The XSite Fuel Manager is a key part of the XSite system. It helps you manage fuel sales, fuel inventory, and end-of-day totals with accuracy. This guide will show you step-by-step how to set it up. For best results, work with your store manager during setup to make sure all payment types and fuel blends are entered correctly.
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.