked. MyFBO provides this capability through the Fuel Actions menu available to Manger level staff from the Manage Tab / Fuel Management menu, and available to Ground staff from the same location if "Ground service level can update fuel readings" permission has been granted in the Staff Parameters.

Fuel Actions

The Fuel Actions menu includes the following options:

• Calibrate Tank
• Sump
• Add Fuel Delivered
• Transfer Out
• Recirculate
• Test

Tank Calibration

MyFBO provides the opportunity to calibrate fuel tanks by entering manually measured tank contents. To perform a calibration:

• From the Fuel Actions menu, select the tank to be calibrated.
• Select the Calibrate Tank button.
• On the resulting screen (pictured below), enter the time and date the tank was measured if not the current time and date.
• Confirm and enter the tank totalizer reading at the time of calibration. (If applicable -- tanks with only Content Meters will not show this field.)
• Enter the measured tank contents.
• Once all data has been entered, select Save Calibration to complete the calibration entry.

The calibration option exists to record the routine calibration of tanks. Some subscribers do this once a week, others do it once a month as part of their monthly closeout routine. When you choose to calibrate depends on your operation. If you calibrate too frequently, you will lose the advantage of being able to spot fuel inventory issues in your MyFBO fuel reports. Whenever you calibrate, the calibration should be recorded in your MyFBO system promptly. 

There is no 'requirement' in your MyFBO system to calibrate tanks, except when you initially set up the system and are ready to start using Fuel Management. At that time you should record an initial calibration for each tank.

Note: The calibration action should not be used as a means to correct perceived errors on fuel reports. Fuel reporting exists to highlight fuel inventory issues. If there are errors on fuel reports due to inaccurate data entry, other means exist to make corrections.

Sump Fuel

On occasion it is necessary to remove fuel via sump, leaving that fuel removal unaccounted for in totalizer readings. MyFBO addresses this situation with a sump record.

• From the Fuel Actions menu, select the tank.
• Select the Sump button.
• Fuel sumped can be returned to any tank of the same fuel type, or sent to off-site recycling.

Sumped Fuel

• Select the appropriate "Sumped fuel sent to" option, then Continue.

• On the resulting screen (pictured below), enter the time and date the fuel was removed from the tank if not the current time and date.
• Confirm / enter the originating tank meter reading at the time of the removal.
• Enter the quantity sumped.
• If the sumped fuel is being returned to a tank other than the originating tank, enter the meter reading for the receiving tank.
• Once all data has been entered, select the Save Sump button to complete the sump record entry.

Sumped Fuel to Off-Site Recycling

Sumped Fuel Returned to Original Tank

Sumped Fuel Returned to Another Tank of Same Fuel Type

Add Fuel Delivered

Receive fuel into inventory after it arrives and is placed in the tank. To enter fuel deliveries into inventory:

• From the Fuel  Actions menu, select the tank receiving the fuel.
• Select the Add Fuel Delivered button.
• On the resulting screen (pictured below), there is an option to Create Receiving Record. This is not required in order to record fuel delivery, but is available if your organization chooses to use it.
• Enter the time and date the fuel was received if not the current time and date.
• Confirm and enter the tank totalizer reading at the time the fuel is received. (If applicable -- tanks with Content Meters will instead require the Content Meter reading after the fuel has been placed.)
• Enter the quantity purchased, total cost, and tax.
• Once all data has been entered, select the Receive Delivery button to complete the entry.

In the example above, the option is also shown to mark the delivery as a Commingled Fuel delivery. This option is only shown if you have an open commingled fuel contract with delivery pending. For more information, please see Commingled Fuel.

Transfer Fuel

Fuel Transfers are performed when fuel is transferred from one tank or truck to another. To perform a fuel transfer:

• From the Fuel Actions menu, select the fuel tank or truck from which fuel is being removed.
• Select the Transfer Out button. 
• On the resulting screen (pictured below), select the tank or truck receiving the fuel.

• On the resulting screen (pictured below), enter the time and date of the transfer if not the current time and date.
• Confirm and enter the meter readings for the sending tank, which will automatically result in the Transfer Quantity.
• Confirm / enter the meter reading for the receiving tank at the time of the transfer.
• Once all data has been entered, select the Save Transfer button to complete the transfer.

Recirculate Fuel

On occasion it is necessary to recirculate fuel, moving it through the meter and then returning it to the same tank. MyFBO addresses this situation with a recirculate fuel entry:

• From the Fuel Actions menu, select the meter.
• Select the Recirculate button.
• On the resulting screen (pictured below), enter the time and date the fuel was removed from the tank if not the current time and date.
• Confirm and enter the start and ending totalizer readings, which will automatically result in the Recirculated Quantity. (If applicable -- tanks with Content Meters will instead require the Content Meter reading.)
• Once all data has been entered, select the Save Recirculation button to complete the recirculate entry.

Fuel Test

On occasion it is necessary to perform a fuel test, moving fuel through the hose and meter with no return to on-site tanks. MyFBO addresses this situation with the entry of a Test record:

• From the Fuel Actions menu, select the meter.
• Select the Test button.
• On the resulting screen (pictured below), enter the time and date the fuel was pumped from the tank if not the current time and date.
• Confirm / enter the appropriate meter reading.
• Enter the Test Quantity (amount pumped).
• Once all data has been entered, select the Save Test button to complete the entry.

06/15/11 cli