Fuel Tank Tracking
Fleet Maintenance Pro Shop Edition has the ability to add fuel tanks to the system. You can set the fuel tank max capacity and fuel tank level. The fuel tank level will be automatically adjusted whenever any fuel transactions are made on equipment that link to the fuel tank. We will show you an example below of how to utilize this feature.
To add a new fuel tank to the system click Inventory on the left and click Fuel.
Click the New button on the top right to add a new fuel tank.
Description is the name of the tank.
Fuel Type is the type of fuel the tank has, such as Gas or Diesel.
Status is to show whether the tank is active or inactive. The majority of the time this will be set to Active.
Location is the physical location where the tank is stored.
Capacity is the maximum amount of fuel the tank can hold.
Reorder level is the point at which more fuel needs to be ordered to replenish the tank. This is optional and can be left at 0.
Reorder quantity is how much fuel you normally get in one re-order. This is optional and can be left at 0.
Last Fill Date is the last time the tank had fuel added to it.
Inventory Type is set to either First In First Out to use the oldest fuel receipt first, or Last In First Out to use the newest fuel receipt first.
Click on Save and the new fuel tank will appear on the screen. By default, all new fuel tanks will have 0 fuel in them. You will need to add an adjustment to tell the system how much fuel is currently in the tank. To do this, click the action button on the right hand side and choose Adjust.
The Adjust Fuel Inventory screen will appear.
Date is the day the fuel was received. If this is a brand new entry you are welcome to leave it at today's date.
Quantity is how much fuel is getting added to the tank in this receipt.
Unit Cost is how much each unit of fuel costs.
Type can be set to Receipt which adds fuel to the tank, or Issued which subtracts fuel to the tank. Issued is typically used to manually adjust the fuel tank level if it is too high.
Vendor is who you purchased the fuel from.
Notes about this fuel receipt can be added if you wish.
Click Save to record the fuel tank receipt. In this example we received the full 5,000 fuel units to fill up the tank.
When recording fuel transactions for your equipment make sure to specify the fuel tank on the Stock Tank line, as shown below. If the Stock Tank is left empty then the fuel tank will not have any fuel removed from it.
Note: If you are using our Fuel Import utility you will need a column on your CSV file designating the exact fuel tank name in order to associate the transaction with a stock tank.
Once the fuel transaction is recorded the fuel tank amount will automatically update and subtract what was used.
To view the status of your fuel tank receipts, click the action button and choose History.
Here you will see one line item per fuel receipt, along with how much fuel is left in the receipt.