Overview

Fuel Management connects everything that touches diesel and AdBlue in Central-Ops: where a fill is recorded, what it cost, and how much fuel a depot has on hand. It exists as one connected system rather than a pile of separate screens because the three questions depend on each other - a fill's cost depends on knowing whether it came from your own bowser or a vendor, and a bowser's stock figure depends on every fill and delivery being counted the same way.

After reading this article you will be able to:

• Set up the depots, and understand the fuel parts, needed for accurate fuel records
• Record a fuel fill in the office and on the driver's tablet, for a depot bowser or a vendor
• Understand how a depot's fuel price is set, and where each price comes from
• Key prices onto fuel records in bulk
• Record, edit and delete a fuel dip, and read a bowser's stock on hand
• Explain why fuel does not appear on a stocktake, and run the Export Fuel Report

Before you start: depots and fuel parts

Two things need to be set up before anything else in this article makes sense.

Has Fuel Bowser, on the Depots page

Navigate to the Workshop page, then select Depots under Configuration. Each depot records two independent things: whether maintenance is performed there, and whether it has a fuel bowser.

• Has Fuel Bowser marks the depots that dispense fuel. These are the only depots offered when fuel is recorded against an asset, and the only depots a fuel price can be held against.
• This is separate from Maintenance Performed, which controls whether the depot appears in job, parts and stock pickers. A depot can have a bowser without workshop maintenance happening there, or vice versa.
• Anyone can view the Depots page; only members of the workshop department can edit it.

Workshop Depots page showing the Maintenance Performed and Has Fuel Bowser options

❕ Note: the first time you open this page, sites already known elsewhere in Central-Ops but never set up as a workshop depot may appear in the list for the first time, with Maintenance Performed set to No. Whether each is marked as having a bowser depends on your own sites.

Related topics

• Parts Overview & Management
• Purchase Orders
• Purchase Transactions & Exporting Invoices/Credits (the source of derived fuel prices)
• **Parts Reorder Report **(fuel is excluded while its stock figure is unmeasured, in the same way described above for stocktakes)
• Fuel Consumption Report (a different report from the Export Fuel Report above)
• Viewing Fuel Entries for an Asset (see the reviewer note at the top of this article)

Fuel parts

Diesel and AdBlue are held as parts with a special Fuel part type. Navigate to Workshop → Parts then filter for the Fuel part type to see them. Fuel appears as its own part type wherever part types are shown or filtered, and each fuel part shows its Fuel Type, either Diesel or AdBlue, so it is clear which part is which.

The Manage Part page showing Part Type and Fuel Type

The Parts page filtered for the part type of Fuel

Fuel parts behave differently from ordinary parts, so that fuel is handled correctly and kept out of places it doesn't belong:

• Only one diesel part and one AdBlue part can exist. Duplicates are not allowed.
• A fuel part cannot be deleted or made inactive, and its part type cannot be changed. An ordinary part cannot be changed into a fuel part.
• Stocktake and MSDS fields are hidden on a fuel part, and fuel is excluded from stocktakes.
• Fuel is only offered where you would expect it: purchase order lines, goods received, purchase order invoices and the Part Transactions filter. It is not offered in any other part picker, so it does not show up where you don't want it.

❕ Note: existing diesel and AdBlue parts that were nominated in Workshop Settings converted to the Fuel part type automatically. The Fuel Parts fields in Workshop → Settings have been removed, as they are no longer needed.

Having fuel parts has three consequences that reach forward into later sections of this article:

• A fuel price can be derived from a goods receipt for a fuel part (see The depot fuel price table, below).
• A dip can only be recorded against a fuel part (see Recording, editing and deleting fuel dips).
• Fuel parts are excluded from stocktakes (see Why fuel is excluded from stocktakes).

🧠 Learn more about setting up parts in general in Parts Overview & Management.

Recording a fuel fill