There are four methods of entering fuel transactions into RTA; the method you choose depends on the type of input documents used. All methods update the necessary data records (vehicles, fuel taxes, fuel billing, etc.) according to the settings in the RTA system parameters and the vehicle records (MVM, Fluids tab). The pump and tank records aren't updated, however, until the Post to Pump/Tanks option is processed (FFP). The fuel transactions entered remain open and are placed in a pending file until processed. After they've been posted to pumps and tanks, they become closed fuel transactions and moved to the fuel history file.
- Many States: If you get a trip log with an ending meter reading along with the miles traveled in each state, this option may be the best selection for your data input (FFM).
- Quick Fuel Entry: If you receive a single ticket for each vehicle with ending meter readings for each state or trip miles, this option may best suit your needs (FFQ).
- TriCoder Input: If you have a TriCoder at the fuel island or in your tanker trucks and fueling data is input into the TriCoder rather than written down on paper, this timesaving option is for you. Refer to "TriCoder Programs" for instructions.
- Electronic Fueling: If you have a third-party fueling system that tracks your fuel data, this timesaving, add-on option is for you. Refer to the EFI User's Manual for instructions.
NOTE: You can enter and track fuel transactions without having to track tank and pump inventory.
This option is used to record fuel usage during a trip. It requires more keystrokes per trip than the Quick Fuel Entry option, but allows you to differentiate between taxable and tax-paid fuel, which Quick Fuel Entry doesn't. It also helps in preventing keystroke errors since each entry must balance before any of the fuel, mileage, costs, etc. actually get posted. To record a trip using this option, do the following:
- Select Fuel > Fuel Entry > Many States from the RTA main menu (FFM).
- Enter a vehicle or press F1 to select a vehicle from the lookup list.
- At the New Odometer field, enter the meter reading at the time of last fuel-up for this trip. The trip distance is calculated based on the previous Fuel Odometer-the mileage sum from all the fuel tickets for this trip must equal the trip distance.
- At the Trip Fuel field, enter the total fuel quantity purchased for this trip. Again, the fuel quantity sum from all the fuel tickets for this trip must equal the trip fuel.
- Choose OK to record individual fuel tickets for the trip. Notice as each ticket is added, the remaining trip distance and trip miles are updated in the top section of the window.
- Enter all fuel tickets and then choose Post Trip when all trip miles and fuel have been recorded. Trip distance and fuel are updated as fuel tickets are added. When the remaining balances are 0.0, the trip can be posted to the vehicle.Sample shows one fuel ticket input for the trip.
NOTE: If you choose Cancel before all the trip miles and fuel have been added, none of the mileage or fuel from the fuel tickets will be posted to the vehicle.
Many States Fuel Entry Field Descriptions
You may or may not be prompted for some of the information described due to the settings in the system parameters. Data fields controlled by a switch will be noted (SSx, switch xx).
- Fueling Date: Enter the date of last fuel-up for this trip.
- Trip Ticket (SSM, Fuel Parameters tab , switch 28): Leave this field blank or enter a ticket number, charge number, invoice number, or any other data you wish to track for this fuel ticket. This field is provided for your benefit and is not used by the RTA system.
- Distance: Enter the distance traveled or press F2 to post the remaining miles.
- State Abbreviation: If you're tracking fuel taxes, enter the state abbreviation where the miles (or most of the miles) were traveled; otherwise enter the state where the vehicle was fueled.
- Company-Owned Pump, Price, and Used: If the vehicle fueled up at a company pump, specify the pump number, price per gallon, and fuel quantity. You also have the option of pressing F2 to use the default fuel price from the fuel type record (MUF) or pressing F5 to enter a fuel price.
- Taxable Price, Tax-Paid Price, and Used: If fuel was purchased on the road at a non-company pump, enter the taxable or tax-paid price per gallon and the quantity purchased.
- Turnpike Miles (SSM, switch 27): Some states allow credits for turnpike miles. Of the distance traveled, enter the number of miles traveled on a turnpike.
After the trip has been posted, you'll be prompted for the following data. Again, some of the prompts will vary depending upon your switch settings.
- Oil Quantity, Part Number, and Price: After all fuel tickets for a trip have been entered, you'll have the option of posting oil consumed; enter the quantity, part number, and price per quart.
- Days Between Fuel-ups (SSM, Fuel Parameters tab , switch 8): Enter the number of days the vehicle was used during this trip. The figure entered here is used in vehicle utilization calculations.
- Trip Revenue (SSM, switch 29): Enter the revenue generated for this trip.
Quick Fuel Entry
This option allows fuel tickets to be entered easily and quickly. Each ticket entered immediately updates the vehicle's meter reading(s), fuel usage, and cost(s). If you're tracking utilization, alternate meters, fuel taxes, turnpike miles, and fuel billing, these records are also updated with each fuel ticket entry. The Quick Fuel Entry option also allows the following to happen without having to input any fuel data:
- Update fuel meter readings-refer to "Updating Meter Readings"
- Update alternate meter readings-refer to "Updating Alternate Meters"
- Post oil and/or part usage-covered later in this chapter
To record a fuel transaction, follow the steps listed. You may or may not be prompted for some of the information described due to the settings in the Fueling Parameters (SSM, Fuel Parameters tab ). Data fields controlled by a switch will be noted (SSx, switch xx).
- Select Fuel > Fuel Entry > Quick Fuel Entry from the RTA main menu (FFQ).
- Choose No when prompted to "Enter Miles, Kilometers, or Hours only?" (SSM, Fuel Parameters tab , switch 7).
- Enter the fuel data.
- Choose Post to post the mileage, fuel usage, and fuel costs to the vehicle.
Quick Fuel Entry Field Descriptions
- Facility (SSM, Fuel Parameters tab , switch 31): If you allow cross-facility fueling, enter a vehicle facility number or press F1 to select a facility from the lookup list.
- Vehicle Number: Enter a vehicle or press F1 to select a vehicle from the lookup list. You could also press F3 to have the RTA system use the first vehicle for the specified facility. When the vehicle number is manually entered and the "Use Xref in Quickfuel" switch is set to YES (SSM, Fuel Parameters tab , switch 10), the system will search for a vehicle that has fuel cross-reference number that matches the number entered (MVM, Fluids tab). If a matching fuel cross-reference number is found, that vehicle will be brought up; otherwise, the system will search for a vehicle with the same primary number as the one typed in. After the first fuel transaction has been entered, the F2 key becomes available. Pressing F2 automatically pulls up the vehicle number from the previous transaction. Pressing F3 automatically calls up the next vehicle number on file.
- Fueling Date: Enter the fueling date or press F1 to select a date from the calendar.
- Miles or New Meter (SSM, Fuel Parameters tab , switch 30): Enter the number of miles traveled or the new meter reading. The Fuel and/or Work (primary) meters will be updated if the new meter reading is higher than the current meter readings displayed. If the new meter reading is lower than the current Fuel meter reading or if the value exceeds the maximum allowable (MVC or SSF, switch 27), a warning prompt appears. This warning designed to help decrease data entry errors by forcing unusually high or low figures entered to be validated.
- Turnpike (SSM, switch 27): Some states allow credits for turnpike miles. Of the distance traveled, enter the number of miles traveled on a turnpike.
- Charge Number (SSM, Fuel Parameters tab , switch 28): Enter the charge number, invoice number, department, customer, or any other data you wish to track for this fuel ticket. This field is provided for your benefit and is not used by the RTA system.
- State or Province (SSM, Fuel Parameters tab , switch 29): If you're tracking fuel taxes, enter the state or province abbreviation where the miles (or most of the miles) were traveled; otherwise enter the state where the vehicle was fueled.
- Pump Number: If the vehicle fueled up at a company pump, specify the pump number; the fuel type is displayed and the fuel price is automatically entered in the Price field. The price comes from the average price in the tank record attached to the specified pump (MUTM or 2371). You also have the option of pressing F2 to use the default fuel price from the fuel type record (MUF) or pressing F3 to use the same pump number from the previous fuel transaction. If the fuel purchased was non-company fuel, press Enter to skip this field-XX will be displayed in the field.
- Price, Quantity, and Cost: Enter two of the following three items: fuel price, quantity, or total fuel cost. The system automatically computes the third amount. After these entries have been made, the Trip AvMPG is calculated and displayed on the screen next to the Veh AvMPG. This makes it easy to compare the two figures—another way for you to validate the accuracy of the data being entered.
- Days Used (SSM, Fuel Parameters tab , switch 8): Enter the number of days the vehicle was used since the last fueling. The figure entered here is used in vehicle utilization calculations.
Posting Oil and Parts Through Quick Fuel Entry
If the "Use Oil/Part Window" switch is set to YES, you'll have the ability to post oil and/or parts purchased during the fuel-up while entering fuel tickets. Simply choose Post Oils/Parts button and enter the information.
Post Oils/Parts Entry Field Descriptions
NOTE: Although this option is available through Quick Fuel Entry, it is a separate posting routine; therefore, once the following information has been entered and you choose OK, the costs and quantities will be posted to the vehicle immediately-even if you decide not to post any fuel to the vehicle.
- Part Number: Enter the part number, press F1 to select a part from the lookup list, press F2 to use the default oil part number from the vehicle record, or press F3 to use the default transmission fluid part number from the vehicle record (MVM, Fluids tab). Although oil will be posted most of the time, any part can be posted in this window such as windshield washer fluid, wiper blade refills, and antifreeze. If the part number entered is found, the part type, description, and price are automatically displayed.
Type: Specify the part type. This determines how the cost and quantity posted are categorized in the vehicle cost record for reporting purposes (STVF).
Expense & Usage Categories
Lubricants and Add-Oil
Parts and Antifreeze
Lubricants and ATF
Lubricants and Hydraulic
Lubricants and Gear Oil
- Quantity, Price, and Cost: Enter the part cost and quantity. If a file part number was entered and you're using multiple stocking areas you'll be prompted to specify from which stocking area to deduct the part quantity (SSM, Parts Parameters tab , switch 9). The total cost will be computed and displayed once the quantity and costs have been entered.