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Chapter 1 : Introduction and Installation

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1. ES Computrol ProFuel Main Tables Data Functions About Accounts Locations Products Tanks Users Plus Communication Location Groups Product Groups Limits and Variance Failed Send Poll All Transactions Compact Database Import Transactions Purge Old Transactions Debug Mode On Screen 3 Main Tables Exit Ctrl g Drop Down Menu 1 4 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 1 Introduction and Installation The drop down menu from the Data Functions button is shown below and contains useful instructions for all users The commands for manipulation of records in your database are shown here along with a keyboard shortcut for each one 8 Computrol ProFuel Main Tables Data Functions About Add Mew Cerl 4 Delete Current Ckril D Search Ctrl F Refresh FS Next Ctrl h Previous Save Current Cb amp rl 5 Cancel Update Ctrl U Screen 4 Data Functions Drop Down Menu Add New creates a new record in the database and fills in any default values If you are adding multiple records Add New also saves the changes you have already made Delete Current removes the current record the one displayed on your screen from the database There is no Undelete but you will be prompted for confirmation Search is used to locate the first record in the database matching your search criteria You simply type in the value for the field you want to search and click Find Fir
2. Field Names 9 9 2004 5 53 37 PM a i 1 NORMAL 04 08 05 16 27 2 RIGHT REEL 46504 48 5 No Vehicle 46504 not in USERS 9 9 2004 5 53 37 PM 1 2 NORMAL 04 08 05 16 29 1 LEFT REEL 46504 0 3 No Vehicle 46504 not in USERS 9 9 2004 5 53 37 PM a 2 3 NORMAL 04 08 05 16 33 2 RIGHT REEL 46504 585 3 No Vehicle 46504 not in USERS 9 9 2004 5 53 37 PM E 4 NORMAL 04 08 08 14 16 1 LEFT REEL 46504 0 9 No Vehicle 46504 not in USERS 9 9 2004 5 53 37 PM i 2 5 TIMEOUT 04 08 08 14 19 1 LEFT REEL 46504 0 0 Yes No fuel issued 9 9 2004 5 53 37 PM a 6 NORMAL 04 08 09 10 28 1 LEFT REEL 46503 224 9 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM 4 7 NORMAL 04 08 09 11 30 1 LEFT REEL 46503 149 1 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM a i 8 NORMAL 04 08 10 09 03 1 LEFT REEL 46503 281 4 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM 4 9 NORMAL 04 08 10 12 24 1 LEFT REEL 46503 345 4 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM i i 10 NORMAL 04 08 11 08 09 1 LEFT REEL 46501 1012 2 No Vehicle 46501 not in USERS 9 9 2004 5 53 37 PM i 2 11 NORMAL 04 08 11 08 40 1 LEFT REEL 46503 288 8 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM 4 12 NORMAL 04 08 12 08 10 1 LEFT REEL 46503 301 3 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM FE 13 NORMAL 04 08 13 09 22 1 LEFT REEL 46503 1 7 No Vehicle 46503 not in USERS 9 9 2004 5 53 37 PM 1 14 NORMAL 04 08 13 09 44 1 LEFT REEL 46503 183 6 No Vehicle 46503 not in USERS 9 9 20
3. ProFuel Fleet Fuel Management Fleet Fuel Control Made Simple Version 3 1 Engineered Solutions by Blank Back of front cover ProFuel Fleet Fuel Management User Manual Revision 3 1 All Rights Reserved Computrol Fuel Systems Inc 107 1533 Broadway Street Port Coquitlam British Columbia Canada V3C 6P3 Blank Back of Page ProFuel User Manual Table of Contents CHAPTER 1 INTRODUCTION AND INSTALLATION Introduciendo 1 1 BENS LINEAGE Ol RUC e a a 1 2 System Requirements ica cda 1 2 Loading and IMIMANZ a Oca a 1 2 RCA als 1 2 Installing ProFuel on a Network ooccccooccoccconconcocononcononcncoonnnnnonannnnononnnnnnnannnnonannnnonannnnnnananess 1 3 Navigalind P FOR UCN ansiosa occitano 1 4 MAA SC obs 1 4 TIPS OM Ent ring Your Data sssaaa e aaa acta aaa eaa a ted eee aaas 1 6 Required Felds cosida 1 6 A A 1 6 Searching for Data Records and Information coconncccnnccccccnnonnncnnnnncnnnnnnnnnnnnnnnononancnnnnnonononanos 1 7 Search Window Feature cccccccccccccnnnccononccccnononncnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnnnnononnnns 1 8 CHAPTER 2 ENTERING YOUR DATABASE OCW Wi a 2 1 System Ser UD Screens A a a 2 1 EOgical Order Or Modules Se 2 2 Products DalaDaSe ade 2 3 Editino Product Names camarista ralla 2 3 Product GlOUDS css dad 2 4 Record Navigation in the Product Groups Database RecordS cccccccccoccconcconoccnncconancnonononanenos 2 4 SEMEN WI
4. This will include pump numbers and order communication and connection information such as phone numbers and even the Baud Rate 7 Accounts enter the details for each customer including names addresses discounts etc 8 Users cardholders or numbers to identify the cardlock users will need to be entered next Please Note Detailed instructions regarding each of the above modules and screens are found Q in this manual There may be additional Database entries to set up for ProFuel Plus users See Chapter 4 ProFuel Plus Invoicing and Features for the additional information 2 2 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Products Database The Products database is used to record the names of the products that are sold Products are used in the setup of various tables in the system including Tanks Product Groups and PCU pump setup Products To access the Products screen select the Products button from the menu at the top of your screen It can alternatively be accessed by selecting the Products option under the lt Main Tables gt menu also located at the top of your screen ES Products Products Name OOO pese hemo S hanas O PROPANE oo Pe Screen 8 Products Type the name up to an 18 character maximum of the fuel or any other product To create a new record enter the new product name beside the When you hit the Tab Key or the Enter
5. 22300 22410 224232 commas Example 1 357 Send Cards Screen 26 Polling and Cards screen ProFuel Reference Manual Version 3 0 Page 3 1 ProFuel User Manual Chapter 3 Daily Operations and Reports AutoPolling The AutoPoll feature automates the steps in collecting the transaction data from the PCUs Some setup is done in the PCU Setup screens referenced in a previous section of this manual The Polling and Cards screen is used to initiate polling of individual or specific PCUs The Polling Options include All PCUs All PCUs that are Autopolled All PCUs at Location PCUs where you can type a PCU or range of PCUs When you have selected the PCUs that you want to poll you can either let the system Autopoll according to the time schedule that you have previously set up or by selecting the Poll How button you can initiate a poll immediately send Cards Update Card Information in PCUs The Polling and Cards screen is used send the current card authorizations to a single PCU a selected group or all PCUs The PCU uses this information to determine who has authority to pump fuel what products and at what locations In order to update the PCUs with the card information complete the bottom part of the Polling and Cards screen The two sections that need to be completed are Card Range to Send with your mouse select the appropriate range of cards using the pre selected options or enter the card numbers or range of
6. CITY PROYINCE STATE Van couwer ECG POSTAL CODE PHONE NUMBER VaR AT5 555 9696 4 AddNew Delete Save Cancel Close Pihl Screen 5 Sample for Navigation Short cut Keys When you see a underlined letter in a word it usually means there is a shortcut programmed to that button When a button is appears with the word Product using the ALT P keys has the same effect as a mouse click on the button This is useful to know when a great deal of data entry is required and you find it more comfortable to use the keyboard for some actions and avoid some switching to mouse and back Also in many cases it is possible to use the TAB key to move from box to box in a single data entry screen The TAB should move in an orderly or logical flow 1 6 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 1 Introduction and Installation Record Navigation At the bottom of most data entry or database record screens is the Navigation Bar shown below The convention used is made consistent on as many of the screens as possible To move from record to record in the selected database you can use the navigation buttons located on the Record Navigation bar These buttons will allow you to move to the first record the previous record move to the next record and move to the last record You can also add a new record delete a record save or cancel changes to a record and close the database Go to First Record Go to Last Record Go to
7. Previous Record Go to Next Record 1 Add New Delete Save Cancel Clase New records can be created by using a mouse to click the Add New button or by Add New typing CTRL A on the keyboard The record s data fields will be blank bh The Delete button or the keystrokes CTRL D will cause the selected record to be Delete Deleted A confirmation box will appear and you must select Yes to delete or No if unsure There is no Undelete and deleting a current record can create a lot of extra work The Save button or the keystrokes CTRL S will cause the record to be saved This Save is regardless of whether changes have been made or not When the record displayed has been changed BUT NOT SAVED you may cancel Lancel the actions you have taken to modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you cannot undo them but you can change them back and save If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close E Close Searching for Data Records and Information At times you will need to search for a record in the database You may be searching to find PCU number 31 or the name of the person using card number 45675 There are two main ways to call the search window in ProFuel You can use the Data Functions and click on Search in the drop down choices or simp
8. TJFredercion Region FET DIESEL ET LEADED aor Yes No Frederson Regon Wo NATURALGAS om ves No Michigan District DIESEL 7 01 Screen 45 Tax Group Screen In the Tax Group example above taxes for the Fredericton Region have been Grouped in a Tax Group of the same name The Group contains e 3 different tax types FFT RET and WPO taxes e To be applied to 3 different products when sold in the area e The example shows the tax rate for all 3 is the same 0 01 e Yes it is a percentage of the price not 0 01 cents per unit of measure gallon litre or Kg e No in the last column indicates the taxes are all in addition to the price shown in the PCU Setup screen for the pump it is assigned to The next step is to assign the Group to the pump as shown below in a slice of a PCU Setup screen under the Pumps Tab El PCU Setup 1 1 PCU NUMBER PCU LOCATION DESCRIPTION 7 Vancouver Pumps PCU Setup Automation Transaction Setup PUMP PRODUCT FROM TANE PRICE COST TAX GROUP 1 lt 1 M 0 0 Fredericton Regi 2 lt E y 0 0 Fredericton Reg 3 lt E M 0 0 ETE R 5 COE ESIE o gt Booo ooo North West Coas Ontario Morth Te unur o lal in F in Screen 51 Applying a Tax Group to a Pump Both Pump 1 and 2 have the Fredericton Region Tax Group applied The drop down menu appears at Pump 3 when you double click on the box Select the Tax Group you created for this pump and save the work Each
9. Time this is the date and time of the delivery not the entry e PCU number e Tank Number and e Fuel Received Once the data is entered and visually checked the Save button commits the transaction to the All Transaction database where it will be held for further processing and reporting The Tank balance will be updated immediately and all balances subsequent to the date you entered will be corrected To check the transaction for accuracy or for any other reason open the All Transactions database and search for one piece of criteria which uniquely identifies the transactionin question E All Transactions 33 36 DATE TIME FUEL RECEIVED bn 3 2004 3 10 25 PM 25000 OPERATOR CARD 0 PCU PUMP PRODUCT 7 y DIESEL LICENCE HOURS 0 MISCELLANEOUS INVOICE NUMBER 0 ACT OI g Total 0 6344 Litre TANE VOLUME 0 24578 5 Process New Transactions Add Delivery rig Add New Delete Save Cancel Cloze b H Screen 33 Tank Delivery Transaction in All Transactions Record Navigation in the Transactions Database Records At the bottom of the Locations database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record Add Hew Delete Cancel Close 3 8 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Add New New records can be created by using a mouse to click the Add New button or by typing CTRL A on t
10. are able to enter in the new information You can navigate in this screen by selecting the individual fields with your mouse cursor or by using your TAB key Please Note Fields that are identified with a RED heading must be completed e g in this screen the Number Account Number Product Group and Location Group fields must be completed All other fields are optional Select the box to indicate what the new user is The choices are Operator Vehicle and Master Card Next select the Enabled box if you wish to have the user authorized to fuel De selecting this box immediately the users privileges as soon as the Send Cards feature is activated ProFuel Reference Manual Version 3 0 Page 2 21 ProFuel User Manual Chapter 2 Entering Your Database Fill out the following User or Cardholder information fields as required Card Number enter the card number that will be assigned to a user It is a required field Account Number enter the account number that any fuel taken by the user will be charged to It is a required field Product Group from the drop down menu select the group of products that the user is authorized to purchase The default is All It is a required field Identification this feature is used for reporting purposes Location Group the system defiles to All however any of the location groups previously entered into the system can be selected from the dropdown menu License en
11. be completed Used when communicating with the PCU Modem Number If the PCU is on a modem the number must be entered otherwise leave blank Init String If the PCU is on a modem the initialization string must be entered otherwise leave blank Please Note The PCU password cannot be changed here It must be done using the Communication Manual screen ProFuel Reference Manual Version 3 0 Page 2 15 ProFuel User Manual Chapter 2 Entering Your Database Setting Up Autopoll Manual Polling The lt Automation gt tab on the PCU Setup screen provides access to the PCU Setup screen that allows you to enter the parameters Autopolling the PCU After all testing has been completed the Auto Clear After Poll box should be checked for normal operation The Automation screen appears below PCU Setup 1 1 PCU NUMBER PCULOCATION DESCRIPTION Auto Clear Pumps PCU Setup Automation Transaction Setup After Poll AUTO SEND CnecK Box AUTO CLEAR AFTER POLL Folder Tab EVERY DAY AT 0 O CLOCK AUTOPOLL OR EVERY DAY AT O CLOCK n m ee OR EVERY lo HOURS UPDATE ODOMETER READING V DISABLE PCU BEFORE POLL I LAST POLL TIME Poll Now LAST CARD SYNC LAST ACCOUNT SYNC i 0 1 1998 101171 996 9 9 2004 3 07 44 PM Delete Cancel Screen 20 Automaton or Automatic Polling setup screen The Automation section of the PCU Setup screen is used to setup the time and frequency for automated scheduled p
12. have in front of the Invoice number if applicable Invoice Number Enter the number you wish to appear on the first invoice you are about to will create Subsequent Invoices will be numbered sequentially unless manually changed You may choose to enter the next number after those used in the previous invoicing session Start Date This is the data of the earliest data you wish to include in the report The data will include transactions after the time 00 00 01 hours on the date you select End Date This is the date of the latest data you wish to include in the report The data will include transactions up to 23 59 00 hours on the date you select Invoice Date This is the date of the Invoice creation and will print on the invoice reports If you are selecting only one invoice for this report enter the date for that invoice Update Discounts taxes and prices may have changed since the transaction data was processed At this time you may wish to review the Taxes and Discounts which have been applied by opening the Taxes and Discounts screen under Main Tables Prices change much more frequently so an additional screen has been developed Click Update Prices or ALL and you will be able to enter price changes for each product at each PCU and specify an effective date 4 2 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup w Price Table Peu Product 3 Price Cd Effe
13. i Save Not Now 1 2 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 1 Introduction and Installation Installing ProFuel on a Network Should you wish to provide access to the ProFuel database from more than one workstation current versions of ProFuel can be installed with the database on your Server Daily operating functions are still run from any of the ProFuel workstations Each workstation running ProFuel requires a license from Computrol Contact the factory or your dealer for details To install ProFuel on your principal workstation simply load the CD as detailed on the previous page The principal workstation is the computer which is connected to the Pump Control Units To install the ProFuel database on your Network Server follow these steps e Use Windows Explorer to locate the server directory you have chosen for the networked database e In Windows Explorer use Tools then click on Map Network Drive to map the selected directory as adrive The automated designation such as F K or Y can be used and will make all future references to the directory easier e Use Windows Explorer to copy the file named main mdb from the ProFuel directory to that network directory then rename the local main mdb to something like main org e Inthe local ProFuel directory select profuel ini and edit with Notepad to set the path to network database directory Note the last characte
14. of allowable kilometers mile between each fueling The purpose of this value is to ensure that the vehicle operator enters a valid odometer reading when fuel is taken At time of fueling if a valid reading is not entered an error message will be generated and fueling will not be allowed to take place After 3 bad entry attempts fueling may be denied or allowed depending on the configuration of the PCU There are 9 different levels that can be applied These levels are from 1 to 9 The value for each of these ranges is user configurable To change the value move your mouse cursor over the value you want to change highlight the value and type in the new value 3 4 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports All Transactions The All Transaction screen displays a log of all transactions in the database Some fields are directly from the raw transaction like date time and pump number and some are looked up values like account and tank and others are calculated values e g total price and tank volume This screen is also used to manually input Fuel deliveries or transactions that could not be processed automatically rejected and required editing To access the All Transactions screen select All Transactions option under the lt Main Tables gt menu located at the top of your screen Computrol ProFuel Plus ellie Data Functions About Accounts Locations Products Tan
15. requires This order helps you avoid unnecessary switching back and forth between screens as you enter the data and become familiar with the program 1 Products identify each unique product you dispense Product names are used later to define Product Groups Tanks and PCUs Pump Control Unit 2 Product Groups even if you have only one product you must create Product Group s so ProFuel can automate the sending of authorizations to the cardlock PCUs Group the products as vehicles or people will use them i e all products diesel only unleaded only Every card will be assigned a Product Group 3 Locations identify the individual sites where the PCUs are installed You may have a single location with several PCUs or many locations 4 Location Groups as with the Product Groups above each card must be assigned a Location Group This is done whether there are one or multiple sites Please set up Location Groups which reflect the way vehicles and people will use the system You may need one group that contains All Locations a group that contains only one location or any combination between the two 5 Tanks enter information to be used for inventory control reporting If your tank database is set up to reflect the tanks at your fuel sites then the inventory reports produced by ProFuel will be more meaningful Tanks that are piped together may be entered as a single tank 6 PCUs details of each Pump Control Unit PCU
16. select Tanks B Tank Setup 2 3 TANK NUMBER ff ts s LOCATION Vancouver y Fields shown in Dese RED PRODUCT DIESEL TAME VOLUME TOTAL AS TANE YOLUME CURRENT DO mia Add Hew Delete Save Cancel Close p H Update Tank Screen 13 Tanks Adding a New Tank Using the screen navigation buttons select the 22 button with your mouse This will clear all the fields of their information so that you are able to enter in the new information You can navigate in this screen by selecting the individual fields with your mouse cursor or by using your TAB key Please Note Fields that are identified with a RED heading must be completed e g in this screen the Tank Number Location Product and Tank Volume Total fields must be Q completed Tank Number enter the tank number Location select from the drop down menu The entries shown were previously entered into the database from the Location screen Product select from the drop down menu The entries shown have been previously entered into the database previously using the Product screen Tank volume total input the size or capacity of the tank Tank Volume Current is a calculated field and can be left at zero when the tank is first setup To first initialize the tank you must add the fuel to the tank using the Update Tank button 2 10 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Ent
17. 04 5 53 37 PM 4 Refresh Delete 114 4 peje gt mi Import Paes Print Close EM Screen 44 Rejected Transaction Table Most of the transactions will be rejected for very clear reasons such as e Duplicate Transaction it has been processed already e Vehicle nnnnnn not it USERS database e Operator nnnnn not in USERS database e Zero Fuel where there was no fuel counted or dispensed It is the responsibility the system manager to empty this list by st Create the proper User Account Pump PCU needed to satisfy the error message 2 confirm that no transaction remain which contain valid fuel information 3 Clear the remaining transaction records out of the reject file import The _ Import button on the Reject screen is used to re try to merge the rejects As the required records are added to the database files there will be fewer and fewer transaction records inside If there are no transactions with fuel left in the Rejected Transaction Table it is safe to clear it using the Delete All The button is red for a good reason there is no undelete only re importing from raw data files If there are several Zero Volume transactions terminated by Timeout and they seem to be sequential it may be that a problem exists with the Pump in question ProFuel Reference Manual Version 3 0 Page 3 21 ProFuel User Manual Chapter 3 Daily Operations and Reports Processing All Transactions Once all rejected transactions have been c
18. DATA BITS fe TALK BAUD RATE 1200 STOP BITS i CLEAR p PARITY None gt COLD START Automatic Data Switch Modern ARMING CHAR 0 MODEM NUMBER ARMING CODE lo INIT STRING ATZ Delete Cancel Screen 19 PCU Setup communications screen The following communication parameters must be set up for each Pump Control Unit PCU Com Port For Polling to work the Comm Port field must be completed Select the correct COM port from the drop down menu Baud Rate This field must be completed for polling to work Select the appropriate Baud rate from the drop down menu Typically this is 1200 or 2400 Baud Data Bits This field must be completed for polling to work Select the appropriate Data Bits from the drop down menu Typically this is set for 8 bits Stop Bits This field must be completed for polling to work Select the appropriate Stop Bits from the drop down menu Typically this is set for 1 stop bit Arming Character used for automatic data switches Set to zero if you do not use an automatic switch If used enter a value in decimal format Arming Code used for automatic data switches Set to zero if you do not use an automatic switch If used enter a value in decimal format Talk Password Must be completed Used when communicating with the PCU Factory default is T Clear Password Must be completed Used when communicating with the PCU Factory default is C Cold Start Password Must
19. Database Chapter 2 Entering Your Database Overview ProFuel uses a series of inter related data file records to process each set of incoming transactions The transaction records are processed and compiled against the ProFuel data file records into comprehensive consumption and performance reports In order to run the ProFuel system you must first set up these data records to match the unique characteristics of your fuelling operation The order in which you program your database may vary but for ease of use it is suggested that you follow the sequence listed on the next page under Logical Order of Modules Setup System Set Up Screens All modules of the ProFuel system can be accessed through the Main Menu button bar shown below and through the Main Menu drop down menus Details of each of these buttons and menus are described in this section of the manual Es Computrol ProFuel Plus Main Tables Data Functions Options About Communication Please Note PCUs work from their own lists of authorized cards Entering a card into the ProFuel database does not make it valid in the PCUs You must use the Communication button an SEND the cards to the PCUs Once this is done the card can be used to turn the pump on ProFuel Reference Manual Version 3 0 Page 2 1 ProFuel User Manual Chapter 2 Entering Your Database Logical Order of Modules Setup The logical setup sequence is the easiest way to start entering the data ProFuel
20. ES Locations 1 7 LOCATION NAME DESCRIPTION Vancouver Main Site a TREET ADDRESS CONTACT NAME 3452 roth Street F Corrigan CITY PROYINCE STATE Vancouver B P POSTAL CODE PHONE NUMBER VIR 4745 555 9696 mia Add New Delete Save Cancel Close p H Screen 10 Locations 2 6 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Record Navigation in the Locations Database Records At the bottom of the Locations database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record Add New Delete Cave Cancel Close Add New il Delete Save Cancel Cloze ggi Search Window Search Criteria Match Options e Exact C Any part of field New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to modify the record by us
21. Key the record you entered will be created in the database A new blank line with an asterisk will appear Editing Product Names Use your mouse to select the record that you wish to change and simply type over the name that was there Since this is the lowest layer of data in the ProFuel system the standard navigation tools described previously and used in all other database records are not necessary Once you enter the new name it becomes part of the database There is no Save button ProFuel Reference Manual Version 3 0 Page 2 3 ProFuel User Manual Chapter 2 Entering Your Database Product Groups A Product Group is assigned to each User cards or vehicles A Product Group will contain all of the products that user is allowed or required to use If no restrictions are required then you can create a single Product Group containing All Products and each user will be assigned the Product Group called All Products The ProFuel system uses the Product Group to enable cards and numbers properly with the Send Cards feature Sending Cards is the automated method ProFuel Uses to get vehicle and people authorized in the PCUs or Cardlocks in the field The ProFuel system will enable your numbers so they can use each pump that dispenses the products listed in the Product Group assigned To access the Product Groups screen select Product Groups option under the lt Main Tables gt menu located at the top of your screen E Product Grou
22. N Sienai e a e a a a E A 3 23 CHAPTER 4 PROFUEL PLUS INVOICING AND SETUP Invoices ProPuel PIUS On Wiicaiacaa olaaa 4 1 Creating Invoices Billings vercion dio 4 1 Setup Required Tor INVOCA A ia 4 4 A A 4 4 DISCOUNTS UU idad 4 6 Assigning the DISCUTE is 4 6 Iv ProFuel Reference Manual Version 3 0 ProFuel User Manual Table of Contents Blank Page ProFuel Reference Manual Version 3 0 Page v ProFuel User Manual Chapter 1 Introduction and Installation Chapter 1 Introduction and Installation Introduction Welcome to ProFuel a dynamic new program which harnesses the power of Windows operating systems and modern network technology ProFuel is a complete solution for the management of a Fleet s fuelling operations easily handling the control reporting and billing of automated fuel records from any number of Computrol Pump Control Units or PCUs ProFuel operates effectively under Windows 98 NT 2000 and XP With easy to operate data screens and new automated routines ProFuel simplifies the task of daily fuel management and provides a wealth of new features including e Managing your vehicle fuels in a complete Windows environment e Tracking and reporting fuel movement by account by vehicle and by employee e Tracking and reporting pump deliveries and tank inventories by product location and cost e An optional unattended polling routine allows you to schedule transaction data collection any time
23. N Waits 2 5 Locations Database usina hii a ewan starve Aneaanweeaaeuedad 2 6 Record Navigation in the Locations Database RECOIdS ccccccsseseeeeeeeeeeeeeeeessaeeeesaeeeesens 2 7 SECA VVINGOW saae a a aA 2 7 EOC ATION GROUPS iii ii aa a aa 2 8 Greating a New location Grou ti AA 2 9 PAGING a LOCATON toa ropero lts 2 9 Record Navigation in the Location Groups Database RecordS occccccccocccnnccccoononccononononononanenos 2 9 DS ANG Ii WINDOW dais 2 9 li ProFuel Reference Manual Version 3 0 ProFuel User Manual Table of Contents Tanks Database iaa 2 10 Adding a New Tank sico a A A nnne 2 10 Entering or Adjusting the Tank s Current VOlUME ooooncccnnncccccnonccnnnncnnonnnnncnnnnononenannnnnnnnnnos 2 11 Steps to Enter or Adjust the Tank s Current VolUME ccccccccncccnnncnncccconcnoncconnnononnnnnnnnnncnnononans 2 12 Record Navigation in the Tanks Database RecordS oooccccccccncccnnccnnnncnnnonnnconnnnonancnnnononanennnos 2 12 A ca neate aetctunn ae nates cael ene atoette E E Seniede at Peemaahh 2 12 PCU SUD A aii 2 13 ALAN New PEU td ES 2 13 A a E 2 14 PCU Setup Information COMMUNICA IONS ooccccnnccccccnnonccnnnnnnonnnnnnnnnnnnnonnnannnnnnnnnnnnonannnnnnnnos 2 15 Setting Up Autopoll Manual Polling cccccccococcccnnnccnconononcnnnnnnnnnnononcnnnnnnonnnnnnnnnnnnnnnnnnnns 2 16 PCW Transacci n Sel tela aaa coi ollo iitoobid 2 17 Get Sample TansaciO Neri anata gre aastle ede S 2 18 Reco
24. Sample Transaction 2 18 Getting Started 1 2 Installation 1 1 Introduction 1 1 Invoice Screen 4 2 Invoices creating 4 1 Invoices ProFuel only 4 1 L Limits and Variances 3 3 Location Groups 1 4 2 8 Location Groups screen 2 8 Locations Database 2 6 Locations screen 3 13 Lost Card re issuing 2 23 M Main Screen 1 4 Manual Authorization of Cards 3 15 Manual Polling 3 2 3 19 now 3 2 3 19 Manual Polling screen 3 2 3 19 Modem Number 2 15 ProFuel Reference Manual Version 3 0 N Navigation 1 7 Networks installing ProFuel 1 3 New Account adding 2 19 O Odometer Variance 3 4 P PCU 2 1 PCU Location 2 14 PCU Number 2 14 PCU Setup 2 15 PCU Setup screen 2 13 PCU Transaction setup screen 2 17 Poll now 2 16 3 19 Polling and Cards screen 3 1 3 17 Prices Update 4 3 Processed Transactions 3 20 Processing All Transactions 3 22 Product Groups 1 4 2 4 Product Groups screen 2 4 Products Database 2 3 ProFuel Order of setting up modules 2 2 Pump Setup screen 2 14 Pumps setting up new 2 14 Record Save Current 1 5 Record Search 1 7 Record Add New 1 5 Record Find Next 1 5 Record Move Previous 1 5 Registration 1 2 Registration screen 1 3 Re 1ssue Lost Card screen 2 23 Rejected Transaction Table 3 20 ProFuel Reference Manual Version 3 0 INDEX ProFuel User Manual Rejected Transactions 3 6 Reports 3 11 creating 3 11 3 23 descript
25. Select the button located on the lower right side of the User screen The Issue a New Card screen will appear Issue a new card Enter the number of the new card issued to this user Cancel m Screen 25 Re issue Lost Card screen Enter the new number of the card that has been issued Select the button to accept the new card number of select the _Lancel_ button to cancel the transaction Deleting a User Locate the record that you wish to delete and ensure that it is the record that is showing in the Account Department screen Once you are satisfied that this is the record that you wish to delete select the button As soon as you select this button a warning screen will appear asking you if this is the record that you wish to delete Delete Entry _ A Delete current record ProFuel Reference Manual Version 3 0 Page 2 23 ProFuel User Manual Chapter 2 Entering Your Database ne If the record you have selected is the correct record then select the ves button If you do not H wish to delete the record select the oOo button Locating a User Specific records can be located using the screen navigation buttons located on the bottom of each database screen Use CTRL F or alternatively records can be searched and specific records located using the advanced search features found in the Data Functions menu at the top of each screen 2 24 ProFuel Reference Manual Version 3 0 ProFuel User Manu
26. Setup screen to appear e PCU Setup 1 1 PCU NUMBER PCU LOCATION DESCRIPTION Vancouver Pumps PCU Setup Automation Transaction Setup Assign tuel to Accounts by Vehicle Card Get Sample TRH TERM DATE TIME PUMP NAME CARD 1 FUEL L 1 NORMAL 04 06 05 16 27 2 RIGHT REEL 46504 450 5 FIELD 1 FIELD 2 FIELD 3 FIELD 4 FIELD 5 Vehicle Card Fuel Issued Unused Unused Unused Licence Murmb Meter Miscellaneous Odometer Operator Card Unit Number Vehicle Card mia Add New Delete Save Cancel Close p H Screen 21 PCU Transaction Setup screen In order for the system to process the transaction information polled from a PCU s ProFuel needs to identify to what fields of information are in the transaction and what they relate to in the ProFuel Database The first part of all PCU transactions is the same and includes Transaction TRN Termination Reason Term Date and Time with the Pump Number and Name The Identification Fields 1 5 include the Card Numbers or ID Numbers entered on the keypad an optional meter reading or a Unit The final field in the transaction data line is the Fuel Issued or the volume delivered TRH TERM DATE TIME PUMP NAME CARD 1 FUEL LI 1 NORMAL O4 08 05 16 27 2 RIGHT REEL 46504 43 5 Header titles correspond E s to field name FIELD 1 FIELD 2 FIELD 3 FIELD 4 FIELD 5 selection Vehicle Card Fuel Issued Unused Unused Unused L
27. Volume Current box overwriting the number that was there and ProFuel will justify all inventory values accordingly to this point Use the Save button to record the changes Record Navigation in the Tanks Database Records At the bottom of the Tanks database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record Add Hew Delete Save Cancel Close Add New Delete Save Cancel il ogo Cloze Search Window m Search Search Criteria Match Options f Exact C Any part of field 2 12 New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them If you have finished or wish to complete some other task you can Close t
28. al Chapter 3 Daily Operations and Reports Chapter 3 Daily Operations and Features Communications Communications with the Pump Control Units PCU is critical to the operation of a cardlock network Communciations may be by a direct wire to the PCU dial up telephone modems a network connection wireless cellular and various other methods Regardless of the technology used Communications with the PCUs is necessary to collect the fuel trasactions created when cardholders use the PCU and also to maintain the list of which cardholders can use the PCUs In ProFuel the Send Card feature automates the managemenet of the User Cards and Autopoll stream lines the requirments for collecting the transaction data Communication To access the Communication screen select the button from the button menu at the top of your screen It can alternatively be accessed by selecting the Communication option under the lt Main Tables gt menu located at the top left of your screen si Communication Manual Pall Now f All PCUs f All that are Sutopolled f All at Location PCUs Enter PEU numbers and or ranges separated by commas Poll Now Example 1 357 Card Range To Send PCUs Being Sent To f Only cards that have changed fe All PCUS f All Complete card database f All that are Sutopolled C Cards fF PCUs Enter card numbers andor ranges separated by Enter PEU numbers and or ranges separated hy commas Example
29. any day for any of your fuel sites e Automated routines quickly download customer vehicle and personnel authorizations from the ProFuel database to any or all of the PCUs in your network You can even download PINs meter readings and fuel limits where the PCU software configuration permits e Universal Users Screen allows you to track all individual fuel users whether customers vehicles or personnel e Universal Transaction Screen allows you to manually enter non cardlock transactions and bulk fuel deliveries e Download routines allow you to quickly update your customer card authorization tables e Powerful and flexible Crystal Reports provides on demand a wide range of selectable reports on fuel usage and vehicle performance e All data is managed in Microsoft s powerful Access Database which allows you to move key data to other Windows applications including your accounting and fleet management programs e ProFuel Plus an optional version provides for the assignment of taxes and discounts to cardlock transactions and can generate commercial invoices Microsoft Access and Windows are trademarks of Microsoft Corporation Crystal Reports is a trademark of Crystal Computer Services Inc All other product names are registered trademarks of their respective owners ProFuel Reference Manual Version 3 0 Page 1 1 ProFuel User Manual Chapter 1 Introduction and Installation Installing ProFuel System Requirements In ord
30. appear al Communication Accounts Polling and Cards Manual Pall Mow i AIPCUs All that are Autopolled All at Location O PCUs Enter PCU numbers and or ranges separated by Poll Now commas Example 1 357 Card Range To Send PCUs Being Sent To Onl cards that have changed AIPCUs All Complete card database 7 All that are Autopolled Cards f PEUs Enter card numbers and or ranges separated ky Enter PEU numbers and or ranges separated by commas Example 22300 22410 22422 commas Example 1 3 5 7 Send Cards Screen 37 Polling and Cards Screen 3 14 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Download Cards To download card numbers to the PCU Select the appropriate Card Range Buiton that is found in the Card Range To Send section of the window Select the target PCU button that is found in the PCUs Being Sent To section of the window Send Card Click on the Send Cords button Advanced Information The download procedure takes place in 2 separate stages ProFuel disables the card numbers that you have specified when you selected the Card Range Button If you specify Only cards that have changes or specific card numbers then only those cards specified will be disabled individually If you specify All then ProFuel disables all cards with one command ProFuel Enables or Authorizes the card numbers tha
31. button The Escape button can be used to cancel a long transfer like from an L T A command You can use this screen to enable cards check the version and configure your PCUs AutoPoll Transactions Poll Howl When the Polinom button has been selected a polling log screen will appear This will show the progress as ProFuel connects to gathers transactions from and clear each PCU in turn When the Autopoll has completed its process the polling log will remain on screen to confirm fro you that the poll was successful ProFuel Reference Manual Version 3 0 Page 3 19 ProFuel User Manual Chapter 3 Daily Operations and Reports Processed Transactions Transactions which meet all of the data requirements and match the master files you have entered in the ProFuel Database will be merged into the All Transactions database which can be view edited a or processed further in preparation for reports or invoicing Rejected Transactions Any transaction line received from the PCU that can not be processed further using the data already entered will be stored in the Rejected Transaction Table This file must can be viewed and edited to ensure there is not unaccountable fuel ES Computrol ProFuel Plus BASS Data Functions About Accounts Locations Products Tanks Display the Table of Rejected Transactions by clicking on Main Tables Users Import Transactions PELIS and select Communication Import Modi
32. ce A customer may have more than one account and different discounts may apply to each Many different levels of discount can be used and the discount applied is in pennies of each unit sold Note that the Accounts screen from ProFuel Plus includes a field in which to specify the Account s Discount Group This is not present in the standard ProFuel Version where discounts are not provided a Tax Discount Ed Tax Groups G PST not required TaxGroup _ Tax Type Included Fredericton Regio No Fredericton Region No No No No No Na Nori WestCoast TF an Name s s s s sis Level 1 DIESEL 0 0100 Chen E 00100 Level 2 DIESEL 0 0200 Chee EADED 0 0200 hv NATURAL GAS CS Ches pesee SC e e Plise mumwe O CS llevara e E Screen 50 Tax Discount Setup Menu Tax Group Setup ProFuel provides the Tax Group setup screen in which you can create groups of taxes to apply to the fuel you sell The Group may have any number of taxes included but they are grouped to reflect the way they apply to products sold in a specific tax region Since the taxes are applied to the product as it comes from the pump the same product may have different taxes applied in each different location you sell it 4 4 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup a Tax Discount Tax Giron ns GST amp PST not reg ured aa a ed ee
33. ch fueling These settings add additional control over false odometer readings and unauthorized large fuel purchases To access the Limits and Variances screen select the Limits and Variances option under the lt Main Tables gt menu located at the top of your screen ES Computrol ProFuel eee Data Functions About Accounts Locations Products Tanks Users PELIS Communication Location Groups Product Groups Limits and Variance Failed Send Poll All Transactions Limits and Variances Compact Database Import Transactions Purge Old Transactions Debug Mode On Ctrl g Exit Screen 28 Main tables Drop Down Menu ProFuel Reference Manual Version 3 0 Page 3 3 ProFuel User Manual Chapter 3 Daily Operations and Reports Es Yarance and Fuel Limits Mal ES FUEL LIMITS ODOMETER VARIANCE Ta s e Jo on e la mo ola a Ss aja o o a ID Lib CM 7 CM EMM Ll a Close Screen 29 Variance and Fuel Limits Fuel Limits This value restricts the maximum number of litres gallons etc that can be accessed per each fueling There are 16 different levels that can be applied These levels are from 1 to 16 The value for each of these ranges is user configurable To change the value move your mouse cursor over the value you want to change highlight the value and type in the new value Odometer Variance This value is used to set the number
34. ctive Date i LEADED 0 8750 2004 09 03 00 00 CA DIESEL 0 6570 2004 03 03 00 00 IO E O A Screen 49 Price Update The Prices Update screen allows you to enter any number of price changes without visiting each of the PCU setup screens e Click in the PCU box and select the proper PCU from the drop down list e Click in the Product box and select the proper Product from the drop down list e Enter the new price for the fuel selected e Enter the effective date for that new price Only transactions after the effective date will be changed Double clicking on the Effective Date box will cause a calendar to appear Select the proper day from the calendar and then edit the time if necessary e Click on the Update button and confirm that you wish Update to proceed The Invoice Screen will be presented again and you can use the Show Invoice button to continue Once you have checked the invoices they can be printed or export to other systems as you require ProFuel Reference Manual Version 3 0 Page 4 3 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup Setup Required for Invoicing ProFuel Plus provides the ability to apply Taxes and Discounts to the price of the products sold through the Computrol PCUs in your network Taxes are setup in the Tax Discount screen accessed only using the Main Tables button then Tax Discounts Discounts allow you to offer specific customers a price that is lower than the advertised pri
35. e keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them Cancel Close If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close ggi Search Window Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record m Search Find First searches from the top or Search Criteria the first record Match Options Exact FEN ale Find Next searches from the current record position C Any part of field Find Next ProFuel Reference Manual Version 3 0 Page 2 9 ProFuel User Manual Chapter 2 Entering Your Database Tanks Database This screen is used to add the tank information to your system Each storage tank must be setup with a unique number a location a product and tank volume Tanks To access the Tanks screen select the Tanks button from the button menu at the top of your screen It can also be selected under the lt Main Tables gt
36. e system in the Limits and Variances menu available in the Main Tables from the Main Screen Fuel Limit Enter the code here that indicates what the allowable number of fueling units is for that particular unit i e the maximum number of litres or gallons allowed per each fueling This setting is entered into the system in the Limits and Variances menu available in the Main Tables from the Main Screen Last Modified This date is automatically entered into the system every time that a change is made to the User Screen and the Save button is pressed Discount Group Provided only in ProFuel Plus See Chapter 4 ProFuel Plus Invoicing and Setup 2 22 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Editing User Information Locate the record that you wish to edit by using the navigation buttons to scroll through the database or by using the search feature accessed through the Data Function menu Using your mouse select the field that you want to add information in or with your mouse highlight the data that you want to change Type in the information as you want it then select the button The information has now been saved This procedure can be done as many times as required Lost Card Re issuing If a user has lost a card locate the user record by using the navigation buttons to scroll through the database or by using the search feature accessed through the Data Function menu
37. ed during the download process it is possible that the cards numbers that were disabled during the first stage of the process may not have all been Enabled or Disabled before the communication failure To verify the status of the cards numbers connect manually to the PCU and issue the appropriate command E g LAP LSN LAV The PCU will then echo its card tables to your screen 3 16 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Collecting Transactions from PCUs Polling the PCUs Pump Control Units is the process where ProFuel or ProFuel Plus contacts each PCU and downloads information about the transactions that have transpired since the last time that they were polled This process can either be initiated automatically or manually Information that is gathered includes e Location of PCU e Products that were pumped e Number of gallons or other units of measure pumped e Card Unit that used the product pumped e Date and time of transaction e Mileage of unit if entered Automatic Polling The Communication screens are used to initiate the Autopolling feature of ProFuel and ProFuel Plus as well as initiating Manual polling of one or all PCU s This screen also allows you to send updated card information as described in the previous section of this manual Communication To access the Communication screen select the button from the button menu at the top of your scre
38. el User Manual Chapter 3 Daily Operations and Reports 3 24 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup Chapter 4 ProFuel Plus Invoicing and Setup Invoices ProFuel Plus Only Computrol has modified ProFuel by adding a powerful new Discounts and Taxes module to the billing program known as ProFuel Plus This module provides the ability to charge discounts and taxes to each fuel transaction and to generate complete Billing Statements by Account The ProFuel Plus Reports screen has an additional button for generating invoices for your Accounts You are directed to choose which Account or all Accounts and whether to show all transaction details on your invoices or provide summarized totals only To open the Report menu select the button from the main menu at the top of your screen 3 Unit History Operator List Vehicle List All Users Account List Operator Operator Activity Vehicle Activity Tank Activity eS Operator Summary Vehicle Summary PCU Summary Operator Product Yehicle A Usage Performance Custom Invoice Button Product Usage Summary START DATE Hour Min OHLY OHE ACCOUNT September 1 2004 00 00 gl iad Select New CD DATE Page tor September 3 2004 a 53 e New page for each Account Op Weh Activity Each Account NOTE Make sure that all transactions for the reporting period have been processed or they will no
39. en It can alternatively be accessed by selecting the Communication option under the lt Main Tables gt menu also located at the top of your screen S Communication Polling and Cards Manual Poll Now AIPCUs C All that are Autopolled C All at Location y C PCUs Enter PCU numbers and or ranges separated by Poll Now commas Example 1 3 5 7 m Card Range To Send m PCUs Being Sent To Only cards that have changed e AllPCUs All Complete card database C All that are Autopolled Cards C PCUs Enter card numbers and or ranges separated by Enter PCU numbers and or ranges separated by commas Example 22300 22410 22422 commas Example 1 3 5 7 Send Cards Screen 40 Polling and Cards screen ProFuel Reference Manual Version 3 0 Page 3 17 ProFuel User Manual Chapter 3 Daily Operations and Reports AutoPoll Configuring The AutoPoll feature is setup in the PCU Setup screens detailed in the PCU Setup section of this manual and referenced in this section The Polling and Cards screen is used to initiate polling of individual or specific PCUs With your mouse select the option that is appropriate for the PCUs that you want to have Autopolled These options are All PCUs All PCUs that are Autopolled All PCUs at Location PCUs you can select an individual PCU to poll When you have selected the PCUs that you want to poll you can either let the
40. er to run ProFuel you should have e PC with 400MHz processor or higher with Windows 98 NT 2000 XP Internet Explorer 5 5 or higher e 128 MB of RAM e An 1024 x 768 Display e Atleast 50 MB of free hard disk space e Serial Port connection to your PCU via direct cable modem or network Loading and Initialization The following loading sequence is required e Putthe disk in the computer e Go to the Windows START menu and Click on Run e Type in D setup where D is the letter of your CDROM or Floppy drive e Click OK and the ProFuel Setup utility will copy all necessary files to your computer and set up the program icon The default installation directory is C Program Files ProFuel Registration When Setup has completed use the ProFuel icon on the desktop to run the program You will be prompted to enter your registration code Computrol will supply a registration code based on the company name you wish to use Each copy of ProFuel you use requires a unique registration code ProFuel Plus Registration Registration Information Note When entering your Company Name on the registration screen it must be entered exactly as it was Company Name exactly provided with the Registration Code lf you choose to include commas in the name e g Fuelstop Inc then you must enter the name in quotation marks e g Fuelstop Inc Enter your registration code below Program Registration Code 0 Screen 1 Registration
41. ering or Adjusting the Tank s Current Volume Update Tank provides the ability to make adjustments to the tank inventory directly from the Tank Database screen Once the tank setup has been completed and saved click on the button to see the additional fields for entry of the date and time the last measurement was taken E Tank Setup 1 3 TANK NUMBER 0 LOCATION Vancouver PRODUCT NONE TANK VOLUME TOTAL IS TANE VOLUME CURRENT ot mia Add New Delete Save Cancel Close p H DATE hh mm September 8 2004 po oo Screen 14 Tank Screen for Update A useful calendar will appear when a mouse double clicks in the date information box If the mouse hovers over that box where September 8 2004 appears above the system will provide the navigational hint Tank Setup 1 3 TANK NUMBER LOCATION Yancou sa ca PRODUCT NONE MS 3 a ls he H TAME VOLUME TOTAL a ie fie TANK VOLUME CURRENT C EE i ae a E 2 as fas 7 f 9 fo MIRE Add New Delete Save ppp js fs pr b Update Tank DATE hh mm Sehtember 8 2004 po joo Screen 15 Tank Screen for Update ProFuel Reference Manual Version 3 0 Page 2 11 ProFuel User Manual Chapter 2 Entering Your Database Steps to Enter or Adjust the Tank s Current Volume Select the day of the tank dip or measurement and the calendar will disappear Enter the time of the Dip or Measurement in 24 hour format Enter the measured volume in the Tank
42. fied Rejects Location Groups Product Groups Tax Discount Groups Limits and Variance Failed Send Poll All Transactions Compact Database Import Transactions b Import Raw Transactions Purge Old Transactions Import Modified Rejects Debug Mode On Screen 43 Opening Rejected Transaction Table Exit Cho The table displays all of the transaction records it has failed to process into the All Transactions Table The 4 column from the left states the reason why each record could not be imported into the All Transaction database Some of the records are not transactions at all but empty lines or header lines brought in as part of the raw transaction data format the PCU issues 3 20 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Editing and Merging Reject Transactions S Computrol ProFuel Plus Rejects 5 gt Main Tables Data Functions About 1 Accounts Locations Products Tanks Users PCUs Communication Reports Exit Rejected Raw Transactions PCU _______Hejected Transaction _____________________ Delete Reason______ Polling Date Ea 1 COM port 3 is open type TALK to login Extra Line 9 9 2004 5 53 37 PM 1 talk No Extra Line 9 9 2004 5 53 37 PM 1 TALK password No Extra Line 9 9 2004 5 53 37 PM 1 Password Accepted No Extra Line 9 9 2004 5 53 37 PM 1 TRN TERM DATE TIME PUMP NAME CARD 1 FUEL L Yes Header
43. gt tab on the PCU Setup screen E PCU Setup 141 PCU NUMBER PCU LOCATION DESCRIPTION f Centerville 7 Pumps PCU Setup Automation Transaction Setup Pumps Folder Tab PRODUCT FROM TANE PRICE COST TAS GROUP DIESEL g 1 y fo O rig Add New Delete Save Cancel Close d Screen 18 Pump Setup Screen To setup each of the 8 possible pumps hoses you must use the drop down From Tank menu to select the tank which supplies the product to the pump Use the E button and the product from the tank you selected will appear in the Product field If it is not correct select another tank and use the 2 again Optionally a price unit cost can be entered for the fuel at each pump This information is used to keep track of tank balance and optionally the value of the fuel If you are using ProFuel the Tax Group column will not be displayed This feature is only provided in the ProFuel Plus version 2 14 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database PCU Setup Information Communications To access the screen that allows you to enter the communication parameters as related to a specific PCU select the lt PCU Setup gt tab on the PCU Setup screen This will cause the PCU Setup screen to appear E PCU Setup 1 1 PCUNUMBER PCULOCATION DESCRIPTION h Vancouver Pumps PCU Setup Automation Transaction Setup Communications Port Setup Passwords COM PORT 2
44. he keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation Delete box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work i Gave The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to Cancel modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them e k Close If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close Search Window Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Find First searches from the top or Search Criteria the first record Match Options micas Find First Find Next searches from the current Pe perl i record position Find Next Entering or Adjusting the Tank s Current Volume Update Tank provides the ability to make adjustments to the tan
45. he lt Main Tables gt menu also located at the top of your screen a Reports El Operator List All Users Account List Unit History Operator Operator Activity Vehicle Activity Tank Activity Unit History Vehicle Operator Summary Vehicle Summary PCU Summary Invoice Operator Product Usage Vehicle Performance Custom Product Usage Summary M New page for each Account Op Veh Activity START DATE END DATE ONLY ONE ACCOUNT April 1 2001 April 19 2001 Po y NOTE Make sure that all transactions for the reporting period have been processed or they will not be included in the reported data To process transactions use the Process New Transactions button in the All Transactions Window Close Screen 46 Reports Creating Reports Creating reports in ProFuel and ProFuel Plus involves 3 very simple steps Step 1 Set the reporting period The reporting period can be set using the START DATE and END DATE fields The period is up to and including the end date As an example the screen above shows a reporting period from April 1 2001 to April 19 2001 Step 2 If the report applies to only one account select the account from the drop down menu in the Only One Account field Step 3 select the appropriate button for the desired report The report will then be run and can be directed to your screen a file or to a printer ProFuel Reference Manual Version 3 0 Page 3 23 ProFu
46. he current screen with a mouse click on the Close button There are no keyboard shortcuts for Close Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Find First searches from the top or the first record Find Next searches from the current record position Find Next ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database PCU Setup This screen is used to enter information about the PCUs Pump Control Units that are part of the overall fuelling network The screen captures the information including the individual pumps and the set up for the PCUs autopolling manual polling and transactions PCUs To access the PCU Setup screen select the Pus button from the button menu at the top of your screen It can alternatively be accessed by selecting the PCUs option under the lt Main Tables gt menu also located at the top of your screen PCU Setup 1 1 PCUNUMBER PCULOCATION DESCRIPTION Vancouver Pumps PCU Setup Automation Transaction Setup PRODUCT FROM TANK PRICE COST TAX GROUP ETT os Nene Eao gt Nene Nene TTT TUT IR Add New Delete Screen 16 PCU Setup screen Adding a New PCU Using the screen navigation buttons select the Add New button with your mo
47. icence Murb Meter Field name selection Screen 22 Transaction Layout Field Selection ProFuel Reference Manual Version 3 0 Page 2 17 ProFuel User Manual Chapter 2 Entering Your Database lt is necessary to program ProFuel to know what fields to expect following the Product Name and how they should be used in processing the transaction data Get Sample Transaction Before you can see what your transaction format will be you must first configure the PCU for the authorization and data capture you require PCU configuration or Cold Start is covered on pages 18 to 21 in the PCU Users Manual Once configured you must create at least 1 transaction This transaction can then be imported to box Transaction Setup Screen by using the _ GetSample button In addition to defining the categories of the fields in the transaction you must also tell ProFuel to assign the fuel in the transaction to Accounts either by the Vehicle Card or the Operator card In the above example the transactions are to be assigned by Vehicle Cards Record Navigation in the PCU Database Records At the bottom of the Locations database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record Add New Delete Cancel Close Add New New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete bu
48. ields are optional ProFuel Reference Manual Version 3 0 Page 2 19 ProFuel User Manual Chapter 2 Entering Your Database Record Navigation in the Accounts Database Records At the bottom of the Accounts database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record 4 Add New Cancel Add New New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation Delete box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work ll Cave The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to Cancel modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them Close If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close ggi Search Window Place the cursor on the field to be searched Press Ct
49. ing the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Find First searches from the top or the first record Find Next searches from the current record position Find Next ProFuel Reference Manual Version 3 0 Page 2 7 ProFuel User Manual Chapter 2 Entering Your Database Location Groups The Locations Groups screen allows you to set up a group of locations that a user would be allowed to use To access the Location Groups screen select Location Groups option under the lt Main Tables gt menu located at the top of your screen ES Computrol ProFuel Ma Location Groups in Tables About Data Functions Accounts Locations Products Tanks Users Pi_Us Communication Location Groups Screen 11 Main Tables Dropdown Menu E Location Groups 1 1 GROUP NAME All Select the locations to be in the group e Vancouver if Centerville Delete Save Cancel Close b p l q Add New Screen 12 Location Groups 2 8 Pr
50. ions 3 12 Reports screen 3 11 3 23 Required Fields Fields Required 1 6 Separate Pages 4 1 Setup 2 17 PCU transaction 2 17 Setup For Invoices 4 4 Setup PCU screen 2 15 System set up screens 2 1 T Talk Password 2 15 Tank Delivery Entry 3 8 Tanks Database 2 10 Tanks Screen 2 10 Tax Group Setup 4 4 Transaction archive 3 13 Transactions all transactions 3 5 purge old 3 13 Transactions screen 3 5 3 7 U Update PCU Card Information 3 2 Update Prices 4 3 Update Tank 3 9 User Database 2 21 User Setup screen 2 21 y Variance and Fuel Limits screen 3 4 W Wildcards 1 5 Page v
51. k inventory directly from the Tank Database screen Once the tank setup has been completed and saved click on the button to see additional fields for entry of the date and time the last measurement was taken E Tank Setup 1 3 TANK NUMBER 0 LOCATION Vancouver PRODUCT NONE TANE VOLUME TOTAL a TAME YOLUME CURRENT co mia Add Mew Delete Save Cancel Close p H DATE hh mm September 8 2004 po l oo ProFuel Reference Manual Version 3 0 Page 3 9 ProFuel User Manual Chapter 3 Daily Operations and Reports Screen 34 Adjusting Tank Volume A calendar will appear when a mouse double clicks in the date information box If the mouse hovers over that box where September 8 2004 appears above the system will provide the navigational hint ES Tank Setup 1 3 E Screen 35 Adjusting Tank Volume Calendar Steps to Enter or Adjust the Tank s Current Volume e Select the day of the tank dip or measurement and the calendar will disappear e Enter the time of the Dip or Measurement in 24 hour format e Enter the measured volume in the Tank Volume Current box overwriting the number that was there and ProFuel will adjust all inventory values accordingly to justify to this point e Use the Save button to record the changes 3 10 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Reports ProFuel includes a set of comprehensive reports that provide the ma
52. ks Users Plus Communication Location Groups Product Groups Tax Discount Groups All Limits and Variance Transactions Failed Send Poll All Transactions Compact Database Import Transactions Purge Old Transactions Debug Mode On Exit Ctrl g E All Transactions 0 0 OPERATOR CARD VEHICLE CARD PRODUCT 7 LICENCE A MISCELLANEOUS TE Add Delivery Total 0 Litre TANK VOLUME Button to m i add fuel to tanks Add Delivery Process New Transactions 14 4 Add New Delete Save Cancel Close Screen 30 All Transactions ProFuel Reference Manual Version 3 0 Page 3 5 ProFuel User Manual Chapter 3 Daily Operations and Reports Adding a New Transaction s Using the screen navigation buttons select the l 444 button with your mouse This will clear all the fields of their information so that you are able to enter in the new information You can navigate in this screen by selecting the individual fields with your mouse cursor or by using your TAB key Rejected Transactions Occasionally transactions will be rejected during a poll These transactions may need to be included in the processed transactions database and must be corrected using the Modify Rejects Screen under the All Transactions drop down menu See Page 3 20 or see the Table of Contents for more information Select the button when you have finished entering all of the transactions The databases will now be updated Editi
53. leared up the All Transactions table will show the individual data in each transaction as it is about to be processed At any time you wish to report on data in the system you must process all of the new transactions to ensure that the report information is up to date and accurate B All Transactions 1 1 DATE TIME FUEL RECEIVED jp 9 2004 6 00 22 PM fo 34567 OPERATOR CARD VEHICLE CARD ACCOUNT o CPT286 PCU PUMP PRODUCT LICENCE HOURS gt TTT i MISCELLANEOUS 0 Total 0 Litre Discount Litre TANK VOLUME fo o a ce Y PROCESSED Process New Transactions Rigi Add Hew Delete Save Cancel Close d H Screen 45 All Transactions Table Process New Transactions Use the button at the bottom of the screen to process any transaction data that has been merged after a poll or imported form the rejects file since the last transaction processing was done Processing transactions ensures that accurate pricing account information discounts and taxes are applied to the transaction before any reporting is done on the period in question If all transaction data has been processed then Reports can be created 3 22 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Creating Reports Reports To access the Report menu select the button from the button menu at the top of your screen It can alternatively be accessed by selecting the Report option under t
54. ly type the keyboard shortcut Ctrl F Either method will call the search window shown below Once you have typed the criteria you wish to search by you select the Find Next or Find First buttons The system will find the first or next record matching your request Find First allows you to search for the first matching record from your current position in the record file Find Next will search display the matching record closest to the starting position ProFuel Reference Manual Version 3 0 Page 1 7 ProFuel User Manual Chapter 1 Introduction and Installation Search Window Feature To search for random data in any field e Open the appropriate master screen e Place the cursor on the field to be searched e Press Ctrl F on the keyboard to bring up the Search Window e Enter the data to be searched for e Click lt Find First gt or lt Find Next gt to display a matching record Ss Search Search Criteria Match Options Find First Exact C Any par of field l Find Het Screen 6 Search Window Screen The methods of navigation described above are useful to all operators and help in the swift and smooth movement through the ProFuel management screens Use the Data Functions Button to refresh your memory any time Try different methods of navigating through the ProFuel Screens until you find the best way for you 1 8 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your
55. nager or user an accurate accounting of the transactions in their system The reports also include listing of vehicles users etc Upon request special reports can be created if required Reports To access the Report menu select the button from the button menu at the top of your screen It can alternatively be accessed by selecting the Report option under the lt Main Tables gt menu also located at the top of your screen m Reports Xx Operator List All Users Account List Unit History Operator Operator Activity Vehicle Activity Tank Activity Unit History Vehicle Operator Summary Vehicle Summary PCU Summary Invoice Operator Product Usage Vehicle Performance Custom Product Usage Summary T New page foreach Account Op Meh Activity START DATE END DATE ONLY ONE ACCOUNT April 1 2001 April 19 2001 NOTE Make sure that all transactions for the reporting period have been processed or they will not be included in the reported data To process transactions use the Process Mew Transactions button in the All Transactions window Close Screen 36 Reports Creating Reports Creating reports in ProFuel involves 3 very simple steps Step 1 Set the reporting period The reporting period can be set using the START DATE and END DATE fields The period is up to and including the end date As an example the screen above shows a reporting period for the period April 1 2001 to Ap
56. ng Transaction Information Locate the record that you wish to edit by using the navigation buttons to scroll through the database or by using the search feature accessed through the Data Function menu Using your mouse select the field that you want to add information in or with your mouse highlight the data that you want to change Type in the information as you want it then select the Save button The information has now been saved This procedure can be done as many times as required Deleting a Transaction Locate the record that you wish to delete and ensure that it is the record that is showing in the Account Department screen Once you are satisfied that this is the record that you wish to delete select the button As soon as you select this button a warning screen will appear asking you if this is the record that you wish to delete Delete Entry 7 Delete current record Y If the record you have selected is the correct record then select the ves button If you do not H wish to delete the record select the ote button Locating a Transaction Specific records can be located using the screen navigation buttons located on the bottom of each database screen Alternatively records can be searched and specific records located using the advanced search features found in the Data Functions menu at the top of each screen 3 6 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Ope
57. numbers Typically Card that have changed is used PCUs Being Sent to with your mouse select the appropriate range of PCUs that you want to send the updated card information to or enter the PCUs or range of PCUs Manual Communication Select the lt Manual gt tab to get the Manual Communications screen will appear Communication Escape allows you to abort a long listing such a LAC or LTA SAVE AS button lets you save the PCU s conversation in a file You are prompted for a filename Cold Starts or PCU Configurations must be saved Lists of Transactions should also be saved Close Screen 27 Manual Polling screen 3 2 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Manual communications use the PCU s commands directly You can use this screen to enable cards check the version and configure your PCUs To initiate a connection select the PCU and click on Connect To This will dial up if required and connect you to the PCU Type the commands into the thin text box beside the Send button and hit Enter or click Send When you are finished communicating simply click the Disconnect from button which was the Connect to button Limits and Variances The Limits and Variances screen allows the ProFuel administrator to set up the maximum fuel limit per each fueling and to set the limit for the variance of odometer readings between ea
58. oduct Groups Limits and Variance Failed Send Poll All Transactions Compact Database Import Transactions Purge Old Transactions Debug Mode On Exit Ctrl g ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Creating a New Location Group Use the Add New button to create an additional group The group name may be up to 20 characters Each Group can include one location only or any combination of locations Location names appear because they were already entered into the database via the Location database screen Adding a Location to a Group By checking or un checking the small box beside a Location it is respectively included or removed from the Location Group Record Navigation in the Location Groups Database Records At the bottom of the Locations Groups database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record Add New Delete Cancel Close Add New New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation Delete box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work ayi Cave The Save button or th
59. olling By default scheduled polling is disabled If you require the PCU s to be polled without initiation by staff you will need to set up the Autopoll section of the screen If you require the cards or Authorizations to be sent to the PCU s without initiation by staff you will need to set up the Auto Send section of the screen The LAST POLL and LAST CARD SYNC and LAST ACCOUNT SYNC special feature times are displayed in the window Select the Update Odometer Reading After Autopoll box if you wish to have the odometer updated in the system after every fill This is used in conjunction with the PCU s Odometer Checking Feature Poll How To poll a particular this PCU right away you can click the Poll Now button Most polling is performed from the Communications Screen From there you may also select to poll All All that are Autopolled or All at a particular location With the AUTOPOLL option enabled the system can operate totally unattended In order for the automated polling to work the computer must be on and have the program running 2 16 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database PCU Transaction Setup To access the screen that allows you to enter the parameters for the setup of the transaction data for Autopolling and manual polling as related to a specific PCU select the lt Transaction Setup gt tab on the PCU Setup screen This will cause the Transaction
60. or vehicles be assigned to specific accounts or cost centers These centers may be customers departments or divisions The Accounts Screen allows you to define to which Accounts the fuel transactions will be billed or charged Accounts To access the Accounts Department screen select the button from the button menu at the top of your screen It can alternatively be accessed by selecting the Accounts option under the lt Main Tables gt menu also located at the top of your screen E Account f Department 1 2 Account number ene ACCOUNT NUMBER ACCOUNT DEPARTMENT CONTACT NAME Account e Department BET 45 Bylaw Enforcement John Black are in Red Mas At STREET ADDRESS CITY PROVINCE STATE A 455 John St Burnaby FAZ NUMBER POSTAL CODE 468 7778 vaVvaRe All other field titles are in Sains Mails black They i are optional 14 4 Add Her Delete Save Cancel Cloze gt o Screen 23 Accounts Adding a New Account Using the screen navigation buttons select the 44448 button with your mouse This will clear all the fields of their information so that you are able to enter in the new information You can navigate in this screen by selecting the individual fields with your mouse cursor or by using your TAB key _ Please Note Fields that are identified with a RED heading must be completed e g in this Y screen the Account Number field and the Account Departmental Name field must be GQ completed All other f
61. ore that date will be removed from the database but not from the archive Keeping the database as small as possible improves performance and reduces memory usage Transaction Archive Raw transactions are archived when the poll is successful They are stored in the file archive zip in the ProFuel directory C Program Files ProFuel by default The transactions are named like 199809020103 4 Which means that this file is the transaction log from PCU number 4 on September 2 1998 at 1 08 AM YYYYMMDDHHmm PCU Year Month Day Hour minute PCU We have bundled the Zip and Unzip command line programs for accessing the archive ProFuel Reference Manual Version 3 0 Page 3 13 ProFuel User Manual Chapter 3 Daily Operations and Reports System Operations Download Cards Numbers to PCU Cards Vehicle Numbers or Employee Numbers in your ProFuel database can be downloaded either individually or in batches to your Pump Control Units PCUs This feature provides for easy broadcast of cards numbers when setting up new PCUs or when restoring tables after a service Cold Start To download card numbers to PCUs go to the Polling and Cards Screen that is reached by selecting the lt Communication gt button on the Main Menu bar es Computrol ProFuel Plus MEE Main Tables Data Functions Options About Communication Locations Products Communication Selecting the button will cause the Communication screen to
62. ose b H The Level 1 Discount Group has been applied Save your work 4 6 ProFuel Reference Manual Version 3 0 INDEX ProFuel User Manual Index ProFuel Reference Manual Version 3 0 INDEX ProFuel User Manual ProFuel Reference Manual Version 3 0 Page iii INDEX ProFuel User Manual Accounts Database 2 19 Accounts screen 2 19 Activity Logs 3 12 Add Delivery to Tank 3 7 Add New record 1 5 Adding location group 2 9 new PCU 2 13 new tank 2 10 new user 2 21 Adding Transactions 3 6 Adjusting a Tank Volume 2 11 3 9 Adjusting Tank Volume Step by Step 3 10 Archive 3 13 Arming Character 2 15 Arming Code 2 15 Assigning a Discount Group 4 6 Assigning a Tax Group 4 5 Automatic Polling setup screen 2 16 3 18 Autopoll now 3 2 3 18 setting up 2 16 3 18 AutoPolling 3 17 initiating 3 2 3 18 Baud Rate 2 15 C Card Downloading Problems 3 16 Clear Password 2 15 Cold Start Password 2 15 Collecting Transactions 3 17 Com Port 2 15 Communications 2 15 3 1 D Database backup 3 13 compact 3 13 repair 3 13 Database Tools 3 13 Delete Current 1 5 Delete Current record 1 5 Deleting 3 6 user 2 23 Discount Group Setup 4 6 Discounts 4 4 Downloading Card Authorizations 3 14 Downloading Cards 3 15 E Editing Rejected Transactions 3 21 Editing Transaction Data 3 6 F Finding a Transaction 3 6 Fuel Limits 3 4 G Get Sample button 2 18 Get
63. ps 1 2 GROUP NAME la Products Select the products to be in the group e LEADED Y NATURAL GAS i DIESEL le PROPANE Delete Cancel Screen 9 Product Groups Record Navigation in the Product Groups Database Records At the bottom of the Product Groups database screen is the Navigation Bar shown below Go to First Record Go to Last Record Go to Previous Record Go to Next Record 4 Add New Delete Cancel Close 2 4 ProFuel Reference Manual Version 3 0 Add New Delete Save Cancel el dl ll le Close Search Window m Search Search Criteria Match Options f Exact Any part of field ProFuel Reference ProFuel User Manual Chapter 2 Entering Your Database New records can be created by using a mouse to click the Add New button or by typing CTRL A on the keyboard The record s data fields will be blank The Delete button or the keystrokes CTRL D will cause the selected record to be deleted A confirmation box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved
64. r must be a For example the line Path C Program Files ProFuel changes to K ProFuel Please Note lt may be necessary to synchronize the desktop icon after moving or renaming the database file If the program does not access the d base properly use Windows Explorer to delete the desktop shortcut to ProFuel and create a new one ProFuel Reference Manual Version 3 0 Page 1 3 ProFuel User Manual Chapter 1 Introduction and Installation Navigating ProFuel Main Screen Initially the splash screen will appear with your registration name followed immediately by the Main program window and main button bar Each button provides direct access to the part of the database written on the button e g Accounts Locations Products Tanks Users and PCUs es Computrol ProFuel Plus MEE Main Tables Data Functions Options About Communication The Communication button calls the ProFuel screens you will use to connect to your PCUs manually and to use the feature called Polling and Sending Cards This feature is used to collect data from the cardlocks and to automate the card management in the PCUs Clicking on the words Main Tables provides a drop down menu containing all of the system s functions including those accessed by the main buttons The Location Groups Product Groups and Limits and Variances are used in the first steps of setting up the database They are only accessed through the Main Tables menu shown below
65. r operator or driver Summary Reports Active PCU Summary Operator Vehicle and Product Usage Active PCU Summary reports the fuel output by each Active PCU in the database The report is grouped by pump This report does not list PCUs or pumps that had no activity for the period Operator and Vehicle Summary reports summarize all transactions sorted either by individual operator or individual vehicle number Product Usage Summary report breaks out by Account Number and Department the litres and costs of the fuel products used Vehicle Performance The Vehicle Performance report calculates by vehicle the fuel used for the specified period It also calculates the average litres kilometres used for that period as well as total and average for the lifetime of the vehicle Custom Reports ProFuel provides the facility to have custom reports created and recalled as required This facility directs the system to the location of the custom reports so that they can be run 3 12 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Databases Logs and Archives Database Tools The two database tools Compact Database and Repair Database are accessed through the lt Main Tables gt menu located at the top of the screen Compact Database Over time databases can become bloated and inefficient This happens because when records are deleted holes are left in the database To remove the hole
66. rations and Reports Add Delivery ProFuel s latest versions provide a quick and easy method of adding inventory to the tank database when your supplier delivers fuel E All Transactions 0 0 OPERATOR CARD VEHICLE CARD PRODUCT ae LICENCE MISCELLANEOUS Add Delivery Total 0 Litre TANK VOLUME Button to E j 7 add fuel to tanks Process New Transactions Add Delivery KI Add New Delete Save Cancel Close Screen 31 Add Delivery on All Transactions The _Add Delivery button on the All Transaction screen takes the user to a new screen that allows the entry of fuel volumes that have been added to the tank s inventory Transactions Delivery 41 afe004 3 10 25 Pra DATE TIME FUEL RECEIVED 9113 2004 3 19 20 PM an 3 2004 3 10 25 PM 25000 403 2004 3 19 59 Phi OPERATOR CARD VEHICLE CARD PCUF TAME NUMBER PRODUCT i 1 DIESEL INVOICE NUMBER TANE VOLUME ACTI g m Delete Screen 32 Tank Delivery Transaction Entry ProFuel Reference Manual Version 3 0 Page 3 7 ProFuel User Manual Chapter 3 Daily Operations and Reports Tank Delivery Transaction Entry The Screen will prompt the user to enter any number of fields as they require It may be a policy for the organization that an Operator or Vehilce number be identified for these transactions or a Supplier s Invoice number may be required ProFuel requires that following minimum fields for creation of the transaction e Date and
67. rd Navigation in the PCU Database RecordS cccoooooccnonnccccccnnnnnccccconnnnnnannnnnncnnnnnnnncccnnns 2 18 e In 2 18 ACCOUNTS Database cut 2 19 Adang a NeW ACCOUN tach ga o Bae ae ac 2 19 Record Navigation in the Accounts Database RecordS cccccseseeeceeeeeeeeeeeeeseeeeeeeeeeeens 2 20 DE AIH VVINGOW ati da dt la id 2 20 User Dalab ase oc ia 2 21 Adding a New Usel comi dc diia 2 21 Editing User Information zsrsr e aaa Era atap ian 2 23 OS Card REISSUUN er e a a a e e aT 2 23 Deleting A USEF A A eters 2 23 Mo E A E Rc am eer re E TE T 2 24 CHAPTER 3 DAILY OPERATIONS AND FEATURES GOMMIUINIG ATION Suu ias PAUUEO FP OLN G ecirar a ase E aN Send Cards Update Card Information in PC US oooccccccnnncccccccccccaaaanancncnnnnnnnncnnnnnnonnnnnnnnnancnnnnnos Manual Communica Neea a as Limits ANO VANA CO a a A a a II A A A A dome e aia rar did aA PML TRAN SAC MOINS innen a E a Adding NeW Transachonl S surcar reir acacia aaa Eding Transaction Into Mala caatitaa talas Delellifig a TransaclONiuusalaaa a n a OG ATIC ALP ANIS aclara iade Aad DEVE A een Tank Delivery Transaction Ena Record Navigation in the Transactions Database RecorOS occcccooncnccconcnnccnconconanonnononennnnnncnnonas ProFuel Reference Manual Version 3 0 Page iii ProFuel User Manual Table of Contents LS A sc tse ne cn ees cence teats tees ec aaeie cnc oants a Soeieancaentodadecen aaa aeeteauae 3 9 Entering or Adjusting the Tank s Curren
68. ril 19 2001 Step 2 If the report applies to only one account select the account from the drop down menu in the Only One Account field Step 3 select the appropriate button for the desired report See the Appendix for sample reports ProFuel Reference Manual Version 3 0 Page 3 11 ProFuel User Manual Chapter 3 Daily Operations and Reports Report Outlines Listings Operator List Vehicle List All Users and Account List Listings are data straight from the database Users can be listed separately as Vehicles Operators or as a complete list of All Users in the database The list is grouped by account and sorted by number Accounts may also be listed Account lists show information such as phone number address and contact information Activity Logs Operator Activity Vehicle Activity Tank Activity The Operator and Vehicle Activity reports give a detailed transaction by transaction listing for each user in an account The transactions are sorted chronologically The totals for each user and for the account are also calculated The Tank Activity report provides day amp period summaries of fuel issued and received The period end tank balance is also displayed Unit History Operator Vehicle The Unit History Operator and the Unit History Vehicle reports prompt the operator for the specific Unit and then will detail all transactions related to the fuel consumption and usage of that vehicle by a particula
69. rl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Search Find First searches from the top or Search Criteria the first record Match Options ee Find First Find Next searches from the current record position C Any part of field Find Next 2 20 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database User Database The User database is used to record information about the users of the system Each User of the system must have a record in the Users database A User can be a Vehicle an Operator Customer both a Vehicle and an Operator or a Master card ge Users 2 2 OPERATOR Y VEHICLE FT MASTER CARD FT ENABLED CARD NUMBER ACCOUNT NUMBER PRODUCT GROUP LOCATION GROUP 445 estas fal fal Key Field Titles are in Red Card Number IDENTIFICATION Discount Group Optional Fields in 1995 Ford 129 Group 1 Black Licence LICENCE PERMIT PIN NUMBER ee DATE ISSUED UNIT MISCELLANEOUS g 0 98 2 04 13 PM METER START Y ODOMETER po O00 LAST MODIFIED 50 hal 204 96 1 39 49 Pe g q AddNew Delete Save Cancel Close g Lost Card Screen 24 User Setup Adding a New User Using the screen navigation buttons select the 44448 button with your mouse This will clear all the fields of their information so that you
70. s and improve database efficiency and reduce hard disk usage you should periodically once a month or more Compact the database All screens must be closed when you issue this command Repair Database Sometimes database corruption is unavoidable lightning power failures disk errors etc It is sometimes possible to repair errors in the database using the Repair Database command You can try this command if you are experiencing odd behavior in the program data disappears or appears garbled etc Database Backup A better and more reliable solution for database corruption is to keep a regular backup of the database file called main mdb in the ProFuel directory This can be a backup to tape floppy or an off site backup service Backups should be done regularly nightly or weekly The raw transaction archive archive zip should also be backed up Purge Old Transactions Transaction data in a processed form is also stored in the database Over long periods of time or high volume of transactions this can cause the database to grow very large negatively impacting performance It is possible and recommended to occasionally purge the database of transactions that will no longer be used Unused transactions may include old data that has already been processed and reported on This could be done yearly quarterly or even monthly Using the Purge Old Transactions command you will be prompted to enter a date and all transactions bef
71. st If it finds a match then the matching record becomes the current record otherwise the old value in that field is restored and you are informed that the search was unsuccesful All fields may be searched in this way You may also use Wildcards when searching i e and to represent missing words or letters Searches are not case sensitive Find Next begins searching from the current record and not from the beginning Next is used to move forward one record Previous is used to move back one Refresh can be used to re read field values from the database This is useful if you are editing in more than one screen at a time Save Current saves the values in the current record to the database Once a value has been saved it cannot be unsaved Records are also saved when you move to another record click Add New or close a window Cancel Update can be used to Cancel changes to a record Undo It must be done before the record is saved ProFuel Reference Manual Version 3 0 Page 1 5 ProFuel User Manual Chapter 1 Introduction and Installation Tips on Entering Your Data Required Fields On each of the main screens there are certain required fields that must be entered They are indicated by red field labels instead of the normal black ES Locations 1 7 Required Field Title LOCATION NAME DESCRIPTION In RED Vancouver Main Site STREET ADDRESS CONTACT NAME 4452 78th Street F Corrigan Optional Field Title In Black
72. system Autopoll Poll Now according to the time schedule that you have previously set up or by selecting the button you can initiate a poll immediately Setting Up Autopoll Manual Polling To access the screen that allows you to enter the parameters for the setup of Autopolling and manual polling as related to a specific PCU select the lt Automation gt gt tab on the PCU Setup screen This will cause the Automation screen to appear Es PCU Setup 1 1 Pile ES PCU NUMBER PCU LOCATION DESCRIPTION fi Centerville Pumps PCU Setup Automation Transaction Setup AUTO CLEAR AFTER POLL M AUTOPOLL E UPDATE ODOMETER READING AFTER AUTOPOLL EVERY DAY AT fi O CLOCK OR EVERY fo HOURS LAST POLL TIME LAST CARD SYNC I 1 08 99 3 21 17 PM 1 08 99 3 21 05 PM Poll Now MIE Add New Delete Save Cancel Close gt Screen 41 Automatic Polling setup screen The Automatic section of the PCU Setup screen is used to setup the time and frequency for automated scheduled polling By default scheduled polling is disabled The daily poll time is the hour in 24 hour format to begin polling that PCU You may alternatively set the EVERY HOURS to make sure the PCU never goes more than that many hours without being polled The LAST POLL time is also displayed in the window Select the Update Odometer Reading After Autopoll box if you wish to have the odometer updated in the system after ever
73. t be included in the reported data To process transactions use the Process New Transactions button in the All Transactions Window Screen 47 Report Screen Creating Invoices Billings Billings Invoices can be created after all the pumps have been polled and the transactions have been processed See Chapter 3 Daily Operations and Reports for information on how this is completed Billings can be processed for any single account or all Accounts for any date period you specify All reports including Invoices are run from the Reports screen To create a Billing report select the lt Invoice gt button from the Report screen Please Note l you wish the report to have separate pages for each Account you must go back to the Reports screen and select the New Page For Each Account box ProFuel Reference Manual Version 3 0 Page 4 1 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup at Invoice Account Number Prefix Invoice Number Pan i Start Date End Date Invoice Date September 1 004 September 4 2004 September 4 2004 Show Invoice Update i Prices Al Taxes Close C Discounts paale Screen 48 Invoice Screen Enter in the information in the boxes provided to create your report Account Number The default is all if the report is for a specific account then select the account number name from the drop down box Prefix Enter any prefix you wish to
74. t VOlUME oooooncccnnncccccncnnnncnnnnnnonononnncnnnonononanncnnnnnnnos 3 9 A A 3 11 Creating REDON Sacacasa toser lacteos 3 11 REDOM OUTING Startseite doit casa 3 12 Databases LOGS and Archives vomita 3 13 Database TOOS ii A eat a ae 3 13 TANS ACTON ACV aia 3 13 System Operation ic 3 14 Download Cards Numbers to PCU ccccccesssnnssseeeeeeeecennsseeeeeceonnasseeeseeeeooonsnseeeseeesoes 3 14 OWI OAC ads a a A eee as 3 15 Advanced oralidad dota 3 15 Manual AuinOriZatlon Or Gard T AA 3 15 Gard Downloading Problems titi 3 16 Collecting Transactions from PCUS 11scccccccsssessessssecesnnnnsseesseeeennnnsnssssseennsnnsesesseeeennnnens 3 17 Automa ONG eis Gada nie en cicele tinea shitsiokia a a e o a e aS 3 17 A toPoll CONG UN NAG eos casita tects dc 3 18 Setting Up Autopoll Manual Polling cccccccccooccccnncccccncoonccnnnncnnnononnnonnnonononanncnnnnnonononans 3 18 Manual POUN Gc etic alban cetelralim dean e Muah widiae ae vine k biel ava bea un la 3 19 AutoPoll TTANSACTIONS ccccceecccceeeeeeeceeeeeeceeseeeeseaeeeessaueeeeseaseeeseaaeeeeseaeeeeseaeeeessaneeesaneeesssanes 3 19 Procossod PLAS ACTON S iaa 3 20 FCI SC eC aaNS ACH ONS ad 3 20 Editing and Merging Reject TranSactions cccccccssesceccseseeeeeeeeeseeeeeeeeeeeeesseeeeeeseeeeessaeeeeas 3 21 Processing All Transacci ns aerieni a ania doananautana E aia tuucdtaateet aasetuaes 3 22 CHEATING REDO Screan E iaa 3 23 Gredan REDO
75. t you have specified _ Please Note Please remember the card numbers downloaded are controlled by the state of the f Enabled box at the top of each User record If the box is checked then the card numbers in that record will be Enabled Authorized If the Enabled box is not checked then the card number will a be Disabled Es Users Ioj xj OPERATOR VEHICLE MASTER CARD Y ENABLED ACCOUNT NUMBER PRODUCT GROUP NUMBER 42496 BBT45 all Screen 38 Authorization Data Requirements Manual Authorization of Cards Users that prefer to Enable Authorize cards manually can achieve this by connecting to the PCU through the Manual Tab in the Communications screen Loyd sug cage Waung i COMICO po This will cause the Manual Communications screen to appear ProFuel Reference Manual Version 3 0 Page 3 15 ProFuel User Manual Chapter 3 Daily Operations and Reports Polling and Cards Manual Connect to PCU T Escape Select a PCU to connect to then click on Connect to PCU Close Screen 39 Manual PCU Communication Screen Select the PCU you want to connect to then write in the card numbers that you want to Enable Disable Fleet model PCUs recognize the EC DC Enable Disable command set while most C600 models recognize the AN DN Authorize Number Deauthorize Number sequence Card Downloading Problems If communication between ProFuel and any one of the PCUs is interrupt
76. tax will be applied to the appropriate product as it is dispensed through these pumps ProFuel Reference Manual Version 3 0 Page 4 5 ProFuel User Manual Chapter 4 ProFuel Plus Invoicing and Setup Discount Group Setup Like the Taxes Discounts are groups so one Discount Group can be applied to all of the discounted products an Account may purchase In this way it is also easy to create a Tax Group for a single product for the customer who buys a significant amount on Diesel but rarely buys Gas or other products Screen 52 Discount Groups Entry In the example below the generic name of Level 1 has been given to the first Discount Group in the list Assigning this Tax Group to a customer s account provides that customer with a 1 penny per unit discount from the stated price on all purchases of Diesel and Leaded This Discount Group will affect no other product Assigning the Discount Group Assigning the Discount Group to an account is also very simple Open the account in question using the Account button on the Main Button Tray or use Main Tables Select the Account to which this discount will be applied ES Account Department 1 2 Saks ACCOUNT NUMBER ACCOUNT DEPARTMENT CONTACT NAME BE R33T Bylaw Police Jack Black STREET ADDRESS CITY PROVINCE STATE 455 John St Bumaby PHONE NUMBER FAZ NUMBER POSTAL CODE 555 3233 555 7778 VvavaRe CREDIT LIMIT DISCOUNT GROUP AMOUNT DUE 2500 H 4 Add New Delete Save Cancel Cl
77. ter the license of the user Permit if a permit is required enter it here PIN Number Some companies require a PIN to be used in conjunction with the fueling card If the user has a PIN enter it here Date Issued The system automatically defaults to the current date and time however a different date if required can be entered Unit Enter a number or a description of the unit vehicle Miscellaneous this field can be used for entering other information that can be reported Meter Start When a vehicle is entered for the first time into the system enter the starting odometer reading here Odometer If the user keeps track of miles as opposed to hours operated the system automatically fills in this field for vehicles that use the polling feature The vehicle operator originally enters this information at the pump Hours If the user keeps track of hours as opposed to mileage the system automatically fills in this field for vehicles that use the polling feature The vehicle operator originally enters this information at the pump Variance Enter the code here that indicates what the allowable mileage variance is for that particular unit i e if the vehicle has a mileage variance setting of 300 km and the user enters in a mileage figure where the difference in mileage between the previous reading and this entry is in excess of this number the system will refuse to fuel This setting is entered into th
78. tton or the keystrokes CTRL D will cause the selected record to be deleted A confirmation Delete box will appear and you must select Yes to delete or No if unsure There is no undelete feature and deleting a current record may cause extra work l cave The Save button or the keystrokes CTRL S will cause the record to be saved This is regardless of whether changes have been made or not When the record has been changed BUT NOT SAVED you may cancel the actions you have taken to Cancel modify the record by using the Cancel button or CTRL U for Cancel Update If the changes have been saved you can not undo them but you type changes and Save them Close If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close ue Search Window Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Search Find First searches from the top or Search Criteria the first record Match Options ripe Find First Find Next searches from the current record position Any part of field Find Next 2 18 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 2 Entering Your Database Accounts Database Most system managers require that fuel cards
79. use This will clear the top 3 fields of their information so that you are able to enter in the new information Each new PCU that is setup will have to have the Pump PCU Setup Automation and Transaction Setup sections completed These areas are accessed using the appropriate tab just below the PCU header information Once all of the information on each of the 4 screens has been entered you may lt Save gt the information and exit out of the screen E PCU Setup 1 1 Tabs to select setup screens like PCU Setup PCU NUMBER PCULOCATION DESCRIPTION Vancouver Pumps PCU Setup Automation Transaction Setup Screen 17 PCU Setup Tab Use your mouse or the TAB key to navigate the individual fields in this screen ProFuel Reference Manual Version 3 0 Page 2 13 ProFuel User Manual Chapter 2 Entering Your Database Please Note Fields that are identified with a RED heading must be completed e g in the first 3 fields of this screen the PCU Number and PCU Location fields must be completed PCU Number this number must be unique Typically they are 1 2 3 and so on PCU Location select a location from the drop down menu The entries shown have been previously entered into the database using the Location screen Description optional field used to describe the PCU Setting Up Pumps To access the screen that allows you to enter the pump information as related to a specific PCU select the lt Pumps
80. y fill 3 18 ProFuel Reference Manual Version 3 0 ProFuel User Manual Chapter 3 Daily Operations and Reports Poll Now To poll a particular PCU right away you can just click the _ PoliMowa button You may also select to poll All All that are Autopolled or All at a particular location With the AUTOPOLL option enabled the system can operate totally unattended In order for the automated polling to work the computer must be on and have the program running Manual Polling In order to access the screen that allows you to initiate manual polling of the PCUs select the lt Manual gt tab on the Communication screen The Manual screen will appear si Communication le ES Polling and Cards Manual Connect to PCU 1 Escape Select a PCU to connect to then click on Connect to PCU A Send Screen 42 Manual Polling screen Manual communication can be used to issue commands directly to a PCU like through a terminal To initiate a connection select the PCU to connect to and click on Connect To This will dial up if required and log you in to the PCU To issue a command type it into the thin text box beside the Send button and hit Enter or click Send You can save a transaction to a file if you wish by clicking the Save Transaction As button you will be prompted for a file name When you are finished communicating simply click the Disconnect from button which was the Connect to
81. you cannot undo them but you type changes and Save them If you have finished or wish to complete some other task you can Close the current screen with a mouse click on the Close button There are no keyboard shortcuts for Close Place the cursor on the field to be searched Press Ctrl F on the keyboard to bring up the Search Window Enter the data to be searched for Click lt Find First gt or lt Find Next gt to display a matching record Find First searches from the top or the first record Find Next searches from the current record position Find Next Manual Version 3 0 Page 2 5 ProFuel User Manual Chapter 2 Entering Your Database Locations Database The Locations screen is used to identify the name of the site where each PCU Pump Control Unit is installed Location Names are used to define where one or more PCUs may be installed so the site can be automatically polled using the Communication Screen Additionally ProFuel will provide automated download of card vehicle authorizations The Location names will be used to create programmable Location Groups Screen 10 to which cards or vehicles are restricted and authorized accordingly using the Send Cards feature To access the Locations screen select the Locations button from the button menu at the top of your screen It can alternatively be accessed by selecting the Locations option under the lt Main Tables gt menu also located at the top of your screen

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