Fuel Manager guides and videos teach you how to track and manage your fuel operations in XSite. You’ll learn how to record deliveries, monitor tank levels, and complete daily fuel reconciliations. These simple, step-by-step tutorials help you keep accurate fuel records and spot issues early so your station runs efficiently.
Preparing for your first fuel reconciliation
Before creating your daily reconciliations in the Fuel & Financial module, please watch the following video for a quick overview:
Before getting started, make sure you’ve spoken with an XSite support team member to confirm your fuel configuration is set up correctly.
When completing your first reconciliation, have the following details ready:
- Tank capacities
- Tank opening and closing levels for the day you’re reconciling
- Cash on hand at the end of the day
These details are essential to ensure accurate reporting and a smooth setup process.
XSite Fuel Manager Setup Guide
The XSite Fuel Manager is an integral part of the XSite system, enabling precise management of fuel transactions, inventory, and financial reconciliation. The following guide outlines the detailed steps to configure the Fuel Manager module within XSite. To ensure accuracy during the setup process, it is recommended to coordinate with the store manager to address any nuances regarding payment methods or specific fuel blends.
Step-by-Step Configuration Guide
- Access the ‘Shift Details’ from the XSite side menu and select the site to be configured for fuel.
- Verify that the client has shift data available by confirming that you have a list of processed shifts within XSite, as this information is crucial for configuration.
- It is advisable to communicate with the store manager via phone to assist with the setup process and address potential issues that may arise.
- From the side menu, select ‘Fuel/Shift’, then click on ‘Fuel Configuration’.
- Click on the ‘Sections’ tab, which will initially be empty.
- Utilize the ‘Copy Section’ feature to streamline the setup process by replicating configurations from a similar and well-configured site.
- Important: Ensure that the site you are copying from is enabled to perform this feature.
- In the XSite Master, select ‘Super User’, and then ‘Client Manager’.
- Type in the site name of the site you are copying from in the ‘Filter’ box.
- Select the Id number under the ‘Id’ column.
- Enable the ‘In fuel configuration’ button. This feature allows you to copy fuel configuration from this site.
- Back in ‘Fuel Configuration’, navigate to the ‘Copy Section’ menu and select an appropriate site from the ‘Site’ dropdown menu.
- For example, use ‘Acton Esso’ for an ESSO site or ‘Tall Boys Petro Canada’ for a Petro Canada site.
- Select the ‘Copy Sections From’ button which will auto populate the ‘Sections’ tab.
- Notice the ‘Additive’ and ‘Subtractive’ columns.
- Any money coming in is considered ‘Additive’ and any money going out is considered ‘Subtractive’.
- Switch to the ‘Delivery Tax Types’ tab to enter details regarding fuel delivery costs and taxes.
- Add a new ID named ‘1’ and name it ‘Cost per Litre’.
- Add another ID named ‘2’ and name it ‘Tax in Fuel’.
- Leave the ‘Default Rate’ fields blank for both. This will be adjusted manually by the customer to accommodate varying costs and taxes with each delivery.
- Navigate to the ‘Categories’ tab which should display various categories that were imported during the initial price book setup.
- Clear out existing departments as they are specific to the copied client site.
- Do this by filtering ‘bl:dept’ and removing them.
- Under the ‘Financial’ menu, select ‘Sales’ from the ‘Section’ dropdown menu and choose ‘Add Sales Categories’ to input the correct departments. Be patient as this process can take several minutes.
- Navigate to the ‘Products’ tab and click ‘Add Products’ for auto-population.
- In the ‘Tanks’ tab, select ‘Add Tanks’, and the system will automatically populate the tank information.
- Move to the ‘Grades’ tab and click ‘Add Grades’ to auto-populate the different grades.
- For blended grades, these will need to be added manually:
- Click ‘Edit’ next to the blended grade.
- Check the ‘Blend’ box to activate blending options.
- Select the grades to be blended in the ‘Product 1’ and ‘Product 2’ columns, assigning the correct percentage values for each, represented as decimals.
- Once completed, click ‘Update’ to save the changes.
- Note: You may need to manually enter the blended grade if it was not automatically imported.
- Revisit the ‘Tanks’ and ‘Products’ tabs to remove the blended grade entries, as there are no physical tanks or delivered blend products for these grades.
- With the configurations complete, you are now ready to perform the first reconciliation within XSite Fuel Manager. Ensure to review all settings and verify their correctness with the site data before proceeding with reconciliation.
Note: Each step in this setup is crucial for the accurate tracking and management of fuel sales and inventory. Be sure to verify each configuration with actual site data and maintain open communication with the store manager throughout the process. After completing these steps, XSite Fuel Manager should be fully operational.
How do I create a day end reconciliation?
Day end reconciliation helps you stay on top of your fuel and shift data. It ensures your sales, dips, and deliveries match so you can catch errors early. Follow the steps below to review your daily info and close out the day properly.
Step-by-Step Instructions
- Go to Fuel/Shift in the side menu and click Daily Reconciliations.
- At the top of the screen, use the Sites dropdown to select your location.
- Set the Status dropdown to All to view all shifts.
- Choose a date range by either:
- Selecting a From Date and To Date, or using the Date Range dropdown to pick a preset range.
- Note: These filters adjust what’s shown in the table below, not which days need reconciling.
- On the left, look for any green box with a date—this means that shift still needs reconciling. The earliest missing date will be listed first.
- You can also click “Or choose date…” or “Or choose shifts…” to pick a specific shift.
- Click the green box to open the fuel reconciliation page.
- Review the summary information at the top:
- Fuel Sales
- Financial Reconciliation
- Fuel Reconciliation
- Shifts
- Scroll down to the more detailed sections which include:
- Sections, Deliveries, Tanks, Grades, Products, Pumps
- Go to Tanks and expand the section.
- Compare the Closing value to the dip reading taken at the end of the day.
- If the value is incorrect, enter the correct closing dip.
- Repeat this for each tank.
- If you received a fuel delivery that day, add it before saving.
- Follow the steps in the How do I add a fuel delivery? guide.
- When you’re done entering all required info, click Save in the top right corner.
How to create a report from the Daily Reconciliation page
- Click the Create Report dropdown in the top right corner.
- Choose the report you want to generate—options include:
- Financial Summary
- Section Summary
- Product Summary
- And others
- You can also access these reports anytime from the Reports tab in the left-side menu.
What to do if you’re missing shifts in daily reports
- Restart your computer and any connected services.
- If the data still doesn’t appear within 30 minutes, call XSite Support to refresh your system.
How do I add a fuel delivery?
If you received a fuel delivery during the day, you’ll need to enter the details as part of your daily reconciliation in XSite.
Before you begin, make sure the supplier is already set up in your system and marked as a fuel delivery supplier.
Step-by-Step Instructions
- Go to Fuel/Shift in the side menu and select Daily Reconciliation.
- Choose the shift when the fuel was delivered.
- Scroll down to the Deliveries section.
- Use the dropdown to select the correct fuel delivery supplier.
- Click Add.
- A new section will appear where you can enter delivery details.
- Fill in the following fields:
- B.O.L. Date
- B.O.L. #
- Delivery Date
- Invoice Amount
- Invoice Number
- Do not enter tax information in this section—it will be added by grade below.
- Find the fuel type that was delivered.
- Enter the Gross Quantity and press Tab—this will fill in the Net Quantity automatically.
- Enter the Cost Per Unit and press Tab—the Amount will fill in automatically.
- Enter the Tax Rate and press Tab—the system will calculate the tax for you.
- Repeat the steps above for each fuel type that was delivered.
- Review all details to make sure everything is correct.
- Click Save in the top right corner when finished.
How do I manually add a fuel supplier?
Maintaining an up-to-date list of fuel suppliers is essential for efficient operations and accurate tracking of fuel deliveries. This guide provides you with a systematic approach to manually add a fuel supplier in XSite, ensuring your system reflects all your business relationships accurately.
Adding a Fuel Supplier in XSiteIO
- Begin by navigating to ‘Price Book’ in the side menu, select ‘Inventory’, and then click on ‘Suppliers’.
- To add a new fuel supplier, you will use the same interface as the other suppliers.
- At the top of the ‘Suppliers’ screen, select the ‘+’ icon. This will bring up the designated fields for supplier information. Carefully fill in these fields with the relevant details of your new fuel supplier. This includes the supplier’s name, contact information, and any other pertinent details.
- Once you have entered all necessary information, click the ‘Add’ button.
- Locate and select the newly added supplier from your suppliers list.
- Look for the option labeled ‘Fuel delivery supplier’ in the ‘Identification’ section. Enable this option.
Adding a Fuel Supplier in XSite Classic
- Begin by navigating to ‘Administration’ in the side menu and click on ‘Suppliers’.
- To add a new fuel supplier, you will use the same interface as the other suppliers.
- At the top of the ‘Suppliers’ screen, you will see fields designated for supplier information. Carefully fill in these fields with the relevant details of your new fuel supplier. This includes the supplier’s name, contact information, and any other pertinent details.
- Once you have entered all necessary information, click the ‘Add’ button.
- Locate and select the newly added supplier from your suppliers list.
- Look for the option labeled ‘Fuel delivery supplier’ in the ‘Identification’ section. Toggle this option to ‘On’.