Operations: Tank Management

Tank Management

To manage fuel storage tanks, open the Manage Tanks menu from the Operating menu, located under the Forecourt Management section.

This will bring up the following form:

This form shows all the tanks, their capacity, calculated volume, unused literage (Ullage) along with details about the tank drops and tank dips. When a discrepancy exists between the tank dip and the calculated volume, a button is also provided to post a tank variance. 

Tank Drops

To perform a tank drop, click the Tank Drop button, opening the following popup:

Enter the volume of the fuel dropped, the unit cost (required if the Cost Price on Fuel Drop Required option is ticked for this supplier), and which supplier it came from. This will then scan through outstanding purchase orders, and find the oldest outstanding purchase order for this type of fuel and this supplier. It will then receive the fuel item for that purchase order.
This is the same as receiving fuel from the purchase order menu in the Receiving Items section for Purchase Orders.

Note : An exception to the above is when the supplier has the Purchase Order Required for Fuels option UNTICKED. If it is unticked, then if no outstanding purchase orders are found, it will create a new purchase order and receive it.

Note : If an outstanding purchase order is NOT found and the supplier has the Purchase Order Required for Fuels option TICKED, then an error is displayed and a purchase order must be created before continuing with the fuel drop.

View Drops

To view all the drops that have happened for a tank, click the View Drops button. This opens a menu showing a list of all the tank drops for that tank.

Tank Dips

A tank dip is done to compare the actual volume of a tank with the amount calculated by the software, so that adjustments can be made.

To do a dip, press the Tank Dip button from the tank management menu. Then enter the date and time the dip was actually done, not the date the form is being filled in , and the volume of fuel and water measured.

When an electronic tank gauge is installed for the tank, the tank gauge readings are listed here and manual tank dips are not required.

View Dips

To view all the dips that have happened for a tank, press the View Dips button from the tank management menu. This will bring you to a page showing all the dips for that tank.

Posting Adjustments

When a discrepancy exists between the calculated tank volume and the actual tank volume (as determined by either the tank dips or the tank gauge readings) a button is provided to post a stock adjustment to the ledger.

Pressing the Post Adjustment button posts a stock adjustment for this fuel grade to the ledger. The stock adjustment is posted from the predefined Host POS posstation and using the predefined adjustment method of payment.