Setting Up Roving Fuel Tanks (Wet Fueling)

Use this setup when fuel is dispensed from a tank mounted on a vehicle - for example a fuel truck or service truck that drives out and fills equipment in the field (often called wet fueling, wet hosing or a roving tank).

Key concept: the fuel tank on the truck is not the asset. The truck stays an asset (for its own fueling, PMs and repairs); the tank on its back is a separate tank record in the Fuel section with its own pump. If you enter the fuel loaded into the tank as a fuel ticket against the truck, Fleet360 records the truck as using that fuel - it does not stock the tank, and the truck's fuel economy and costs are overstated.

Setup

  1. Create a tank record for each roving tank. Go to Fuel > Tank > Tank Search, click +, enter a tank Number and select the same Fuel Type as the tank you will fill it from, then open the tank and enter its Tank Capacity (for example 500 for a 500-gallon diesel tank). Tip: use the truck's asset number as the tank number so the two are easy to match.

  2. Create a pump attached to the roving tank. Go to Fuel > Pumps, click create, give the pump a number and attach it to the roving tank. Every gallon dispensed from the roving tank is entered against this pump, so it is what draws the tank down. Tip: keep a separate number range for roving pumps (for example 400-499) so they are easy to tell apart from your site pumps.

  3. Make sure your main (site) tank has a pump. A transfer is recorded from a pump, not directly from a tank, so the tank you fill the roving tank from must have at least one pump attached to it.

Refer to Fuel - Tank.

Refer to Fuel - Pumps.

Filling the Roving Tank - Pump to Tank Transfer

Filling the roving tank is not a fuel ticket. Record it as a transfer:

  1. Go to Fuel > Tank > Tank Search and open the Actions drop-down in the upper right.

  2. Click Pump to Tank Transfer.

  3. Select the Pumping Pump Number (the pump on your main tank), the Receiving Tank Number (the roving tank), the Gallons to Transfer and the Transfer Date (defaults to today; back-date it if the fill happened earlier).

  4. Click Post Transfer.

Fleet360 checks the transfer before it posts: the pump and the receiving tank must be in the same facility and hold the same fuel type, and the main tank must have enough computed inventory for the gallons entered (otherwise the transfer is blocked). If the gallons would put the roving tank over its capacity you get a warning but can continue.

What the transfer does:

  • The roving tank's Fuel Added Since Start of Period and computed inventory go up right away, at the main tank's average price per gallon.

  • A TRANSFER transaction is created in Fuel > Open Fuel Transactions against the main tank's pump. The main tank's usage and inventory are reduced when you next Post to Pumps/Tanks, the same way fuel tickets are.

Pump to Tank Transfer is shown only when the feature is enabled for your organization and your user group has the Pump to Tank Transfer permission (Fueling category). If you do not see it in the Actions drop-down, check with your administrator or contact RTA Support.

Refer to Fuel Tank - Pump to Tank Transfer.

Refer to Open Fuel Transactions (Post To Pump & Tanks).

Dispensing From the Roving Tank

Record each fill from the roving tank as a normal fuel ticket in Fuel > Fuel Entry: enter the asset that was fueled, the roving tank's pump number, the gallons, the meter reading and the date. The fuel cost and usage post to the asset that was fueled; the roving tank and its pump are drawn down when the open transactions are posted to pumps and tanks. The roving truck itself only gets a fuel ticket when it is fueled for its own engine.

Refer to Fuel Ticket Entry.

Common Mistakes

  • Fueling the truck's asset instead of the tank - the truck shows as consuming hundreds of gallons and the roving tank never gains inventory. Use a Pump to Tank Transfer instead.

  • No pump on the roving tank - fuel tickets need a pump number to draw a tank down; without one, gallons dispensed from the roving tank cannot be tracked to it.

  • Expecting the fill to be recorded automatically - transfers are manual. Each time the roving tank is filled, record a Pump to Tank Transfer.

  • Transferring between facilities or fuel types - the pump and receiving tank must be in the same facility and have the same fuel type; set the roving tank up in the facility of the tank that fills it.

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