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My Pricebook Manual  07-08-15 ©2013-2015 Apex Back Office Solutions  Legal Notice

Fuel Deliveries

Fuel Deliveries is where the fuel delivery paperwork is entered. Entering these deliveries will update the Fuel inventory and cost on hand amounts in the Fuel reports
 
The screen is split into 2 sections.
The top or Bill of Lading(BOL) section is the main information about the BOL. Multiple BOLs can be entered.
The bottom or Distribution Section is where the information about each product is entered. There can multiple products on one BOL.
Please follow the steps below to enter a Fuel Delivery.
Watch Video
 
Fuel Deliveries
1

Enter

 Bill of Lading #

1. Enter Bill of Lading # 
Enter the Bill of Lading #. Please note the Bill of Lading number is usually different from the Invoice number, but they can be the same number if there is only one number on the document.
2

Enter Delivery Date

2. Enter Delivery Date
Enter the Delivery Date. The date the fuel was dropped into the tank at the store
3

Select Gross or Net Gallons

3. Select Gross or Net Gallons 
Select whether this BOL is using Gross or Net gallons.
4

Select Vendor

4. Select Vendor 
Select the Vendor the fuel came from using the drop down arrow. If the Vendor is not in the list, the Vendor will need to be set up. See Vendor Setup for instructions. The system will allow you go set a Vendor up and come back to this screen to finish your work.
5

Enter Load Fee

5. Enter Load Fee
Enter the Load Fee is there is one. This is not required.
6

Enter Invoice #

6. Enter Invoice #
Enter the Invoice #. This is usually not the Bill of Lading # but they can be the same if there is only one number. This is not required.
7

Enter Invoice Cost

7. Enter Invoice Cost
Enter the total cost of the invoice which includes the load fee. The Invoice Cost can be calculated automatically after you finish entering the Fuel received. Please see Step 18 for instructions. This entry is Not Required.
8

Click Save

8. Click Save
Click Save in the in the Invoice navigation bar. If you do not click Save the system will net let you enter any Tank distributions.
9

Click into

the Tank

Code column

9. Click into the Tank Code column
Click into the Tank Code column in the Distribution section.
10

Select Tank

10. Select Tank
Select the Tank that matches the product you are entering. If you have 2 tanks with the same product, please select the tank were the fuel was dropped.
11

Enter the Gross and Net gallons

11. Enter the Gross and Net gallons
Please enter the Gross and Net gallons for the fuel product.  If you only have one amount, put that amount in both Gross and Net.
12

Enter the Cost

12. Enter the Cost
Enter the cost per gallon before the fuel taxes and shipping cost(freight) and Load Fee. Make sure it is the cost per gallon and not the total cost. This is not required.
13

Enter Taxes

13. Enter Taxes
Enter the total fuel tax per gallon. Sometimes this is shown as one rate, sometimes it is broken into state, federal an other taxes and must be added together. This is not required.
14

Enter

Freight cost

14. Enter Freight cost
Enter Freight cost per gallon. This can also be labeled as freight. This is not required.
15

Enter Load Fee

15. Enter Load Fee
If there is a Load Fee, it can be entered as a total here. If there is only one product on the Invoice then enter the same Fee as in the Invoice section.
If there is more than one product then the Load fee should be split across all products.
To spread the Load Fee across products do the following:
1. Enter all products to the Tanks in the Distribution Section and make sure the last Tank entered is saved.
2. Click the Distribute Load Fee to each Tank button
3. The Load Fee will be split evenly to each Tank and saved.
This is not required.
16

Check Costs

16. Check Costs
Check Total Cost per Gallon and Extended Cost to make sure your entry is correct. You may need to apply the Load Fee. See Step 15 to do this automatically.
17

Click Save or Insert

17. Click Save or Insert
If there was only one product Click Save on the Tank navigation bar.
If there is more than one product click Insert on Tank navigation bar and go back to Step 9 and enter you next product.
18

Calculate Invoice Cost

18. Calculate Invoice Cost
This step is optional. If you already entered the Invoice Cost you can skip this step. Otherwise, after all the fuel received is entered,  click this button and the system will calculate and insert  Invoice Cost.
19

Click Insert or Complete

19. Click Insert or Complete
If you have more Deliveries to enter, click the Insert on the BOL section navigation bar and go to Step 1 to enter your next Delivery.
If there are no more Deliveries, click the Fuel Deliveries Complete button..
You are ready to go to the Fuel Tank Reading section.