The Bulk Truck Delivery reports are important because they provide accurate data to generate reliable Management reports and they help ensure all gallons are billed properly.
Reviewing the Bulk Truck table and reports should be done every day as part of the daily balancing.
- Review the Bulk Truck Delivery report to ensure the driver's information is posted correctly.
- Run Metered vs. Delivered report.
- Run reports by driver and/or truck.
- When entering a trip manually, the trip must also be entered into the bulk truck delivery.
The Bulk Truck Delivery report can be run by going to Main Menu / Bulk Truck Delivery / Reports.
The above report shows inaccurate mileage so it is of no value to a manager. Remember - drivers enter mileage manually, so there is always margin for error.
Areas highlighted in yellow below are items in question.
- A zero in all fields could indicate a driver started a shift and ended it right away.
- The meter may not have communicated to the handheld.
- Why is this mileage so high? This should have been corrected.
- If corrected and managed daily, the monthly and yearly reports will always be accurate.
Meter Not Communicating
To correct an instance of the meter not communicating to the handheld navigate to Bulk Truck Delivery / Delivery Posting. Correcting Meter values, gallons, and stops are required.
The Delivery Posting screen contains Trip report information coming from Energy Track. To avoid looking through a large number of records, press CTRL + R to search for a range. For Column, select Truck Number or Driver Number, the Filter Type defaults to Equals to, and for Value enter the Truck or Driver Number needing to correct. Add an additional line by pressing the down arrow to further filter the results. If filtering by Dates, it is recommended to include a few days prior to the date needing correction.
For example: The correction needs to be made for 08/03 in this scenario so the date entered in the search is 08/01.
Once the entry that needs correction is found press CTRL + M to Modify and correct the Begin Meter column to reflect the End Meter of the previous trip. Click in the lower portion of the screen and the Total Gallons Delivered and Total Number of Stops will increase. Hold CTRL+ Q to save.
If Begin Meter is blank, enter the End Meter number from the previous date. If the End Meter is blank, enter the Begin Meter that is recorded for the next day or add the gallons delivered to the Begin Meter of the day being corrected.
To correct mileage use the same method, however, make this correction after talking to the driver or wait one day to correct it.
Note: Refined fuel trucks have multiple registers. Miles driven and number of stops is recorded under the 1st register. Find the products (diesel or gas) at Bulk Truck Delivery / Truck Maintenance.
Driver Switches Trucks
Find the ending meter reading the last time the truck was used. Do this by going into the Bulk Truck Delivery posting and locate entries for the truck instead of the driver.
Note: It is also possible to verify the totalizer beginning and ending numbers from day to day using Trip reports.
Entering a Trip Manually
The Bulk Truck Delivery Posting menu will automatically update when the Mobile Device Posting has been performed. However, if not utilizing handhelds, this information will need to be entered manually once the invoice has been posted into the system.
- From the Master Menu, select Bulk Truck Delivery.
- Choose Delivery Posting.
- Select Create.
- Enter the Division number or press F5 to select the Division from the list.
- Enter the Truck Number, Register #, and Driver Number.
- In the Delivery Date field, enter the date the deliveries were made.
- The Beginning Odometer will default to the previous day's ending reading but can be changed if necessary.
- In the Ending Odometer field, enter the odometer reading for the selected truck after the deliveries were made.
- The Beginning Truck Meter reading will default to the previous day's ending reading but can be changed if necessary.
- In the Ending Truck Meter field, enter the meter reading for the selected truck after deliveries were made.
- In the Total Truck Miles and Total Meter Gallons automatically display.
- Enter the actual number of gallons delivered in the Total Gallons Delivered field.
- Enter the total number of deliveries made in the Total Number of Stops field.
- Enter the total number of hours it took to run the load in the Total Number of Hours field.
- In the Cylinder Size field, enter the size of cylinders that were replaced.
- In the Cylinders Delivered field, enter the number of cylinders delivered.
- In the Cylinders Picked Up area, enter the number of cylinders picked up.
- Choose Save.