Fuel

A gas station keeps three fuel records: the sales of each grade from the pumps, the gallons in each tank when it is read, and the deliveries from the supplier with the prepaid sales tax charged on them. From these Al-Mohaseb works out what each tank should hold, how far the reading is from it, and what prepaid tax you paid over a period.

Menu	Store > Fuel sales, Store > Fuel deliveries, Store > Fuel summary, Store > Fuel grades
Permission	View fuel sales and deliveries; Enter fuel sales, tank readings and deliveries (to change them)
Feature	Fuel

Can't find it?

What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.

Set up the grades

Store > Fuel grades lists what you sell. The c-store setup adds Regular 87, Mid-grade 89, Premium 91 and Diesel; rename, reorder or add grades to match your pumps. For each grade:

• Product: gasoline, diesel or other. The prepaid sales tax differs between gasoline and diesel.
• Rung on the register as: the sales category your register rings the grade under, so the fuel sales can be compared with the daily sales. Leave it on Not compared if the register does not separate fuel.
• Clear Sold for a grade you no longer sell.

Enter a day's fuel sales

1. Open Store > Fuel sales. It opens on yesterday, the day you usually enter.
2. For each grade, enter the Gallons sold and the Sales from the pumps' daily report. The Price per gallon is worked out.
3. When you read the tanks, enter the gallons in each one under Tank at the close.
4. Select Save.

Below the grades, The day compares the fuel sales with the register and, for each tank read that day, shows the tank variance.

Record a delivery

1. Open Store > Fuel deliveries.
2. Under Add a delivery, enter the Date, the Supplier and the Invoice number (or bill of lading).
3. For each grade delivered, enter the Gallons, the Fuel cost and the Prepaid tax per gallon printed on the invoice. The rate of the last delivery of each grade is filled in for you.
4. Select Save.

The list shows each load's gallons, fuel cost, prepaid tax and total. The same invoice of the same supplier is refused a second time.

note

A delivery keeps the gallons and the prepaid tax. Record what you owe the supplier as a bill, as for any other purchase.

Tank variance

A tank should hold what it held at the last reading, plus what was delivered since, less what was sold since. The variance is the reading less that: a small one is meter drift and temperature; a large or growing loss can be a leak, theft or a delivery short of its invoice. A grade needs a reading before the period and one in it to show a variance.

Fuel summary

Store > Fuel summary sums a period (the current month by default) by grade: gallons sold, sales and average price, gallons delivered, fuel cost and average cost, prepaid tax, and the tank variance. It also shows the fuel sales against the register and the prepaid sales tax paid by product, a credit on the sales tax return.