EFI Load Module Settings

The load module is the custom program interface written specifically for your company to use with your fueling system—it is the EFI program. It becomes a part of the RTA system once installed. The EFI load module varies for every customer because it has to be uniquely programmed to read the fuel data in the text file from the fueling systems. At least one load module is required in order to use the EFI program, but multiple load modules may exist if your company uses more than one fueling system. The EFI load module contains various parameters that control how the RTA system handles certain situations.
Install the EFI program if it has not yet been installed. (Refer to the installation instructions that came with the program.) Once installed, review or modify the existing EFI load module settings by doing the following:

1. Select Fuel > Fuel Entry > Electronic Fueling > Modules from the RTA main menu (FFEM). At least one load module should be listed in the window that comes up; if not, double-check the installation process or contact RTA's technical support department for assistance.
2. Enter the facility number or press F1 to select a facility from the lookup list.
3. Select the desired load module record.
4. Review and/or make changes as needed.
5. Save the record.

Load Module Header Field Descriptions

• Fuel System: This is the name of the fueling system for which the EFI program was written. The description entered here is for notational purposes only.
• Program Name: This is the actual filename of the EFI program. The program entered here is accessed when the Load Trans menu option is selected (FFEL).
• Path and File: Enter the path and file name of the text data file from the fueling system (e.g. C:\GASBOY\RAWTRANS). This indicates the location and name of the data file created by the fueling system. If no path is specified (e.g. RAWTRANS), the RTA system will search for the fuel data file in the same directory where the RTA Fleet Management program resides. When the Load Trans option is selected (FFEL), RTA attempts to load fuel data from the specified data file. If the file is not found, a 94/20 error will be displayed. When this occurs, make sure the fuel data file is in the specified location and/or the spelling of the filename is correct. This will need to be corrected before any data from the fueling system can be loaded into the RTA system.

Load Module Field Descriptions: General Tab

• Use Transaction Department: Select this checkbox to use the department from the fuel transaction file rather than using the department from the vehicle record in RTA (MVM). The specified department will be written to the open and/or closed fuel history records and fuel billing records. Be sure to select the appropriate department information if you are, or will be, using the Fuel Billing Report by Department (RFD).
• Use Transaction Miles: Select this checkbox to use the mileage from the fuel transaction rather than having the RTA system calculate the miles traveled. If the checkbox is selected, the fuel transaction mileage will be used; if the checkbox is blank, the mileage will be calculated by subtracting the vehicle's last fuel odometer (in RTA) from the new odometer reading (in the fuel transaction).
• Drop Zero Quantity: Select this checkbox to drop fuel transactions that have a zero fuel quantity. Dropped fuel transactions do not get loaded or processed. Clear the checkbox to keep all fuel transactions.
• Report Lines: Select the radio button to specify whether to print 1 or All three lines of detail on exception reports. One line is sufficient to indicate the problem or potential problem, but the option is available to print additional detail. Exception reports point out transactions that need attention and indicate any errors that may have occurred at the time EFI transactions were loaded or processed (FFEL, FFEP).
• Sort Number: Enter 1, 2, 3, etc. to specify whether this load module will appear first, second, third, etc. in the list of load modules. The sort number is applicable only when multiple load modules exist.
• State ID: Enter the default state ID. The default state ID entered here is used if a fuel transaction does not indicate the state where the vehicle was fueled. State information is needed if the RTA system is used to track fuel taxes.
• Strip Leading Zeros: Enter a number from 1-9 to specify how many leading zeros to drop from the vehicle number in the fueling transaction before it is loaded into RTA, or enter the letter A to drop all leading zeros. Leave this field blank if there are no leading zeros. For example, if the transaction from the fueling system contains a vehicle number of 00275 and that vehicle in RTA is numbered 275, 2 leading zeros need to be dropped in order for that vehicle to be found and properly updated; a value of 2 or A is needed for this example.
• Default Site: Enter the default site number. This is the fuel site where the pumps and tanks are located—not the facility number. The default site entered here is used when a fuel transaction does not indicate the site number where the vehicle was fueled.
• Product Codes: This field displays the number of product code records in the system. This field is automatically updated as product codes are added and deleted from the system. Refer to "Product Codes" later in this chapter for more information.

• Using Fuel Price: Select the location where RTA will get the fuel price for the fuel transactions. If a price is not found in the specified location, the default price from the fuel type record will be used (MUF) when fuel transactions are processed (FFEP). Choose from one of the following options:

  Option	The Fuel Price Comes From…
  Tankfile	The current average price in the tank record in RTA (MUM)
  Fueltype	The current average price in the fuel type record in RTA (MUF)
  Prodtype	The default price in the EFI product code record (FFEM)
  Sizefile	The default price in the fueling parameters (SSM, Fuel Parameters tab )
  Tranfile	The fuel transaction from the fuel data file

  
  This selection also controls whether the fuel transactions will be treated as company fuel (inside fuel) or non-company fuel (outside fuel). If Tankfile is selected, fuel transactions will be treated as company fuel. If Fueltype, Prodtype, Sizefile, or Tranfile is selected, fuel is treated as non-company fuel and product code records must be added before EFI transactions can be properly loaded and processed. Refer to "Product Codes" later in this chapter for more information.
  Load Module Field Descriptions: Load Settings Tab
  It is important to review the load settings because they determine which vehicle numbers and/or cross-reference numbers are used, how tank transfers are treated, and other pertinent information.

• Multiple Sites: Select this checkbox if multiple fuel stations or fuel islands exist. Leave the checkbox unmarked if only one fuel station exists.
• Override Site: Select the radio button to specify whether or not the site number from the fuel transaction in the text file will be overwritten. Select No to use the site number from the fueling transaction; select Yes to overwrite the site number from the fueling transaction with the site number specified in the Default site field from the General tab; select Prompt to have the option when fuel transactions are loaded.
• Which card: Select the Vehicle, Driver, or Other radio button to specify the field in the text file that contains the vehicle number to update. The appropriate number of leading zeros will be dropped from vehicle numbers based on the value in the Strip leading zeros field from the General tab.
• Cross-Reference: Many times the vehicle numbers from the fueling system will not be the same as the vehicle numbers in the RTA system. Vehicle cross-reference numbers can be set up in the RTA vehicle record (MVM) to reference the vehicle numbers from the fueling system. Select the radio button to specify the vehicle cross-reference to use. Select Fuel if the cross-reference number is coming from the Fuel xref field. Select Unit if the cross-reference number is coming from the Unit xref field. Select No if vehicle cross-references are not used. Refer to "Vehicle Cross-Reference" earlier in this chapter for more information.
• Use Tank Transfer/Transfer Facility/Transfer Vehicle/Transfer Tank: This option controls how tank transfer transactions will be treated. A tank transfer occurs when fuel is pumped into a tanker truck or a fuel container. Select the Use Tank Transfer checkbox to account for fuel transferred to tanker trucks or fuel containers. When this checkbox is selected, data will need to be entered in the Transfer facility, Transfer vehicle, and Transfer tank fields. RTA will then treat fuel transactions for the specified vehicle as tank transfers rather than fuel usage. Leave this checkbox unmarked to treat tank transfers as regular fuel transactions.
• Using Altmeter: To update an alternate meter, select the alternate meter to update from the drop down list. Refer to "Alternate Meters" in Chapter 3Vehicle Inventory in the RTA User's Manual for more information about alternate meters.
• Last Load Date and Last Load Time: It is not necessary to enter a date and time initially; this information will automatically be updated each time EFI transactions are loaded (FFEL). However, you may edit the last load date and time if needed.

Load Module Field Descriptions: Process Settings Tab
It is extremely important to review the process settings because this information is used to calculate whether the mileage and fuel processed through EFI is within an acceptable range for the vehicles processed. Improper settings can throw off vehicle meter readings or fuel usage figures.

• Override Miles Check: This option controls whether or not unusually high vehicle meter readings will be accepted in the RTA system.

Select No to not update current vehicle meter readings if the new meter readings exceed the maximum mileage allowed. Define the reasonable and maximum miles and fuel in the following fields.
Select Yes to update vehicle meter readings as long as the mileage does not exceed the Maximum miles value. To use the maximum value defined in the vehicle class code record instead, select the Use class code max miles checkbox. Doing so uses the value defined in Max units field from the class code record (MVC or 18). This option permits different maximum mileage values based on the vehicle class (MVM)
Select Limit to set the maximum mileage allowed. If 2000 is the set limit, for example, new meter readings exceeding the reason and maximum values will still be updated as long as they do not exceed the set limit of 2000 miles.
The following four fields are used only if the Override Miles Check is set to No or Limit.

• Reasonable Miles Percentage: Enter the percentage for mileage fluctuations allowed for vehicle odometer updates. The value entered here is used to determine whether the vehicle miles traveled are reasonable. When EFI transactions are processed (FFEP), if the value entered here is 1.50, reasonable mileage is anything less than (fuel gallons x vehicle average MPG x 1.50). If the distance is greater than the calculated reasonable mileage, the fuel transaction will be flagged "Mls Hi Update."
• Maximum Miles Percentage: Enter the percentage for maximum mileage allowed for vehicle odometer updates. The value entered here is used to determine whether the vehicle miles traveled are excessive. When EFI transactions are processed (FFEP), if the value entered here is 3.00, and the distance is greater than (gallons x vehicle average MPG x 3.00), depending on how the Override miles check radio button is set, the fuel transaction will either be flagged "Mls excessive" (and vehicle meter reading will not be updated) OR "Mi Exc-Update" (and vehicle meter reading will be updated).
• Reasonable Fuel Percentage: Enter the percentage for fluctuations allowed for fuel usage. When EFI transactions are processed, if the value entered here is 1.20, reasonable fuel usage is anything less than (distance traveled ÷ vehicle average MPG x 1.20). If the fuel quantity is greater than the calculated reasonable fuel usage, the fuel transaction will be flagged "Fuel High."
• Maximum Fuel Percentage: Enter the percentage for maximum fuel usage allowed. If the value entered here is 2.00, maximum fuel usage is anything greater than (distance traveled ÷ vehicle average MPG x 2.00). When EFI transactions are processed, if the fuel gallons are greater than the calculated maximum fuel usage, the fuel transaction will be flagged "Fuel Excessive" when EFI transactions are processed.
• Track Vehicle Use: Select this checkbox if vehicle utilization is tracked; leave this checkbox unmarked if vehicle utilization is not tracked. Utilization percentages indicate how "productive" vehicles are, and are printed on various vehicle cost per mile reports in RTA. For example, a vehicle that is used 25 out of 30 total possible days has a utilization percentage of 83%. When this checkbox is marked, a value of 1 will be added to the vehicle's usage counter each time a fuel transaction is processed for that vehicle. Refer to "Tracking Utilization" in Chapter 3Vehicle Inventory in the RTA User's Manual for more information.
• Create Department Billing: Select this checkbox if the fuel transactions processed will be billed to customers or departments. When this checkbox is marked, a transaction will be written to the RTA fuel billing file, which is used to generate fuel billing reports. Leave this checkbox unmarked if fuel usage is not billed to departments or customers. Refer to "Fuel Billing" in Chapter 4Fuel Inventory in the RTA User's Manual for more information.
• Update State Tax: Select this checkbox to update state fuel tax records in the RTA system. In order to do this, the fueling system must have the ability to track the state where vehicles are fueled and that information must be in the text data file OR a default state code must be specified in the Load Settings tab. The RTA vehicle records must also be flagged as fuel taxable (refer to "Vehicle Fuel Taxable Flag" earlier in this chapter). Leave this checkbox unmarked if state fuel taxes are not tracked in RTA.
• Use Default Vehicle: Select this checkbox to specify a default vehicle number to which fuel transactions will be posted in the event vehicle numbers from the text data file are not found in the RTA system. When this checkbox is selected, the default vehicle facility and number will need to be entered in the Default vehicle fac and Default vehicle fields. This is useful if you fuel non-company vehicles and need to account for the fuel pumped, but do not want to add the vehicles in the RTA system. Leave this checkbox unmarked to skip fuel transactions containing non-file vehicle numbers (fuel transaction will not be processed).

Product Codes

Product codes categorize the items from the fueling systems such as diesel fuel, unleaded fuel, oil, automatic transmission fluid (ATF), and hydraulic fluid. Product codes also determine how usage and costs will be accounted for in the RTA system. It is not necessary to set up product codes if the EFI load module is getting the fuel price from the tank records in the RTA system (i.e. the Using fuel price field is set to Tankfile in the load module); however, product codes must be set up if the fuel price is coming from the fuel type, product code, fueling parameters, or fuel transactions (i.e. the Using fuel price field is set to a value other than Tankfile in the load module). To check where the fuel price is coming from, do the following:

1. Select Fuel > Fuel Entry > Electronic Fueling > Modules from the RTA main menu (FFEM).
2. Enter the facility number or press F1 to select a facility from the lookup list.
3. Select the desired load module.
4. Check the setting in the Using fuel price field (in the General tab).

If the fuel price is coming from the default prices in the fueling parameters (i.e. the Using fuel price field is set to Sizefile in the load module), the additional steps listed below must also be done:

• A product code must be set up for each default price defined in the fueling parameters.
• The Fuel Type field specified in the product code must match a specific letter code (see table below).
• Fuel type records must be set up for each product code (MUF). The Fuel Type ID field must match the letter code specified in the product code.

Refer to the following table for the default prices that can be assigned in the fueling parameters and the corresponding codes that are needed in the product code and fuel type files. Refer to "Fuel Types" in Chapter 2Getting Started in the RTA User's Manual for more information about fuel type records.

For example, if the default diesel fuel price in the fueling parameters is set to $2.75 in the fueling parameters (SSM, Fuel Parameters tab , switch 17):

• A product code for diesel fuel must be set up (FFEM). That product code must have a letter code of D for DIESEL defined in the Fuel Type field.
• A fuel type record of D for DIESEL must be set up in the fuel type file (MUF).
• The Product Storage field determines whether usage and costs will be accounted for as fuel, parts, or oil.

Adding a Product Code

To add a product code, do the following:

1. Select Fuel > Fuel Entry > Electronic Fueling > Modules from the RTA main menu (FFEM).
2. Enter the facility number or press F1 to select a facility from the lookup list.
3. Select the desired load.
4. Select Utilities > Product from the menu or click on the icon in the toolbar.
5. Choose Add.
6. Enter the product code information.
7. Save the record.

Product Code Field Descriptions

• Product Code: Enter up to three characters to define the product code. This must match the code in the fuel data text file.
• Fuel Type: Enter a single character to specify the fuel type for this product or press F1 to select a fuel type from the lookup list. This determines how the usage and costs are categorized and accounted for in the RTA system. If a fuel type is selected from the lookup list, the Default Price, Abbreviation, and Description fields will automatically be filled in with the information from the fuel type record (MUF).
• Default Price: Enter the default price for this product code. If the Using fuel price field in the load module is set to Prodtype, the price entered here will be used for transactions processed; otherwise, this price is for notational purposes only.
• Abbreviation: Enter up to three characters for the product code abbreviation. For example, you might enter an abbreviation of DSL, UNL, or OIL for diesel fuel, unleaded fuel, or oil products.
• Description: Enter up to 12 characters to describe the product.
• Track Part Usage/Part Number: This option determines whether or not part inventory and usage in the RTA system will be updated. Select this checkbox to track part usage for this product code. Leave this checkbox unmarked to not track part usage. When this checkbox is selected, the Part Number entry field becomes available. Enter the part number associated with this product type (a lookup list is not available here; use the Quick Help feature (CTRL+Q) if you need to look up a part number). For example, if this product type is oil, you could enter 15W40 as the part number. When a transaction is processed using this product code (FFEP), the RTA system checks to see if part number 15W40 exists (MPM); if so, the following things will occur:
  • Part inventory quantities will be updated.
  • Part usage will be updated.
  • A part adjustment record will be written.
  • Vehicle cost records will be updated with the part cost.

NOTE: Although RTA has the ability to track inventory quantities for five various stocking areas, part transactions from EFI will update inventory quantities only in stocking area 1. The part facility is determined by the EFI load facility.

Deleting a Load Module

To delete a load module from the system, do the following:

1. Select Fuel > Fuel Entry > Electronic Fueling > Modules from the RTA main menu (FFEM).
2. Enter the facility number or press F1 to select a facility from the lookup list.
3. Select the desired load module.
4. Select Utilities > Delete from the menu or click on the icon in the toolbar.
5. Verify the load module displayed is the correct module and then choose Yes to confirm the deletion.

Copying a Load Module to Another Facility

To copy a load module from one facility to another, do the following:

1. Select Fuel > Fuel Entry > Electronic Fueling > Modules from the RTA main menu (FFEM).
2. Enter the facility number or press F1 to select a facility from the lookup list.
3. Select the desired load module.
4. Select Utilities > Copy from the menu or click on the icon on the toolbar.
5. Choose Yes to continue.
6. Enter the facility number where the load module will be copied or press F1 to select a facility from the lookup list.
7. Choose OK to copy the module to the new facility.