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FuelsManager Aviation User Manual v7.0

1. Lesie Darmi Me leery Tay OEE rs Alin TARD Ermi iie 1a ETA TAHI Faili Him iig JTA TAR EPHE SL ie A ata Pin iiiar ina TEI pit THI E ETA TAH a U SEE TEE Aham TAE meie jm inia E Thi Thh 1 Midat TTH IHE g EF ESSAI TE Use the table below to help you reconcile your Physical Inventory transactions Add an additional Physical Click Add and add a new Physical Inventory Inventory transaction transaction as normal Edit an existing Physical Select the transaction click View and edit the Inventory transaction transaction as normal Delete an existing Physical Select the transaction click delete and click Inventory transaction Yes to confirm the deletion Enter EOM Adjustments Perform the procedure in section 4 3 1 on Automatically page 33 6 When you are finished reconciling transactions for this date click Done The Physical Inventory Transactions Drilldown dialog box closes You can double click another Physical Inventory cell to reconcile more Physical Inventory transactions Or you can click Close to close the Reconciliation dialog box 32 User Manual 9600 Reconciling Accounts 4 3 1 Entering End of Month Adjustments Automatically While you can enter an adjustment for each owner at the end of each month this method requires you to determine each owner s usage during the month You must then manually enter a specific adjustment for each owner proportional to their usage amount Thi
2. Step by step 1 From the FuelsManager Aviation window click Transactions and select Load Rack The Load Rack dialog box appears for example Disbursement 2 In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits 3 In the Inventory Information group type the Ticket Number Refu eler and Serial Number and select the Fill Stand 4 Typethe Meter Begin and End numbers The system automatically calculates the Gross and Net figures 5 Select the Manager Owner and Vendor gree 17 Performing Daily Fuels Accounting FuelsManager Aviation If necessary type a note concerning this transaction in the Notes box Click Apply and Close The system saves the transaction to the database and closes the dialog box 3 8 Entering a Rotation Transaction A Rotation transaction lets you record any product movement or transfer that does not affect primary or secondary storage amounts Gara Ursi De eee rken ji nai bampa fain Buiirpa aia kiim izai 1 lanp ares a vores chorea Tisi Ea CL Siar a Ceti oe Genel ie aye Esma rie Fhe Teram Erma Step by step 1 From the FuelsManager Aviation window click Transactions and select Rotation The Rotation dialog box appears In the General Information group select the
3. 155 Contents FuelsManager Aviation 14 Using the Web Server Interface 159 14 1 FuelsManager Web Server Interface Elements 159 14 2 Starting the FuelsManager Web Server Interface 160 14 3 Entering Fuel Tickets 0 05 161 14 4 Viewing and Saving Reports 164 14 4 1 Opening a Report 000 0082 164 14 4 2 Viewing Printing and Exporting Reports 168 14 5 Logging Out of the Web Server Interface 170 GIOSSALY 2 fc ects atana OG seee dies eked betes 171 MNO poe ein eara ace halal lat es 183 User Manual 1 Introduction 9600 FuelsManager Aviation provides an integrated software suite for conducting real time dispatch into plane inventory management and electronic fuels accounting FuelsManager Aviation includes e A set of software tools for daily fuels accounting including paper ticket validation reporting and ExSTARS reporting e Software tools for real time dispatch operations electronic fuel ticketing and flight schedule integration e Into plane features to provide real time fueling data and updates to fueling agents on the ramp and to automatically capture fueling data and status at the wingtip FuelsManager also offers paperless transfer of fueling data through all stages of the fueling process 1 1 Using This Manual See the following table to locate the information you need to use the FuelsManager Avia
4. 1A ii i ne m aas a b miami F i _ om a m ma m mer BT Ea 4 3 i rm ba Ss a 137 Using FuelsManager Kiosk FuelsManager Aviation 13 3 Entering Mass Based Fuel Tickets at the Kiosk This section describes how to use the FuelsManager Kiosk to record a fuel issue using mass based units If your facility has installed a volume based FuelsManager Kiosk see section 13 2 on page 136 13 3 1 Entering an Assigned Fuel Issue at the Kiosk Step by Step 1 Touch the kiosk screen to pegin Clie Figure 13 7 Initial screen 2 Onthe Login screen enter your Operator ID and Pass FuelsManager word To ent Operator ID a To enter your Operator ID touch the v button and si select your ID from the Vehicle list Logini Figure 13 8 Login screen e You can also enter a value manually by touching the field to open a data entry screen Use the onscreen buttons to select the appropriate numbers and or letters and then press the OK button 3 Touch the Login button The Select Flight screen appears 138 User Manual 9600 Using FuelsManager Kiosk 4 Do one of the following Sioa Fight Select a flight from the Fight ETD ETA Load list MSSE i40 Li Le ip NWS LAYI 1313 Lob e If your flight is not listed press the Other button to create the flight ticket manually as described in section 13 3 2 lt x Refresh Oier Dime Figure 13 9 Select
5. Using FuelsManager IntoPlane FuelsManager Aviation 9 i he Te ia eee the Fal Fuel uel in each ta efore fueling rape faar sho Ge Figure 12 8 Arrival Fuel screen Tari arial LEFT 2000 b jere 500 b 1 RICHT 10 Select the next button gt gt Total meN b Fij Sal ER 11 The Meter Start screen displays the meter value before fueling Do one of the following Figure 12 9 Meter Start screen e If the DCU is enabled this value will be automatically populated SiGe It may take approximately 1 2 ee seconds for the value to appear e Ifthe value is not displayed or oo is incorrect you may manually change the value by selecting F ror CTE the field and then the Enter button from the key board Note This will disconnect the handheld device from the DCU and the meter stop will not be collected automatically Once the value is displayed select the next button gt gt 100 User Manual 9600 Using FuelsManager IntoPlane 12 When the Meter Stop screen is dis played you can begin fueling Meter Stop Fight hawmay Ship Ean Piei ki T m ea i As the fuel begins to flow through the meter the meter stop value should change and the Total value should display the issued amount Total ins gal us tak add Di gai 43 Figure 12 10 Meter Stop screen Note The Meter value and the Total value will trail the actual gallons issued by a few sec onds Do not turn the
6. ma ltd IS 1000 b Raimh Citar Fi Fa A er m Figure 12 22 Select Flight screen i gree 107 Using FuelsManager IntoPlane FuelsManager Aviation 4 On the Select Transaction screen select the 24Hr Ticket button baeri Trametes arae Aa FI create Dotel FI unit will automatically search for Ar TE F Figure 12 23 Select Transaction screen If the DCU feature is enabled the any cart in the area Meter hoaia Fi i i Saf 435 5 The first cart located will be dis played rier sehi ID e If the cart listed is not the correct cart select the Retry button Figure 12 24 Available DCUs dialog box Note Every cart within the range approximately 35 feet of the handheld unit will be listed For this reason you should be near the aircraftto i 5023 LA be fueled before proceeding past the flight detail screen If the scanning process does not return the correct vehicle ID select Manual and then select the correct vehicle from the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt e Select the correct vehicle from the list and then select OK e If only one piece of equipment is listed and it is the correct ID you may hit Enter on the keyboard 108 User Manual 9600 Using FuelsManager IntoPlane 6 On the Enter Vehicle ID screen the ar Walia IE selected vehicle will be di
7. Warn Po r W EEG Vow 121 Using FuelsManager IntoPlane FuelsManager Aviation 3 If you are not within the wireless network a warning message appears Press the OK button to proceed Figure 12 51 Warning screen 4 Onthe Select Flight Select Flights to Download screen select the Other F2 button or press the F2 key Figure 12 52 Select Flight screen 5 On the Select Transaction screen select 24Hr Ticket F3 or press the F3 key Figure 12 53 Select Transaction screen Can Connect fo server j 1 3 FA Embed fi i Aal iIi PA eer Traat Eran Pa FI a aai Dalai F5 m Ticket Fa Woar Rotrtion FA 1 J E i i F ET iiy PA 122 User Manual 9600 Using FuelsManager IntoPlane e A Searching for DCUs message appears The DCU feature is enabled for your handheld unit IntoPlane searches for any cart in the area and displays the first cart DCU found as shown in Figure 12 37 mier sehic ID avadade Wha Figure 12 54 Available DCUs dialog box e If the unit does not search for a DCU but goes directly to the Enter Vehicle ID screen go to step 8 iol em 6 If the Available DCUs dialog box is shown proceed to the next step 7 Ifthe correct cart is shown in the Available DCUs dialog box click OK and go directly to step 15 If the correct cart is not shown a Select the Retry button Every cart within range approxi mately 35 feet of t
8. mately 35 feet of the handheld will be listed For this reason it is important that you be in the area of the aircraft to be fueled before proceeding past the Enter Aircraft Info screen b Select the correct equipment id from the list and then click OK The vehicle selected will be displayed on the Enter Vehicle ID screen 8 On the Enter Vehicle screen check the vehicle ID shown rier werick ID e If the vehicle ID is not correct go to step 9 e e If the vehicle ID is correct go to step 10 Figure 12 65 Enter Vehicle ID screen 9 If the scanning process does not return the correct vehicle ID e fa a Select Manual and then select ry W CTE the correct vehicle from the drop down list b Manually enter the meter start and stop values c Select the next button gt gt Vow 129 Using FuelsManager IntoPlane FuelsManager Aviation 10 11 Select the next button gt gt On the Enter Date Time screen ensure that the date time and product entries are correct Change the values if necessary Figure 12 66 Enter Date Time screen 12 13 Note Pay close attention to the Date and Time settings if the time is after midnight You may need to adjust the Date and Time because they default to the current date and time Leave the handheld on the Enter Date Time screen while the paper mie Da Tiere Tima E 4 PM Dore LOSS Prodi 1a i Pag sm ticket is enter
9. Index Interface Web Server 159 170 IntoPlane 95 Batch mode 112 DCU communications 96 modes of operation 96 inventory physical 22 reconciliation 21 reconciling 31 issue entering in Accounting 14 issue bulk entering 15 J journals accounting 19 K Kiosk 24 Hour Ticket 152 entering a fuel issue 136 entering a Meter Rota tion 155 entering a volume based fuel issue 136 entering an assigned fuel issue 138 entering an unassigned defuel 150 entering an unassigned fuel issue 142 mass based fuel tickets 138 L load rack transaction 17 loading flights 61 log FIDS 90 M mass based_ fuel tickets Kiosk 138 menu bar dispatch 54 meter rotation entering at Kiosk 155 w handheld Batch mode 127 w handheld Online mode 107 meters reconciling 35 modifying a transaction 19 month close out 39 O Online mode 24 Hour Ticket 104 defuel 104 fuel issue 97 meter rotation 107 overview 97 operators 81 overlapping flights 61 P physical inventory about 22 entering 23 printing Dispatch display 58 R receipt entering from a request 10 entering without a re quest 10 reconciliation inventory 21 reconciling inventory 31 meters 35 recording fuel tickets with a browser 161 refreshing journals 19 reports running 41 viewing and saving 164 request 9 resource bar 84 185 Index FuelsManager Aviation resources 81 rotation transaction 18 Rotation Meter 155 S Server Int
10. SAP Logo R 3 mySAP mySAP com and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world All other product and service names mentioned are the trademarks of their respective companies FuelsManager Aviation Using This Manual The FuelsManager Aviation User Manual is intended for system operators and explains how to use all editions of the FuelsManager Aviation suite of products Before reading this guide you should become familiar with the operation of Microsoft Windows Windows Terminology The FuelsManager user interface is based upon the Microsoft Windows Graphical User Interface GUI standard and complies with SAA System Application Architecture standard for open systems All top level menus dialog boxes and mouse driven interfaces adhere to the published standards for Microsoft Windows This manual uses the terms described in the following tables when describing operator actions and windows elements for step by step instructions Actions in Windows Point To move the mouse pointer until it rests on the item of choice Double click To quickly press and release the mouse button twice in succession Release To quit holding down the mouse button after dragging an item Choose To pick an item to carry out an action Often needed to select an item before c
11. User Manual 9600 Contents 11 3 Fueling information changes 93 12 Using FuelsManager IntoPlane 95 12 1 Fuel Ticket Types 2 000 e eee eae 95 12 2 Modes of Operation and DCU Communications 96 12 2 1 Modes of Operation 02 0005 96 12 2 2 DCU Communications 00 96 12 3 Entering Fuel Tickets in Online Mode 97 12 3 1 Entering a Fuel Issue in Online Mode 97 12 3 2 Entering a Defuel in Online Mode 104 12 3 3 Entering a 24 Hour Ticket in Online Mode 104 12 3 4 Entering a Meter Rotation in Online Mode 107 12 4 Entering Fuel Tickets in Batch Mode 112 12 4 1 Entering a Fuel lssue Defuel Manually in Batch Mode 112 12 4 2 Entering a 24 Hour Ticket in Batch Mode 121 12 4 3 Entering a Meter Rotation in Batch Mode 127 12 4 4 Uploading Completed Fuel Tickets in Batch Mode 132 13 Using FuelsManager Kiosk 135 13 1 Modes of Operation 20 000000s 135 13 2 Entering a Volume Based Fuel Issue at the Kiosk 136 13 3 Entering Mass Based Fuel Tickets at the Kiosk 138 13 3 1 Entering an Assigned Fuel Issue at the Kiosk 138 13 3 2 Entering an Unassigned Fuel Issue at the Kiosk 142 13 3 3 Entering an Unassigned Defuel at the Kiosk 150 13 3 4 Entering a 24 Hour Ticket at the Kiosk 152 13 3 5 Entering a Meter Rotation at the Kiosk
12. b b RIGHT jean 20 Select the next button in the bottom tai EDD right corner gt gt Pao vse 21 On the Arrival Fuel screen enter the fuel load in each tank before fuel ing iur igl LEFT Figure 12 42 Arrival Fuel screen mie cay RIGHT ai Total Ear 22 Select the next button in the bottom _ right corner gt gt e e Vow 117 Using FuelsManager IntoPlane FuelsManager Aviation 23 The Meter Start screen displays the Figure 12 43 Meter Start screen 24 Figure 12 44 Meter Stop screen initial 25 26 Meter Start meter value before fueling Fon fe he Ea e Ifthe DCU is enabled this value Fes ane will be automatically populated ii i pas It may take approximately 1 2 seconds for the value to appear Gat Hiu oda e Ifthe value is not displayed or is incorrect you can enter the id value manually Select the field and then the Enter button on i rae ETE the handheld Enter the value and then press the Enter key again Note This disconnects the handheld device from the DCU The meter stop will not be collected automatically When the correct value is shown in the Volume field select the next button gt gt The Meter Stop screen appears with a Total pumped value 0 Meter Stop Fight pm Ship forsee When the handheld displays the Meter Stop screen you can begin fueling As the fuel
13. box 8 9 Uplift information 8 9 1 On most occasions dispatchers will receive a fuel service record FSR detailing the amount of fuel that has to be loaded into a particular flights tanks The information will either come from a printer or will be interfaced directly into dispatch Manually entering uplift information 1 Click with the left mouse button on the Flight Box you wish to modify 2 The Updating Flight dialog box appears Select Distribution 4 The Aircraft Tank Distribution dialog box will be displayed Whenever an uplift change is received from the fuel load computer the information is sent immediately to the fueler if the flight has already been acknowledged It is also brought to the dispatcher s attention by changing the color of the Flight Box on the Current Schedule 78 User Manual 9600 Working with Flights in Dispatch cout Care mkaa ie Pegi Soe IF Figure 8 16 Aircraft Tank Distribution dialog box 8 9 2 Aircraft Tank Distribution dialog box Remark Free format Planner Free format Phone Phone Aircraft Type Not changeable Ship Number Not changeable Density If grayed out this is an automatic figure from the tank farm Tank IDs These are dependent on aircraft type and individual airline IDs for tanks Total Automatic total of the tanks gree 79 Working with Flights in Dispatch FuelsManager Aviation 80 User Manual 9600 Working with Resources in Dispatch N
14. button The Meter Stop screen appears showing a zero volume read ing for the meter Meter Sat Meter Volume Meteri 2525 g 156 User Manual 9600 Using FuelsManager Kiosk 11 On the Meter Stop screen j Meter Sinn enter the meter volume read as Volume ing as shown in Meter 355g Figure 13 59 Figure 13 59 Enter Flight Info screen values entered 12 Press the gt gt button The oa rE Fueling Ticket screen appears 13 To submit a comment that will i remain on record for this Pucting Tiket transaction press the Remarks button and enter the Remmi comment as indicated Pred nered Puing ee m a n y Figure 13 60 Enter Vehicle ID screen 14 Print the completed ticket by pressing the Print button 15 When you are finished with the transaction press the Finished Fueling button The transaction is saved gree 157 Using FuelsManager Kiosk FuelsManager Aviation 158 User Manual 9600 14 Using the Web Server Interface Note This featureis If your organization has installed the FuelsManager Web Server you only available with can connect to FuelsManager from any location with Internet access by FuelsManager using a web browser Aviation Enterprise Edition 14 1 FuelsManager Web Server Interface Elements Site list abet i hace a Treeview a i prise isi a i a Main view _ _ Sk a pica Sp tie im kj Trn Figu
15. 11h Pos lt PI 8 On the Enter Flight Info Enis Fight Inte screen enter the flight num ber in the Flight field Plipirt MWTEB 9 Changethe STD Time and STD STD Time GLAS FM Date values if necessary to match the date and time on the fuel ticket ETE DmE 1106 Pos Figure 13 28 Enter Flight Info screen oa gt values entered 10 Press the gt gt button The Enter Vehicle ID screen appears 11 Enter the Vehicle ID by press ing the v button and select ing the ID from list or by manually entering a number Welucke in the Vehicle field ZE 44 Figure 13 29 Enter Vehicle ID screen 12 Press the gt gt button The om gt gt Enter Vehicle ID screen i appears Vow 145 Using FuelsManager Kiosk FuelsManager Aviation 13 Enter the Vehicle ID by press ing the v button and select ing the ID from list or by manually entering a number in the Vehicle field Figure 13 30 Enter Vehicle ID screen 14 Press the next gt gt button 15 On the Enter Routing Info screen select the appropriate Origin and Destination for the flight Figure 13 31 Enter Routing Info screen 16 Press the next gt gt button 17 On the Enter Product Info screen select the appropriate product The density value associated with that product is automatically entered Figure 13 32 Enter Product Info screen 18 Press the next gt gt button The Enter Product Info screen ap
16. 24 Hour Transaction 29 4 3 Reconciling Inventory 000 eee eee 31 4 3 1 Entering End of Month Adjustments Automatically 33 4 4 Reconciling Meters 0 000 e ee eee 35 4 5 Performing Close Out 0 000 cee eae 37 4 5 1 Searching for a Close Out Instance 38 4 5 2 Closing Out a month in the Accounting Journal 39 4 6 Exporting transactions toafile 40 4 7 Running Reports 0 0 00 eee eee eee 41 4 8 ExSTARS Reporting saeua aa aaaea 43 4 8 1 ED BASCS inn a a T a Ge Dee ee 43 4 8 2 Creating a Monthly ExSTARS file 44 4 8 3 File Creation Process 00000 aes 45 Exporting Data to the Enterprise Web Server 47 5 1 Overview 1 2 0 0 cece 47 5 2 Exporting Transactions to the Web Server 47 5 3 Changing Settings and Saving a Configuration File 49 Getting Started with Dispatch 51 6 1 The Current Schedule nananana aana 52 6 1 1 Changing the Current Schedule Information 52 vi User Manual 9600 Contents 62 CANIS Hed oeies wwe ede ete woe eee E ee ee 53 63 Menu Ba eae treed Leben eee ee 54 7 Working with the Dispatch Timescale 55 7 1 Changing the Timescale by two hours 55 7 2 Changing the Timescale to asetrange 55 7 2 1 Moving the Timescale to the future or the past 56 7 2 2 Turning the Time Line on and off 56 7 2 3 Choosing
17. 5 Idle Time and Idle Time by Shift These two charts provide a display for the amount of time a vehicle or resource is not in use 86 User Manual 9600 10 Working with FIDS in Dispatch Note The FIDS FuelsManager Aviation Professional can provide real time information interface is only about the movement and status of flights through a custom interface available with to the airline airport flight information display system FIDS FuelsManager Aviation Professional and Enterprise Editions 10 1 FIDS Interface A FIDS interface to Dispatch greatly increases the amount of real time information available to you as dispatcher FIDS provides up to the minute ground movement information on ETA ETD Gate e Aircraft Type Ship Number e Destination Figure 10 1 FIDS Icon with change indicated As feed messages are received the Current Schedule is updated and a FIDS icon appears on the Dispatch screen Dispatchers must acknowledge each FIDS change FIDS is also used to notify Dispatchers about flights of interest that are not in the current schedule If Dispatch has flights for a particular airline in the Current Schedule and a FIDS message appears for that airline for a flight that is not in the schedule Dispatch will create the flight and bring this to the operator s attention gree 87 Working with FIDS in Dispatch FuelsSManager Aviation 10 1 1 Acknowledging messages 10 1 2 When th
18. El Gre p T Pit aw Pasia 98 User Manual 9600 Using FuelsManager IntoPlane should be near the aircraft to be fueled before proceeding past the flight detail screen e If the scanning process does not return the correct vehicle ID select Manual and then select the correct vehicle from the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt Select the correct vehicle from the list and then select OK e If only one piece of equipment is listed and it is the correct ID you may hit Enter on the keyboard 7 On the Enter Vehicle ID screen the rier ehig ID selected vehicle will be displayed Figure 12 6 Enter Vehicle ID screen vahel H43 a Ifthe vehicle is correct select the next button gt gt If the vehicle is not correct select fon Scan b If the scanning process does not return the correct vehicle ID select Manual and then select the correct vehicle from Lal Sal 200 x the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt 8 The Required Fuel Load screen dis plays the required fuel load by tank PAUE Te Select the next button in the bottom right corner gt gt exe Required LEFT E Fighti paama Shp ju b g CETE ia b Figure 12 7 Required Fuel screen RIGHT e Tole Ti a hi gt E Sa ERT Vow 99
19. Gavaed Mie aye Diiia ta hh x 57 _ i f hom Teram Cesare f rew Gam Help 2 3 1 1 General Information Group The General Information group contains six fields that identify the transaction and link it to other transactions in the accounting process Date Lets you select the date of the transaction Product ID Lets you select the type of fuel used in the transaction Subtype 2 3 Lets you select from a list of transaction subtypes that provide detail to the transaction Getting Started with Fuels Accounting FuelsSManager Aviation VCF Temp Gravity Lets you type the volumetric conversion factor VCF that can calculate the net volume from the gross in the absence of the temperature and gravity Do not enter a VCF if you have the temperature and gravity Lets you type the product s temperature in the denomination established in your Constants at the time of the transaction The system uses the temperature gravity and gross volume to calculate the net volume Lets you type the product s gravity in the denomination established in your Constants at the time of the transaction The system uses the temperature gravity and gross volume to calculate the net volume 2 3 1 2 Inventory Information Group The Inventory Information group contains 12 fields that specify the inventory for a transaction The following table lists the fields that appear in the Inventory Information
20. Group in the Transaction edit dialog boxes Transactions column lists the transaction types that include the different fields Ticket Number Reg ID Destination ID Meter Begin and Meter End Gross Net Physical Inventory Lets you type the ticket number for Defuel Issue Load the transaction Rack 24 Hour Rotation Defuel Issue 24 Lets you type the registration ID for Hour Rotation the issuing equipment Lets you type the destination ID for the transaction Lets you type the meter reading before and after a transaction The system uses meter readings to calculate the gross volume Lets you type the amount of product transferred in the transaction and change it if needed The system uses the temperature gravity and gross volume to calculate the net volume Displays the net volume transferred of the transaction The system uses the temperature gravity and gross volume to calculate the net volume User Manual 9600 Getting Started with Fuels Accounting Manager Owner Lets you select the manager owner Vendor and vendor and consumer of the Consumer product in the transaction Notes Lets you type a message or notice concerning the transaction that you want recorded The system attaches a note to the transaction and saves it in the database Getting Started with Fuels Accounting FuelsSManager Aviation 8 User Manual Performing Daily Fuels Accounting Accounting
21. Import The system prompts you to select the file you want to import 5 Select the file and click OK The Manager Mapping Dialog appears 6 Select the manager whose transactions in the CSV file you want to import in the Manager s to Import list Leave the selection as All to import transactions of all managers ql 21 Reconciling Accounts FuelsManager Aviation 7 Select the manager you want to import the transactions to in the System Managers list 8 Click OK The system starts importing the files An Import Status dialog box appears and displays the progress of the importing When the system is finished importing it returns you to the Import Data Dialog 9 Click Cancel to exit the Import Data Dialog 4 2 Physical Inventory Physical Inventory is the result of a physical measurement of your fuel inventory FuelsManager Aviation handles this type of measurement with a Physical Inventory transaction that you can enter after performing the measurement Standard use of Aviation Accounting requires you to enter a Physical Inventory transaction at least once a month at the end of the month After entering the transaction the system sets your beginning book inventory for the next month Note If the Auto Physical Inventory feature has been set up at your site you can use it to automatically create all physical inventory trans actions for a given day See section 4 2 2 on page 24 for more information 22 User Ma
22. Issue The Issue dialog box appears In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits In the Inventory Information group type the Ticket Number Tail Number and Flight Number and select the Registration ID 14 User Manual 9600 Performing Daily Fuels Accounting Vow 4 Type the Meter Begin and End numbers The system automatically calculates the Gross and Net figures Select the Manager Owner Vendor and Consumer 6 If necessary type a note concerning this transaction in the Notes box 7 Click Apply and Close The system saves the transaction to the database and closes the dialog box 3 6 Entering a Bulk Issue A Bulk Issue transaction lets you record a disbursement of product to a non aircraft location A bulk issue is a disbursement from a bulk rack or hydrant made to a third party vendor customer where by the point of pickup is classified as the Point of Sale Step by step 1 From the FuelsManager Aviation window click Transactions and select Bulk Issue The Bulk Issue dialog box appears GESE Leet Dey mems rh rnae u Com Pada WEF Br m r tees Come Teaca Conte 2 g Tabie Cis J Tamm amne r 7 5 SS es ee ars miren Te Sag iat Ias i fp i Tei Pagra dina ger ae heer J Dee Veido ipase i a
23. The Updating Flight dialog box appears 2 A drop down list box in the fueling section gives a list of all avail able operators Select an operator from the list 3 Select update and then close the dialog box The operator will be assigned to the flight 82 User Manual 9600 Working with Resources in Dispatch Figure 9 2 Updating Flight Dialog box allows the user to allocate Operators Vehicles or Gates 9 1 3 Allocating vehicles from the Current Schedule An easy method is to simply drag and drop a flight onto an vehicle that is already being shown in the Current Schedule Note Edit flight must be switch on for drag and drop to be operational 1 Click with the left mouse button on a flight near the center of the Flight Box and hold the button down 2 Across cursor will signify that the flight can be picked up Drag the flight onto the allocated vehicle on the left hand axis and release the button While the box is being dragged it will change to an outline until the mouse button is released 9 1 4 Re allocating a resource If an operator vehicle or gate has been allocated the allocation can be changed to another resource using the drag and drop method above The flight can also be de allocated by dragging it to an unused resource for example an Rxxx operator gree 83 Working with Resources in Dispatch FuelsManager Aviation 9 1 5 Logged on operators To display a list of all operators who ha
24. Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits In the Inventory Information group type the Ticket Number Des tination and Serial Number and select the Registration ID Type the Meter Begin and End numbers The system automatically calculates the Gross and Net figures 18 User Manual 9600 Performing Daily Fuels Accounting Vow Select the Manager Owner Vendor and Consumer If necessary type a note concerning this transaction in the Notes box Click Apply and Close The system saves the transaction to the database and closes the dialog box 3 9 Modifying a Transaction Step by step 1 From the FuelsManager Aviation window double click the trans action you want to modify The Accounting Entries dialog box appears displaying the transactions Use the scroll bar to find the row that contains the transaction Date Account Number and Product ID You will find the cell on that row underneath the transaction type s column Select the transaction and click Modify The Transaction s dialog box appears for example Adjustment Make the necessary changes and click Apply The system updates the database with the changes Click Done The system closes the dialog box 3 10 Refreshing Fuels Accounting J ournals 3 10 1 Refreshing a Fuels Accounting Journal A journal needs to be re
25. UST variance report VCF vendor See fuel farm The temperature of the fuel in a storage tank A measure of the thermal energy or heat of a substance As the temperature of a substance increases its volume increases and the density decreases See corrected Imprinted hard copy record of a fueling transaction A general term used to denote any record of fuel movements An inventory transaction in which there is a change of title but no physical change in inventory Also called transfer in tank In FuelsManager Aviation a refueling vehicle used on the flightline Trucks are the typical secondary storage units See also refuel See 24 hour ticket Not temperature compensated Under Ground Storage Tanks A summary of the fue system nventory gains and losses Also known as gain loss report See also gain oss See Vo ume Correction Factor The entity responsible for delivering fve to the consumer 180 User Manual 9600 Volume Correction Factor volume gross volume net A mathematical coefficient of thermal expansion that is multiplied by the gross volume of fue to determine the net vo ume of fuel The tank temperature and density specific gravity or APA of the liquid will vary continuously from the base temperature VCF gt 1 0000 if the fuel average tank temperature is gt 60 F or 15 C VCF lt 1 0000 if the fuel average tank temperature is lt 60 F or 15 C VCF
26. a static or dynamic display 56 7 2 4 Updating the current time period 56 7 2 5 Redrawing the Time Line 57 7 2 6 Zooming into a specific period of time 57 7 3 Printing the current display 0 58 8 Working with Flights in Dispatch 59 8 1 Flight Boxes 2 00 59 8 1 1 Flightstatus 2 2 0 0 00002 eee eee 59 8 2 Fueling strategy 2c eee eee 61 8 3 Loading and Exporting Flights 61 8 4 Overlapping flights 20 00008 61 8 5 Flightdetails 0 0 00 eee eee eee 62 8 5 1 Display flight details 62 8 6 Dispatching flights 00 eee eee ee 62 8 6 1 Adda Single flight 005 63 8 7 Add multiple flights 0 00 000 eee 65 8 7 1 Flight Configuration dialog box 65 8 7 2 Eqit a flight sce serene eed gi eee eek ea eee 66 8 7 3 Updating Adding Flight dialog box descriptions 67 8 7 4 Findingaflight 00 0 0 00 eee 70 8 7 5 Cancellingaflight 0005 71 8 7 6 De activating flights 0005 72 8 7 7 Viewing details for a selected range of flights 73 gree vii Contents FuelsManager Aviation 10 11 BiB FINS FS ae ie aunts a E e decals Graton ea iets tt aimare a 74 8 8 1 Creatinganewfilter 0 00 76 8 8 2 Activating afilt
27. begins to flow through the meter the meter stop value should change if the hand held is connected to the DCU and the Total value should display the issued amount Cot hiu oda JE i Sa E Note Note that the Meter value and the Total value will trail the actual gallons issued by a few seconds Do not turn the unit off during fueling During the fueling operation the handheld may display a message reporting that communication with the DCU was lost The message will offer you the opportunity to select Yes or No to reconnect to the DCU You should select Yes to reconnect 118 User Manual 9600 Using FuelsManager IntoPlane 27 When you have finished fueling Meter Stop Fagnt frre Ship a Feir woke Minier L Faz We Total ix ga Le Cak Add 1303 ga 75 e If the handheld is connected to the DCU select Get Meter Value This obtains the final meter value from the DCU Figure 12 45 Meter Stop screen edited e If the handheld is not connected to the DCU you can manually change the values on the Meter Start and or Meter Stop screen Press the back button lt lt to rf Pa Sal isa ee return to the Meter Start screen Select the Volume value press the Enter key and change the value Select the next button gt gt to go to the Meter Stop screen and change the value if necessary The total gallons issued should now be correct 28 Select the next button gt gt 29 On the Final G
28. box normally represents the estimated time of Arrival ETA e The right hand edge of each box normally represents the estimated time of departure ETD The position of the box is important as it shows the time by which a fueling must be completed to avoid a delay The following information can be displayed e Departure flight ID e Arrival flight ID e Aircraft type e Destination Figure 8 1 Flight Box Flight status The colors of the boxes represent the different status of a flight e Yellow is a flight that is outstanding with no resources allocated e Orange is a flight that is outstanding but has been planned for a specific resource e Green is a flight that has had fuelers allocated and has been dispatched but the fueler has not yet acknowledged the allocation e Cyan is a flight that has had an operator allocated and the operator has acknowledged the assignment e Blue Green is a flight that has been acknowledged and the fueler has entered pre fuel data 59 Working with Flights in Dispatch FuelsManager Aviation Blue is a Flight that is in the process of fueling as the meters have started turning Olive is a flight where the fueling has completed Purple is a flight that has been cancelled Bright Red is a flight to which a fueler has not been allocated and is in danger of taking a delay Pale Red is a flight that urgently needs to have a fueler allocated otherwise there is the possibility of taking a del
29. button and Y select your ID from the Vehicle list Logini Figure 13 22 Login screen You can also enter a value manually by touching the field to open a data entry screen Use the onscreen buttons to select the appropriate numbers and or letters and then press the OK button 3 Touch the Login button The t Flight Select Flight screen appears Sn gt nee ETD ETA Load iS itil itti Figure 13 23 Select Flight screen aa Refrech Omer Capiras gt gree 143 Using FuelsManager Kiosk FuelsManager Aviation 4 Press the Other button The Select Transaction screen appears Figure 13 24 Select Transaction screen 5 Press the Create Fuel button The Enter Aircraft Info screen appears with blank values as shown in Figure 13 25 Figure 13 25 Enter Aircraft Info screen 6 On the Enter Aircraft info screen enter the values for the Ship Aircraft Type Gate and Pit if used from the fuel ing ticket Figure 13 26 Enter Aircraft Info screen values entered Date Fue Craate otal Jahr Ticket Meter Batalion lt Admin Enter Abcraft Inte Ship i Amerele Tepe Gabe Y Fit cat ES Ship ai IMIFN F rra Troe 119 Gabe 0g PE All cat ES 144 User Manual 9600 Using FuelsManager Kiosk 7 Press the gt gt button The ship screen appears as shown in Figure 13 27 Figure 13 27 Enter Flight Info screen Enter Aight ints Flipiri STD Time O19 PM STO Dme
30. features are available with all Aviation editions This chapter describes how to perform key fuels accounting tasks in FuelsManager Aviation Entering a Request A request is a record of a request for the shipment of fuel from a supplier Step by step Note You must complete a Contract with Contract Line Items before you can enter a Request transaction The Contract List options depend on the Contract Line Item information 1 From the FuelsManager Aviation click Transactions then Request The Request dialog box appears GFS Leet ee Lone nee Ca Brda Ehil ME Bargem Cisery Dae ih ii Ai ecco bce ae ee Ls i Desired Leet Bigeye Tyre P Gare fh thm UR jru Hon aamen a baii Fpp TN niest E z 2 In the General Information group select the entry and Required dates of the Transaction and the product from the Product List Performing Daily Fuels Accounting FuelsManager Aviation 3 In the Inventory Information group select from the Contract List type the Gross and select from the Supplier List and the Shipping Note If needed type a Note concerning the transaction 4 Click OK Or click Apply to save the transaction and keep the dia log box open 3 2 Entering a Receipt from a Request This transaction type lets you record a receipt of fuel in response to a request The receipt may or may not completely fulfill the initial request Note You can e
31. file formats including Excel Acrobat PDF and CSV formats 1 Inthe format selection box select the appropriate file format and then click Export Figure 14 10 Selecting a Report Format 2 Inthe File Download dialog box click Save ee BE b irmi lmi pa i Vip siis dois I Eje i jii laa pe atest Figure 14 11 File Download dialog box Cia z er Note If you are exporting a PDF file you can click the Open button to cre ate the PDF and view it immediately in your browser SP Et oe be i ln bn oe bereme were E cade mi ami de ee ot aee m mnd i 3 Inthe Save As dialog box locate or create the directory where you want to save the exported file Open the folder and click Save to save the file 4 Inthe Download complete dialog box do one of the following e Click Open to open the exported report with the appropriate software e Click Open Folder to show the file in its folder e Click Close gree 169 Using the Web Server Interface FuelsManager Aviation 14 5 Logging Out of the Web Server Interface When you are finished using the FuelsManager Web Server Interface follow this procedure to close your session in the FuelsManager system Step by Step e In the left treeview click Logout The Web Server Interface login screen appears 170 User Manual Glossary 24 hour ticket adjustment transaction API American Petroleum Institute API gravity AST ASTM base
32. overlapping period to blue Figure 8 3 Overlapping Flights gree 61 Working with Flights in Dispatch FuelsManager Aviation 8 5 Flight details 8 5 1 Flights can be created and amended in any one of the following four ways e Airline schedule amendments e Manual changes by the operator e Ground movement changes from FIDS e Uplift requirements from airline load control systems Display flight details The operator is able to quickly see all required information about a particular flight using the Flight Details bar To view the Flight Details bar use the mouse and right clicking on a particular flight T i gia taladi rape eT Eo Acta FLY Pettey iki Paster Peston den Sires EE a 17 Figure 8 4 Flight Details bar 8 6 Dispatching flights In order to begin sending fueling information to a particular vehicle flights have to be dispatched on an individual basis Normally a flight starts with an outstanding status as indicated by a yellow box To dispatch an outstanding flight carry out the following steps 1 Left click on the Flight Box to display the Updating Flight dialog box 2 Before a flight can be dispatched the following data will be required Departure flight ID Destination Aircraft type Operator ID Vehicle ID and ETD Select Update 4 The Flight Box will change from yellow to green and a message will be transmitted to the vehicle 5 When the fueler acknowledges the message the Flig
33. temperature 9600 A type of transaction whereby the total volume that has been recorded through a meter is recorded and posted as a single entry encompassing all activity within a twenty four hour window A 24hr ticketis also used to compare the sum of fueling meter vehicle dispensals against the total meter turns at system close out It is the most accurate means to determine if into plane fuel tickets are missing Does not affect inventory A type of transaction that is entered to record a non metered change in inventory Examples include gain loss spill or expansion See American Petroleum Institute API A trade association of petroleum producers refiners marketers and transporters organized for the advancement of the petroleum industry by conducting research gathering and disseminating information and maintaining cooperation between government and the industry on all matters of mutual interest A gravity scale established by the American Petroleum Institute and in general use in the petroleum industry the unit being called the A P I degree This unit is defined in terms of specific gravity as follows 141 5 Specific Gravity 60 F 131 5 Above Ground Storage Tanks American Society for Testing Materials The temperature to which net volumes are corrected typically 15 C or 60 F See also temperature compensated 171 FuelsManager Aviation book inventory bulk issue car
34. to identify a particular flight the Timescale can be temporarily reduced by zooming into a specific period of time The minimum zoom period is two hours From the Zoom menu select the zoom command e The cursor will change to a cross e Click on the start time to zoom and click on the end time to zoom e The display will change to reflect the number of hours selected e To return to the original screen select the Undo command from the Zoom menu Figure 7 3 Zoom menu Figure 7 4 Left Current Schedule before the Zoom command is applied Figure 7 5 Right Current Schedule after the Zoom command is applied gree 57 Working with the Dispatch Timescale FuelsManager Aviation 7 3 Printing the current display The Current Schedule can be printed the print out will be an exact copy of the display Only flights on view in the current display will be printed e From the file menu select the print command e From the sub menu select Print Display Figure 7 6 File menu showing the Print sub menus 58 User Manual gilt 9600 Working with Flights in Dispatch 8 1 Flight Boxes Note Dispatch features are only available with FuelsManager Aviation Standard Professional and Enterprise Editions A colored box known as a Flight Box identifies each flight in the Current Schedule The length of the Flight Box represents the estimated fueling time for that particular flight e The left hand edge of each
35. val ues entered Fight ETS 10 06 Shipper Lon sna ABI Y Aircraft Tepe 119 Ga AN Pit oe Pp w a bok Fight awis Shap Laon Tank Required LEFT 0 fe CENTER L000 b RIGHT 7500 a Towi ThOOD ib at gt Flights wwii Shi oy Tank Ahin LEFT 2060 CENTER 400 ie RIGHT 2000 fe Total 4200 2 oa tick Th 140 User Manual 9600 Using FuelsManager Kiosk Vow 14 Press the next gt gt button The Meter Start screen appears with a meter Volume reading of 00000 15 On the Meter Start screen j Haa Sa enter the volume reading for a the meter start value i fian poika Miter volume Figure 13 16 Meter Start screen Meter 1 1280 gal cmt gt 16 Press the next gt gt button The Meter Stop screen appears with a Meter reading of 00000 17 On the Meter Stop screen Meter Sing enter the volume reading for as the meter stop value pes aise a pecneh as Meter 29 gal Figure 13 17 Meter Stop screen cak 9 gal 18 Press the next gt gt button at bbe 19 On the Final Gauge Values i TA vas screen enter the gauge read ing for each tank The tank Might Wasa Ships 122000 numbers and the total pounds Tank Actual value appear as shown in LET 0 b CENTER L000 i Figure 13 18 Rese atan i Tei ikki kt Figure 13 18 Final Gauge Values screen oat Shick gt 20 Press the next gt gt button
36. you need to change any of the fuel tickets you just entered a Click the Edit button for the fuel ticket 162 User Manual 9600 Using the Web Server Interface b Edit the fuel ticket fields as appropriate c Click the Submit button The Aviation Fuel Tickets page appears showing all of the fuel tickets entered 12 When you finished entering fuel tickets click the Send button under the Fuel Tickets table The fuel ticket records you entered are saved to the FuelsManager Accounting database gree 163 Using the Web Server Interface FuelsManager Aviation 14 4 Viewing and Saving Reports You can use the FuelsManager Web Server Interface to view and save site reports for one or more FuelsManager sites in your organization This section describes how to open a report how to view it and how to save the report in a particular file format 14 4 1 Opening a Report When you open a site report with your web browser FuelsManager uses the appropriate report definition to obtain the latest information from the FuelsManager Professional system for the selected site and displays the results in your browser Step by Step 1 If you have access to multiple sites select a site in the Sites list box 2 In the left treeview click Reports A list of the reports appears in the right browser frame Figure 14 6 on page 165 shows the standard reports delivered with FuelsManager 164 User Manual 9600 Using the W
37. 1 0000 if the fuel average tank temperature is 60 F or 15 C See gross volume See net volume 181 FuelsManager Aviation 182 User Manual 9600 Numerics 24 Hour Ticket entering at Kiosk 152 entering w handheld Batch 121 entering w handheld Online 104 24 Hour transaction 28 29 A accounting journals 19 adjustment 28 Aircraft Tank Distribution di alog box 79 Automatic Data Capture 91 axis current schedule 53 B Batch mode 24 Hour Ticket 121 defuel 112 fuel issue 112 meter rotation 127 overview 112 uploading tickets 132 box Dispatch flight 59 bulk issue 15 C cancelling a flight 71 chart flight count 85 charts 84 close out 37 month 39 searching for a 38 colors Dispatch flight status 59 communications failures FIDS 92 configuration Enterprise 49 current schedule dispatch 52 cycle fueling 91 D data importing 21 DCU communications 96 de activating a flight 72 defuel entering at Kiosk 150 entering in Accounting 13 entering w handheld Batch 112 entering w handheld Online 104 details flight 62 Dispatch Automatic Data Capture 91 cancelling a flight 71 charts 84 clearing FIDS changes 89 current schedule 52 current schedule axis 53 de activating a flight 72 dispatching flights 62 display printing 58 FIDS communications failures 92 definition 87 information chang es 93 interface 87 log 90 FIDS change viewing 89 filters 74 finding a flight
38. 141 Using FuelsManager Kiosk FuelsManager Aviation 13 3 2 21 FuelsManager Kiosk compares the volume pumped meter start amp stop in gallons to the mass of fuel added final gauge values arrival fuel in pounds If these amounts are within tolerance the Status shows Approved as shown in Figure 13 19 Figure 13 19 Validation screen 22 23 24 magia iam aat fakke Tagit am o Em kii Bee A T ame iHa i H et imi ii nma F If the status shows Rejected press the back button lt lt and correct the values in the previous screens Repeat the previous steps as necessary When the validation Status is Approved press the next gt gt but ton On the Fueling Ticket screen press the Print button and use the Print dialog box to print the fuel ticket Press the Finished Fueling button The ticket is saved in the FuelsManager system and becomes available to Fuels Manager Accounting Figure 13 20 Fueling Ticket screen oa vilas Firtshed fueing Entering an Unassigned Fuel Issue at the Kiosk Step by Step 1 Touch the kiosk screen to begin Figure 13 21 Initial screen ee ee M i TF Touch Screan io Start 142 User Manual 9600 Using FuelsManager Kiosk 2 Onthe Login screen enter your Operator ID and Pass FuelsManager word To ent Operator ID ey et d To enter your Operator ID aon touch the v
39. 70 flight box 59 183 Index FuelsManager Aviation flight count chart 85 flight details 62 flight status 59 getting started 51 loading and exporting flights 61 menu bar 54 operators vehicles and gates 81 overlapping flights 61 resource bar 84 resources 81 time line 56 timescale 55 changing by 2 hours 55 changing to a set range 55 uplift information 78 viewing flight details 73 dispatching flights 62 E Enterprise configuration 49 equipment status 20 exporting flights 61 transactions to a file 40 transactions to web server 47 ExSTARS 43 F FIDS change viewing 89 changes clearing 89 communications failures 92 definition 87 information changes 93 interface 87 log 90 filters Dispatch 74 finding a flight 70 flight box Dispatch 59 cancelling 71 count chart 85 de activating 72 details 62 details viewing 73 finding 70 status Dispatch 59 flights dispatching 62 loading and exporting 61 overlapping 61 FSR 78 fuel issue assigned entering 138 entering at Kiosk 136 138 142 entering w handheld Batch 112 entering w handheld Online mode 97 unassigned entering 142 Fuel Service Record FSR 78 fuel tickets recording with a browser 161 fueling cycle 91 fueling equipment status 20 fueling strategy 61 FuelsManager Kiosk modes of operation 135 FuelsManager Web Server Interface starting 160 G gates 81 l importing data 21 information changes FIDS 93 184 User Manual
40. 9600 Version 7 0 FuelsManager eae AVIATION gt a a a 4 a r h n 7 7 a A a a A N e Cc W D xN S X 5 Z X 7 T Pa a hS be j 5 F an f i j Automation Solutions for oil amp gas defense and aviation applications g 9600 Copyright All rights reserved Printed in the United States of America Except as permitted under the United States Copyright Act of 1976 no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of the Publisher Varec Inc 5834 Peachtree Corners East Norcross Atlanta Georgia 30092 Phone 770 447 9202 Fax 770 662 8939 Trademarks Acknowledged Varec Inc recognizes all other trademarks Trademarks of other products mentioned in this manual are held by the companies producing them FuelsManager TankView TacFuels and Varec are registered trademarks of Varec Inc Acrobat Reader is a registered trademark of Adobe Systems Incorporated Crystal Reports is a registered trademark of Business Objects HTML DHTML XML XHTML are trademarks or registered trademarks of W3C World Wide Web Consortium Massachusetts Institute of Technology Microsoft WNDOWS NT EXCEL Word PowerPoint and SQL Server are registered trademarks of Microsoft Corporation SAP
41. Backward command e Select from the displayed sub menu the time period required Moving the Timescale to the future or the past Icons on the toolbar can change the specific period of time that is viewed Please see the Introduction for icon descriptions Turning the Time Line on and off The Time Line is a green vertical line drawn from top to the bottom of the screen and represents the current time From the Time Line menu use the On command to turn the Time Line On or Off Figure 7 2 Timeline menu Choosing a static or dynamic display The display can be either static or dynamic i e the flights can move from right to left with the current time or the Time Line can move from left to right To toggle between these two options use the Auto command from the Time Line menu Updating the current time period If the Time Line is not visible but is switched on the display will be reflecting a time period either in the future or past e Select the Align to Now command from the Time Line menu to display the current time period e The time Line will appear in the center of the screen 56 User Manual 9600 Working with the Dispatch Timescale 7 2 5 Redrawing the Time Line If the Time Line is only partly displayed click on either mouse button in the window to redraw the whole Time Line 7 2 6 Zooming into a specific period of time If there are too many flights on the screen and it is difficult
42. CU If the DCU is not enabled enter the meter stop value manually 15 Select the next button gt gt 16 On the Fueling Ticket screen select the Print button to print the fuel Fusing Teka data to a paper ticket et ete Note If the Finished Fueling but ton is selected before the Print button the following i screen will appear Select Yes to complete the ticket Praha Pumin 7 without printing the fuel data to the paper ticket Select No to return to the Finished Fueling screen and select i Print m H ET E Figure 12 29 Fueling Ticket screen 17 Select the Finished Fueling button to complete the electronic ticket 18 Remain in the immediate area of the fueling equipment until the Select Flight screen is visible The handheld disconnects from the DCU on the vehicle during this period 19 Once the Finished Fueling button has been selected the transac tion will saved to the IntoPlane server via the wireless network Vow 111 Using FuelsManager IntoPlane FuelsSManager Aviation 12 4 Entering Fuel Tickets in Batch Mode 12 4 1 This section describes how to enter fueling transactions in a handheld computer running the FuelsManager IntoPlane software in Batch mode In Batch mode the handheld computer stores data for each fueling operation transaction that you enter and then submits all the data to the FuelsManager server when you connect to the network The Batch mode setting is for use
43. Fei Gam Heg 2 In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and 15 Performing Daily Fuels Accounting FuelsManager Aviation Gravity The system changes the item in the Subtypes list to match your edits 3 In the Inventory Information group type the Ticket Number Tail Number and Flight Number and select the Registration ID 4 Typethe Meter Begin and End numbers The system automatically calculates the Gross and Net figures Select the Manager Owner Vendor and Consumer 6 If necessary type a note concerning this transaction in the Notes box 7 Click Apply and Close The system saves the transaction to the database and closes the dialog box 16 User Manual 9600 Performing Daily Fuels Accounting 3 7 Entering a Load Rack Transaction When fuel product is moved from primary storage tanks to secondary storage such as a truck this movement does not involve a change of ownership You record this as a load rack transaction Entering a load rack transaction decrements the amount of fuel held by an owner in primary storage and increments the amount held in secondary storage GEEF Lie Cow eee werd ruak u Cus Paia i Mir rra o OOOO a Tiia nn Sree F Baik Caia I leng Diniy E a E rs Sa Tee r Eom Tmi Iaz r ths 7 Sri Tamms imaga aula feet f 7 Ta Wania Fei f Com Hii
44. Flight screen e To refresh the list with your latest flight assignments touch the Refresh button 5 Press the next gt gt button Agna AEn Ine The ship screen appears Ship Figure 13 10 Ship screen Qestinalion ABg v Anra Tepe 15 y Gee Ad Fit oat 6 Press the Ship field to enter Ei the ship number Use the cii mam onscreen keypad to enter the 1 eae a er eae characters for the ship num gog EET YU TEF ber and then press the OK tsar Ht Hl di Ds Ha E button ot Maal et Na lat tel EEE Figure 13 11 Ship screen an ea gree 138 Using FuelsManager Kiosk FuelsManager Aviation The ship number you entered appears in the Ship field Press the next button gt gt to proceed Figure 13 12 Ship screen with Ship On the Enter Vehicle screen select a Vehicle from the list or enter a vehicle number using the data entry screen Figure 13 13 Enter Vehicle ID screen 9 10 Press the next gt gt button On the Required Fuel screen verify that the required fuel matches that shown on the fuel ticket Figure 13 14 Required Fuel screen 11 12 13 Press the next gt gt button The Arrival Fuel screen appears On the Arrival Fuel screen press each entry in the Arrival column and enter the value in pounds from the fuel ticket The tank arrival fuel numbers you entered will appear with a total value as shown in Figure 13 15 Figure 13 15 Arrival Fuel screen
45. Fueling button has been selected the transac tion will be written to a file on the handheld You can upload com pleted transactions to the server at a later time Note When you are finished with fueling operations upload the com pleted transactions as described in section 12 4 4 on page 132 Uploading Completed Fuel Tickets in Batch Mode Each time you enter a complete transaction into the IntoPlane software the transaction is saved in a file on the handheld After you have finished fueling operations you need to send all the saved transactions to the IntoPlane server as described in the following steps Step by Step 1 To begin touch the screen to start FuelsManager VATION Figure 12 69 Touch Screen to Start screen Touch Screen to Start Vol r E TE 132 User Manual 9600 Using FuelsManager IntoPlane 2 On the Login screen select the appropriate user ID If passwords are utilized you must enter the Opersior password and then select Login N Figure 12 70 Login screen ere ohik z d Sl Tarn Poo i i SG bere 3 If you are not within the wireless network a warning message Paik aa ta erime appears Take the following steps Dep lng prev Herder dale Aigh a Press the OK button to pro ceed b On the Select Flights screen click the back lt lt button to return to the Login screen c Physically move to a better location d Test the c
46. Hai i k a Tad iano 4 E F I Lill mL ae a E Li Bisi sisip Fie a i i i i 4 You can browse and scroll through the report using the navigation buttons and scroll bars 5 You can print the report by clicking the print icon just to the right of the navigation buttons 6 You can close the report window when you are finished browsing and printing 42 User Manual 9600 Reconciling Accounts Vow 4 8 ExSTARS Reporting 4 8 1 Excise Summary Terminal Activity Reporting System ExSTARS is an IRS system designed to track the movement of fuel to and from IRS approved terminals As an Operator of these approved terminals you are required to file monthly returns Forms 720 TO and 720 CS reflecting fuel quantity and type When the terminal files federal excise tax returns the information sent through ExSTARS is used to validate the reported quantities and types IRS regulations mandate that monthly reports must include transaction totals for the previous month All electronic submittals must comply with the IRS specified Electronic Data Interchange EDI format All aviation fuel transaction data shall be submitted in monthly reports for the previous months activities For example the report for July 2002 is due August 31st 2002 The ExSTARS reporting functionality has been integrated as a standard part of the FuelsManager Aviation system so that you easily produce the ExSTARS EDI file FuelsManager Aviation creates a con
47. Manager IntoPlane FuelsManager Aviation 12 On the Enter Vehicle screen check rier varici ID the vehicle ID shown e If the vehicle ID is not correct el go to step 13 w7 e If the vehicle ID is correct go to step 14 Figure 12 38 Enter Vehicle ID screen 13 If the scanning process does not return the correct vehicle ID et ie a Select Manual and then select F E EL the correct vehicle from the drop down list b Manually enter the meter start and stop values c Select the next button gt gt of the screen 14 Select the next button gt gt of the screen 15 On the Enter Routing Info screen select the appropriate values for the Origin and Destination from the ang m iF drop down menus Desirat fee rier Ratin rk Figure 12 39 Enter Routing Info screen 16 Select the next button in the bottom right corner gt gt onc i o ET eer 116 User Manual 9600 Using FuelsManager IntoPlane 17 The Enter Product Info screen dis miar Produa ins plays the default product and den sity Select the appropriate product Proket E E from the drop down menu and enter the current Density Dents E Figure 12 40 Enter Product Info screen 18 Select the next button in the bottom right corner gt gt Eee Ee ETE 19 On the Required Fuel screen enter the required fuel load for each tank Figure 12 41 Required Fuel screen Tari Begard LEFT om0 CENTER e000
48. On the Enter Vehicle ID screen press the v button to select the vehicle from list If the vehicle is not in the list Wert acder press the Vehicle field and EE x manually enter the vehicle ID number Enter veide E Figure 13 50 Enter Vehicle ID screen value entered lt a TI 7 Press the gt gt button The Meter Value screen appears showing a zero volume reading for the meter Vow 153 Using FuelsManager Kiosk FuelsManager Aviation 8 On the Meter Value screen enter the meter volume read ing as shown in Figure 13 51 Figure 13 51 Enter Flight Info screen values entered 9 Press the gt gt button The Fueling Ticket screen appears 10 Tosubmit acomment that will remain on record for this transaction press the Remarks button and enter the comment as indicated Figure 13 52 Enter Vehicle ID screen 11 Print the completed ticket by pressing the Print button 12 When you are finished with Meter Wolume Meter 2250 g oa Th Fusing Ticket Rearmarks Finkbed Fuebna the transaction press the Finished Fueling button The transaction is saved 154 User Manual 9600 Using FuelsManager Kiosk 13 3 5 Entering a Meter Rotation at the Kiosk Step by Step 1 Touch the kiosk screen to begin Figure 13 53 Initial screen 2 Onthe Login screen enter your Operator ID and Pass word e To enter your Operator ID touch the v button and select you
49. United follow the following steps i SO SOs Vs Os COU ee In the Filter Definition field select the Customer option In the Filter Entry field select both the include and the No Wild Card options From the drop down box in the Filter Entry field select Delta In the Filter Entry field click on the Add button DL will appear in the customer Include field From the drop down box in the Filter Entry field select United In the Filter Entry field click on the Add button DL and UA will appear in the customer include field Name the filter in the Filter Description field and select Save 76 User Manual 9600 Working with Flights in Dispatch a i l Figure 8 15 Filter Maintenance dialog box 8 8 2 Activating a filter To add a new filter display the Filter Maintenance dialog box From the Toolbar click on the Filter icon The Dispatch options dialog box is displayed In the Filter Maintenance Field select Edit The Filter Maintenance dialog box is displayed Select Open Oy I a WW a From Select Filter dialog box that appears select a previously cre ated filter by name Select Load Select Close to return to the Dispatch Options dialog box N Select the Filter Active option Vow 77 Working with Flights in Dispatch FuelsManager Aviation 10 Click Accept 11 Once a Filter is active the Filter icon in the Toolbar will flash Select a previously saved filter by name from the Filter Select dialog
50. Yes to reconnect 17 Ifthe total gallons issued or the meter start and stop are incorrect you can correct the meter start and stop values manually To enter the meter start highlight the value and use the enter key to change the value Move forward to the meter stop screen and change the value The total gallons issued should now be correct 18 If the handheld is connected to the DCU at the completion of the fueling operation you must select Get Meter Value to ensure that the handheld obtains the final meter value from the DCU If you return to this screen the Get Meter Value button must again be selected in order to proceed If the DCU is not enabled enter the meter stop value manually 19 Select the next button gt gt 20 On the Fueling Ticket screen select the Print button to print the fuel data to a paper ticket Note If the Finished Fueling button is selected before the Print but ton the following screen will appear Select Yes to complete the ticket without printing the fuel data to the paper ticket Select No to return to the Finished Fueling screen and select Print 21 Select the Finished Fueling button to complete the electronic ticket Vow 131 Using FuelsManager IntoPlane FuelsManager Aviation 12 4 4 22 Remain in the immediate area of the fueling equipment until the Select Flight screen is visible The handheld disconnects from the DCU on the vehicle during this period 23 Once the Finished
51. a transaction that moves product from your secondary storage truck to a destination aircraft which is a standard refueling transfer The volume in your truck decreases Your edger for the month will show this as a fuel sale Also known as a disbursement A view in FuelsManager that displays daily transaction totals and book inventory based on the selected month manager owner and product See journal 175 FuelsManager Aviation line fill load rack loss manager meter reconciliation meter rotation The amount of ve that is contained within the pipelines throughout a fuel facility The total line fill shall be entered as a constant volume each day when calculating the physical inventory but considered unusable as it cannot be displaced without rendering the line s inoperative 1 The physical facilities used to transfer fuel from primary storage tanks to secondary storage trucks 2 A FuelsManager Aviation transaction that records movement of product from primary to secondary storage An inventory position whereby the actual fue on hand in the fuel system physical inventory is less than the calculated book inventory Common causes of losses are missing tickets missing dispersal information over crediting physical receipts understating tank inventory bad gauging meters that are out of tolerance that under measure system dispensals The entity that is responsible for all as
52. al is always in a fixed position T Estimated Time of Departure D Destination A Aircraft Type R Aircraft Registration Ship Number L Gate U Uplift Requirement To view the actual details of any change e Right mouse click on the flight to bring up the Flight Details Bar Any fields that have been changed will be indicated in cyan Figure 10 4 Flight Details Bar 10 2 1 Clearing FIDS changes To clear the FIDS box and return to the actual status color 1 Right mouse click on the flight to bring up the Flight Details Bar 2 Select Clear Feed Change gree 89 Working with FIDS in Dispatch FuelsManager Aviation 10 3 Displaying a FIDS Log Figure 10 5 FIDS Log Icon FIDS messages can affect flights by changing ground movement details Sometimes it is important to be able to look back at messages in the order in which they were received e Clicking the FIDS Log icon in the toolbar will display the FIDS log e Aight click will bring up a menu option to sort a particular column Figure 10 6 Flight Information dialog Box displaying the FIDS Log 90 User Manual 9600 11 Using Automatic Data Capture in Dispatch Note Dispatch with One of the advantages Dispatch provides is the ability to communicate Automatic Data directly with a fueling vehicle Fuelers are able to receive up to the Capture is only minute directions ground movement information and uplift data available with Likewise
53. ally Origin Airport the flight is arriving from Working with Flights in Dispatch FuelsManager Aviation 8 7 3 2 Fueling Operator Vehicle Gate Pit Out Time Start Time Finish Time Meter Stop Meter Start Volume Uplift Distribution Status Status Activity Ticket Linked Ticket Status Color Allocate from drop down list Allocate from drop down list Allocate from drop down list Allocate from drop down list Time flight is dispatched Time meter starts turning Time fueling is completed Meter reading on completion of fueling Meter reading at start of fueling Total fueled Uplift weight required display only Button to enter tank distribution Current status of fueling Type of activity e g fueling defuel Ticket number Ticket number if for same flight Represents color that appears in dispatch 68 User Manual 9600 Working with Flights in Dispatch Vow 8 7 3 3 Departure flight Flight FTZ Destination Aircraft Type Registration STD ETD Fuel Start Fueling Time Ticket Linked Ticket Status Color Consumer Consumer No Vendor Owner Product Update Dispatch Complete 8 7 3 4 Companies 8 7 3 5 Action buttons Free format It is recommended to use the form AAA9999 where AAA is the airline IATA code and 9999 is the flight number e g DL123 Free Trade Zone Check if the flight is international and use FTZ IATA cod
54. and personnel at an aviation facility Dispatch obtains information about flights to be refueled and shows the flight information in a schedule window As a dispatcher you can move forward or backward through the schedule and decide what information is shown At a glance you can see if a vehicle is on stand if fueling has started and other key information that you need to run the fueling operation If your facility has data communications between Dispatch and IntoPlane flight data can be sent directly to vehicles to provide fuelers with current information and fueling information is sent back to Dispatch Data sources used by Dispatch are pre loaded flight schedules Flight Information Display Systems FIDS load planning systems and real time fuel quality data This information can be entered electronically from disk or manually a a a aa o Men options Toolbar Flight Box Left Hand Axis showing resources vehicles or gates Time Line Timescale Figure 6 1 Dispatch Current Schedule Window 51 Getting Started with Dispatch FuelsManager Aviation 6 1 The Current Schedule Airline schedules can span several months but a usable schedule window can only show a limited number of flights in one view You can scroll left or right to move the view forward or backward in the schedule You can also change the time span shown in the Current Schedule window The schedule is constantly moving with time old fli
55. auge Values screen enter the volume of fuel in each tank as shown at the aircraft ee ler 6 Figure 12 46 Final Gauge Values screen center Tce b RIGHT mi Toad 0 30 Select the next button gt gt The IntoPlane software compares the i O ET esi Vow 119 Using FuelsManager IntoPlane FuelsManager Aviation fuel added gauge readings to the fuel metered and shows the results in a validation screen Figure 12 47 Validation screen Achia Amaal Aiki po f o be 31 Check the Status field shown on the Dersi fos beie validation screen akii Pumped Difeemos e eraa If the Status is APPROVED the PeJEa JE L difference between the gauge Toterance fine gsi and meter readings are within Sone eres tolerance Proceed to the next Soar step ern e If the Status is REJECTED the difference between the gauge i i and meter readings is out of tolerance Use the back button Oe SG var lt lt to return to the Meter Start Meter Stop and or Final Gauge Values screens and make any changes necessary until the validation screen shows APPROVED 32 Select the next button gt gt 33 On the Fueling Ticket screen select Fusira Toket the Print button to print a paper fuel ticket Frnt F1 Figure 12 48 Fueling Ticket screen 34 Select the Finished Fueling button ee to save the electronic ticket to a file re ee ee on the handheld Note If the Finished Fueling b
56. ay Dark Blue represents a flight that is overlapping another flight The status can be changed by Bright Green Blue Green Bright Red Dark Blue Dispatch as a warning that a fueling needs to start to avoid a delay By the operator By the on truck system to show the situation with an actual fueling Yellow Orange Cyan Blue Olive Purple Pale Red Figure 8 2 A list of status colors and their meanings can be displayed in Dis patch from the Help Menu System Colors command 60 User Manual 9600 Working with Flights in Dispatch 8 2 Fueling strategy There are three fueling strategies available e Fuel on arrival e Fuel on departure Any The Fueling Start Time FST will be calculated depending on the fueling strategy used Any is intended for resource management and for the purpose of dispatch will be treated as fuel on departure 8 3 Loading and Exporting Flights Both the Load Flights and Export commands from the File menu are considered administrator functions and are therefore not covered in this manual Please see the your local administrator before using these commands in dispatch 8 4 Overlapping flights It is possible erroneously to create overlapping flights Dispatchers can accidentally drag and drop flights onto an existing flight or allocate flights departing around the same time to the same operator or vehicle Dispatch gives a warning by changing the status color for the
57. ays the flight on the screen Close Gives a choice of accepting the data or canceling the input Figure 8 7 Add a new Flight using the Adding New Flight dialog box For a detailed description of each field see page 20 64 User Manual 9600 Working with Flights in Dispatch 8 7 Add multiple flights A flight contracted for a fixed period of time can be entered From the Flights menu select the Edit command e Select Add Multiple Flights from the Edit sub menu e The Flight Configuration dialog box will be displayed Note Note If after adding a new flight it does not display make sure the Active check box is ticked 8 7 1 Flight Configuration dialog box heh Honig Figure 8 8 Add multiple flights using the Flight Configuration dialog box Departure Flight Free format It is recommended to use the form AAA9999 ID where AAA is the airline IATA code and 9999 is the flight number e g DL123 Depart Time hh mm Aircraft Type Select from drop down box Fuel Time will display the fueling time for the selected aircraft type Fueling Time Will default according to aircraft type but can be manually overridden Active Days Either all or any combination of individual days Vow 65 Working with Flights in Dispatch FuelsManager Aviation 8 7 2 Start Date Click on Start Date to enter Start and End date for the contract Destination Select from drop down box Owner Select owner of fuel from dro
58. bers and or letters Figure 13 2 Login screen 3 Touch the Login button The Selec right Select Flight screen appears 7 Enio a Fight Figure 13 3 Select Flight screen Figa ETD ME 0 30 002i awaa iiH ajab WWE 16 25 09 73 4 Do one of the following e Select a flight from the list ot Refresh Croats To refresh the list with aS es your latest flight assignments touch the Refresh button If the flight is not listed press the Create button and enter the flight data manually 136 User Manual 9600 Using FuelsManager Kiosk Vow 5 Ifthereare manyflights listed type the first one to three characters of the flight name in the Enter a Flight field The matching flights appear in the list as shown in Figure 13 4 Figure 13 4 Filtered Flight list 6 Press the next gt gt button The Enter Fueling Data screen appears Figure 13 5 Enter Fueling Data screen initial view 7 Enter the fuel ticket informa tion To enter a value touch the field to open the data entry screen Figure 13 6 Enter Fueling Data screen entered values 8 Touch the Submit button The fuel transaction is saved in the FuelsManager system Enter a Fight s rrai Fight ETD AA i030 Ooo oc Refresh Dese so ry om gt m ae a ru mizas z bi miami F n i i a anon m a rr aE J J ep mam P an Estar Fusing Daia w mw on a o
59. button Figi W Shi sq vy Meter D223 gal at The Meter Stop screen appears with a Meter reading of 00000 25 On the Meter Stop screen enter the volume reading for the meter stop value as shown in the example in Figure 13 37 Figure 13 37 Meter Stop screen value entered 26 Press the next gt gt button 27 On the Final Gauge Values screen enter the gauge read ing for each tank The tank numbers that you entered and the total appear as shown in Figure 13 38 Figure 13 38 Final Gauge Values screen 28 Press the next gt gt button Fight WE Ship LAIN Meter 14270 gal tk 2045 gl lt EA E Figh awaa Shi 124 Ba ET 750 fe CENTER 1000 La RIGHT 7500 Total Ih b af fitch ry 148 User Manual 9600 Using FuelsManager Kiosk 29 FuelsManager Kiosk compares the volume pumped meter soi ee start amp stop in gallons to the tage aie eo fe i mass of fuel added final kiai Remi Td gauge values arrival fuel in an E P p Le le pounds If these amounts are SEn O oe within tolerance the Status ama iE shows Approved as shown in Figure 13 39 Figure 13 39 Validation screen If the status shows Rejected press the back button lt lt and correct the values in the previous screens Repeat the previous steps as necessary 30 When the validation Status is Approved press the next gt gt but ton 31 On the Fueling Ticke
60. conciling Accounts FuelsManager Aviation The Gross volume from the selected FuelsManager Oil amp Gas archive database Displayed with the units and precision defined for the selected product in Accounting Non editable Manager Temperature Subtype 1 Subtype 3 The value selected in the Manager list Non editable The Temperature from the selected FuelsManager Oil amp Gas archive database Displayed with the units and precision defined for the selected product in Accounting Non editable The value selected in the Subtype 1 list Editable The value selected in the Subtype 3 list Editable 5 You can view or edit the transaction entries as follows e You can sort the transaction data for any field by clicking on the column header Transactions are sorted in ascending order by Location name by default To modify any of the new transactions click on an editable field and change the value as appropriate e To delete a transaction select the transaction and press the Delete key 6 To create the new transactions shown go directly to step 8 If you would like to create an aggregate transaction proceed to the next step 26 User Manual 9600 Reconciling Accounts 7 To obtain an aggregate volume select the Aggregate checkbox in the lower right corner of the dialog box One transaction record is shown displaying the total volume e Enter a location name for this aggregate tran
61. connect to the Fuels Manager Web Server The test results appear in the Status area at the bottom of the dialog box If the connection was made successfully proceed to the next step If the connection failed check to ensure that the web server address user ID and password are correct and try again If the connection still fails contact your supervisor or administrator If you verified the connection to the FuelsManager Web Server click the Send button to export the transaction data The transaction data will also be saved in an archive file on your local system to the directory specified in the Archive Folder entry 48 User Manual 9600 Exporting Data to the Enterprise Web Server 5 3 Changing Settings and Saving a Configuration File Note When your This section describes each of the export settings in the FuelsManager FuelsManager Aviation Enterprise Interface and how you can change them After you Aviation system was change the settings you can save the settings to modify an existing installed a configuration file or to create a new file configurations file was created This file If the settings are temporary you can simply export the records and defines the settings that are appropriate for your installation close without saving Step by Step 1 If you are using the configuration immediately select a Starting Date and Ending Date Records that were not created between these two dates will not be exp
62. ction for a method of ensuring that future unwanted flights are not displayed in Dispatch gree 71 Working with Flights in Dispatch FuelsManager Aviation 8 7 6 De activating flights Any flights that are entered into the daily flights schedule will appear on the Current Schedule at the appropriate time It may be that an individual flight should not be displayed as it is no longer flying or the contract to fuel the flight is no longer valid Flights cannot be deleted from Dispatch but they can be deactivated Deactivating flights has the advantage of not displaying them on the Dispatch display but does not actually delete the flights from the daily flights schedule If at some future date the flight needs to appear on the display the flight can simply be made active again Figure 8 12 Flight menu showing the Edit sub menu e To activate or de activate flights select the Edit command from the Flights menu e Select the Set Unset Active and FTZ command from the Edit submenu e The Flight Selection Select Flights for activating and FTZ updates dialog box is displayed e Select the days required either all or individual days Smiem be o C 4 baie j 4 mel Earst Dond iwer e E Figure 8 13 Flight Selection dialog box with filtrating and updating FTZ updates See the next page for dialog box descriptions 72 User Manual 9600 Working with Flights in Dispatch 8 7 6 1 Select flights fo
63. d each transaction that you complete will automatically be uploaded to the network See section 12 3 on page 97 e Batch mode is for airport facilities that do not have a comprehensive wireless network Assigned flights can be downloaded at a wireless access point and saved on the handheld After completing fueling operations you return to the wireless access point and upload your completed transactions to the network See section 12 4 on page 112 DCU Communications Your site may have Data Collection Units DCUs installed on fueling carts DCUs collect meter start and meter stop values during fueling operations and send that data using Bluetooth technology to your IntoPlane handheld computer Bluetooth is a wireless communication technology with an effective range of about 35 feet You can use your handheld computer to communicate with a DCU regardless of the IntoPlane mode setting online or batch if the DCU feature has been turned on in the IntoPlane configuration settings 96 User Manual 9600 Using FuelsManager IntoPlane 12 3 Entering Fuel Tickets in Online Mode This section describes how to record and submit fueling data using your handheld IntoPlane computer To use this procedure your facility must be equipped with an area wide Wireless Network and that Data Collection Units DCUs are installed on fueling carts Your handheld computer must also be set to run in Online mode 12 3 1 Entering a Fuel Issue in Onl
64. date manager product and location c FuelsManager Aviation creates a new Physical Inventory transaction definition for each tank point if one does not already exist for the specified date manager product and location These new transactions are stored in a temporary table d FuelsManager Aviation displays a list consisting of one Phys ical Inventory transaction for each tank point Pre existing transactions are shown as non editable disabled records 24 User Manual 9600 Reconciling Accounts colored grey and marked with x in Status field Tank points that do not have matching data within 12 hours of the specified date and time are also marked as disabled with an x in the status field Venger CATA AUS Solem IURE HAN ie TESTS a Ee izle oe Gees FUERTE at Te nA Sr oe tes i aeme OTE TA PUT fal ee id EP Te E Sera TESTAS PT a ua riisi i Tepe TEST Tar T a um tee oe oe deta a Thatta Fal ao h a a AT da Mu STEEL T 20 T x ma TETUAN I Sera AEEA a E an Epoa i ante ET ao Th Cee Checked if the transaction is new and contains Gross and Net volume data Marked with an x if the transaction already existed for this date manager product and location Only checked enabled transactions will be created when you press the Create button Ticket Appears as Auto Generated if the Auto Generation ticket feature is on Otherwise this is an editable field gree 25 Re
65. dispatchers are able to receive up to date information as to FuelsManager Aviation Professional and Enterprise Editions the status of a fueling When a fueler logs on in a vehicle a list of any flights allocated are listed on the on truck system Thereafter the fueler is kept up to date with any changes to a flight whether they are manual changes made by a dispatcher ground movement changes from the FIDS or uplift changes 11 1 Fueling cycle The following describes the stages of a fueling from a flight first entering a schedule until a fueling is completed Dispatch Office Ramp Operator Fueler XZ Acknowledged flight Enters Pre Fuel data Meter Turning Fueling Completed Figure 11 1 The standard fueling cycle gree 91 Using Automatic Data Capture in Dispatch FuelsManager Aviation 11 2 Communications Failures 11 2 1 If there is a problem with the communications medium the following transactions take place The status of the flight goes to dispatched but the fueler does not get the message After a period of time the flight status changes to show that there is a problem getting the message to the fueler and that there is no communications Dispatch Office Ramp Operator Fueler Figure 11 2 Fueling cycle with a communications failure The dispatcher must manually clear the communications message to acknowledge the problem and the flight will return to outstandin
66. e Note Access to 1 If you have access to multiple sites select a site in the Sites list multiple sites is only box available with i FuelsManager 2 Inthe left treeview click the plus symbol next oie Enterprise Edition to IntoPlane to expand the tree E O epee p Pea Tia Figure 14 3 Treeview IntoPlane options 3 Click Fuel Tickets The Aviation Fuel Tickets page appears 4 r HE gt a fi ta ae Ges 126 eek ee ek ee Ti mem ene Se e e Go J aaa ka al fos TE Lae pe mni pam CEE erent es ae bonim Eo J lem Em Gq imn m Figure 14 4 Aviation Fuel Tickets Page Vow 161 Using the Web Server Interface FuelsManager Aviation 4 Click the Add button The Fuel Ticket page appears as shown in Figure 14 5 Se r E S26 Cees gee E RET va ee ene 4S ee ra i tiiti imss Figure 14 5 Fuel Ticket Page 5 Enter or select the fuel ticket information at the top of the page to match the entries on the paper ticket 6 Enter or select the line item information in the line item table to match the first line item on the paper ticket 7 If you need to record more than one line item for this transaction click the Add button to add a new line item row Repeat steps 6 and 7 as appropriate To save this transaction When you click the Submit button 10 To enter another fuel ticket click the Add button and repeat steps 5 through 9 11 If
67. e FIDS icon begins to flash this is to draw the operator s attention to the fact a FIDS message has arrived an audible alarm will also sound The flight that is affected will have a FIDS box colored purple attached and the Flight Box will go gray There is a slight time delay between the sounding of the alarm and the Flight Box changing color Figure 10 2 FIDS Boxes shown attached to Flight Boxes e Clicking on the FIDS icon stops the flashing and the audible alarm e The FIDS Box will turn white to show that the dispatcher is aware that there are changes e Turning the FIDS Boxes white identifies them from subsequent messages that arrive If several flights are changed they can be acknowledged using the Clear Change indicators command on the Flight menu Figure 10 3 Flight menu showing the Clear Change Indicators command Changes to flights not displayed If a change occurs to a flight that is not currently in the display the indicator on the left hand side whether for gates operators or vehicles will turn blue to indicate the row on which there is a change 88 User Manual 9600 Working with FIDS in Dispatch 10 2 Viewing the details of a FIDS change The FIDS box shown next to a flight on the current display are divided into six smaller boxes A letter in one of the boxes gives the operator an idea of what has changed and its level of importance The same letter always appears in the same box so the information
68. e dialog box 8 8 Filters Filter Icon In default mode Dispatch will display all flights At larger airports this may result in a display that is too cluttered The display can be filtered to just show relevant flights for example flights for a concourse or a particular airline To make a filter selection click on the Filter icon in the toolbar to display the Dispatch Options dialog box Flights can be filtered by 3 methods e Operational Status e FIDS message e Flight details 74 User Manual 9600 Working with Flights in Dispatch Figure 8 14 Dispatch Options dialog box 8 8 0 1 Dispatch options field descriptions Filtering by A series of option buttons one of which may be Operational selected The default is all flights Status Show FIDS Arrival and departure information can be appended to Information the flight display This is not ground movement information but the status of the flight before landing and after takeoff The default is arrival Filter To filter by flight details press the Edit command button Maintenance The Filter Maintenance dialog box is displayed gree 75 Working with Flights in Dispatch FuelsManager Aviation 8 8 1 Creating a new filter To add a new filter display the Filter Maintenance dialog box Filters can be any combination of Customer Concourse Gate Aircraft Type Destination Flight ID Supplier For example if you need a display that is Delta and
69. e for destination city Select from drop down box Fuel Time will display the fueling time for the selected aircraft type Mandatory if required by the on truck system Scheduled Time of Departure Once a flight has been created either by the scheduler or manually STD cannot be changed Estimated Time of Departure Starts the same as the STD but can be changed either by the FIDS or manually If fueling is not started by this time it may be that the flight will take a delay It is calculated from ETD Fueling Time Amount of minutes required to fuel the aircraft according to the aircraft type Ticket number Ticket number if for same flight Represents color that appears in dispatch Purchases Fuel Associated Consumer code Deliver Fuel to Consumer Owner of fuel issued Type of product issued Updates any amended details without changing the status of the flight Color of flight not changed Changes an outstanding flight status to dispatched Changes color of flight Changes a dispatched flight status to completed Changes color of flight 69 Working with Flights in Dispatch FuelsManager Aviation Cancel Flight Cancels flight Changes color of flight Uncancel Reverses a canceled flight and restores status to outstanding Changes color of flight Manual Ticket Print a ticket for a completed flight Copy To allow for two separate fuelings for a single flight Creates an identical flight with linked ticket numbe
70. eb Server Interface me Sr m O S26 bee we wee ee Se E Epu Aieiaia CE I ns a Hapniis e pE ey a arma ry a Lemm an m Puer eem mem ba ont aitem jumm Hiasi Sia Bae gmas as oe on Pe a 2 beire i i baij sme pe mra Tun a eer ee nra i mmmn a i at cen do a leer m ee 1s a Arep Tomma 15e es ome et es ee mo Tha a en a ae or ae en ir ES Eii e y aga Lomma ee es ae a an FTE add by Pig Or E ES ap E Figure 14 6 FuelsManager Aviation Web Reports Page 3 Click a report in the list A blank report page appears as shown in the example in Figure 14 7 Vow 165 Using the Web Server Interface FuelsManager Aviation Report parameters area Ss Gee 826 Je ees ee FF iG eB Le ti me me ee e e ES s a 2 View Cias maa gee B hy Cre yore a ct i oe Figure 14 7 FuelsManager Aviation Report Parameters Report button Report results area blank 4 Inthe upper left area of the report page enter or select the report parameters For example you may need to enter a date or date range select an Owner and select a Product 5 Click the View Report button shown in Figure 14 7 FuelsManager Aviation generates the report and the report appears as shown in the example in Figure 14 7 on page 166 To view print or export the report see section 14 4 2 Viewing Printing and Exporting Reports
71. eceive your assignments B Go to the aircraft to perform issues defuels meter rotations and 24 hour tickets as assigned C Return to a break room or other common area where the FuelsMan ager Kiosk is located D Enter your completed tickets into the FuelsManager Kiosk and then print out a fuel ticket for each transaction The information you entered is automatically available to FuelsManager Accounting If you are using handheld computers to enter fueling data refer to Chapter 12 13 1 Modes of Operation FuelsManager Kiosk is available in one of two configurations Volume based data entry provides one screen for fuel issue or defuel transactions and does not include a validation step See section 13 2 on page 136 Mass based data entry provides screens for entering mass based fuel issues and defuels 24 hour ticket and meter rotation transactions The software checks your fuel issue and defuel entries for accuracy See section 13 3 on page 138 135 Using FuelsManager Kiosk FuelsManager Aviation 13 2 Entering a Volume Based Fuel Issue at the Kiosk Step by Step 1 Touch the kiosk screen to a Figure 13 1 Initial screen a e ee ee Fiati Touch Screen to Start 2 On the Login screen enter your Operator ID and Pass aner ea FuelsManager To enter a value touch the p rair v field to open the data entry screen and then use the anata onscreen buttons to select FS the appropriate num
72. ed into the register and stamped This step allows the handheld time to retrieve the meter reading from the DCU Select the next button gt gt 14 The Meter Start screen displays the meter value as stored in the DCU If enabled It may take approximately 1 2 seconds for the value to appear The DCU meter value should be compared to the stamped meter value If the value is not displayed or is incorrect you can manually change the value by selecting the field and then pressing Enter key on the handheld Figure 12 67 Meter Start screen 15 When the correct value is displayed select the next button gt gt j SS Malar C hii rra Mak 1 wW g l Ar Gert Mirier wakis J E i TSG 2a 130 User Manual 9600 Using FuelsManager IntoPlane 16 When the Meter Stop screen is dis played you can begin the fueling operation Meter Tin Memi am gal ep As the fuel begins to flow through pons oF De ie the meter the meter stop value should change if the handheld is connected to the DCU and the Total value should display the issued amount Figure 12 68 Meter Stop screen Note The Meter value and the i H ETELA Total value will trail the actual gallons issued by a few sec onds Do not turn the unit off during fueling Note During the fueling operation the handheld may display a mes sage reporting that communication with the DCU was lost If this occurs select
73. elect the Aircraft Type rH and Gate from the drop down Arrat Type fam lz lists Enter a pit number if applica oe ble w O Pa id Figure 12 36 Enter Aircraft Info Note If the Ship you enter is not i in the IntoPlane system a i ae data validation error screen will appear Select No togo ee back to the Enter Aircraft Info screen Correct the Ship or select Yes to proceed 9 Select the next button gt gt e A Searching for DCUs message appears The DCU feature is enabled for your handheld unit IntoPlane searches for any cart in the area and displays the first cart DCU found as shown in Figure 12 37 rier varici D Figure 12 37 Available DCUs Dialog Box e If the unit does not search for a DCU but goes directly to the Enter Vehicle ID screen go to step 15 10 If the Available DCUs dialog box is shown proceed to the next step11 11 If the correct cart is shown in the Available DCUs dialog box click OK and go directly to step 15 If the correct cart is not shown a Select the Retry button Every cart within range approxi mately 35 feet of the handheld will be listed For this reason it is important that you be in the area of the aircraft to be fueled before proceeding past the Enter Aircraft Info screen b Select the correct equipment id from the list and then click OK The vehicle selected will be displayed on the Enter Vehicle ID screen gree 115 Using Fuels
74. elp t I fe t owe P Fi I0 j minci atre zi Page Controls Find Controls Export Controls Figure 14 9 Report Toolbar 14 4 2 1 Paging Through a Report You can use the buttons on the left side of the report toolbar to page through the report e Type a page number in the page number box and then press Enter e Go to the first page click the 1st Page icon e Go to previous page click the Prev Page icon e Go to 1st page click the Next Page icon e Go to 1st page click the Last Page icon 14 4 2 2 Changing the View Size of a Report e Inthe report scale list box select a report size 14 4 2 3 Searching in a Report 1 In the search box type the word or phrase that you want to find in the report 2 Click Find If the word or phrase is found the report is displayed again with the word or phrase highlighted 3 To find the next occurrence of the same word or phrase click Next 14 4 2 4 Refreshing a Report e On the report toolbar click the Refresh icon 168 User Manual 9600 Using the Web Server Interface 14 4 2 5 Printing a Report e On the report toolbar click the Print icon 14 4 2 6 Getting Help for a Report e On the report toolbar click Help icon 14 4 2 7 Exporting a Report to a File You can easily export a FuelsManager report to a file and store the file at a location you choose FuelsManager gives you the option to export reports to many popular
75. entory See closing physical Inventory Any customerwho owns nventory used in the transaction The result of a physical measurement of your fue distribution system In FuelsManager Aviation you enter a physical inventory transaction after the measurement is performed Standard use of FuelsManager Aviation requires you to enter a physical inventory transaction at least once a month at the end of the month After entering the transaction the system sets your beginning book inventory for the next month See also inventory See ine fill See owner In FuelsManager Aviation any holding device tank with the primary purpose of storing and holding product Typically this includes fue tanks but can include other types of storage devices as well See fuel See density 177 FuelsManager Aviation receipt reconciliation refuel request rolling stock rotation secondary storage service provider shipment shipping mode storage primary storage secondary supplier A shipment or delivery of productfrom a supplier that increases inventory See inventory reconciliation or meter reconciliation See issue In FuelsManager Aviation a request is a request for a shioment of fue from a vendor that you have a contract and contract line item with After you enter a request you can receive product from the vendor You can also record a receipt without a request Generally ref
76. er 0 00 00 eee 77 8 9 Upliftinformation 0 0 00 e eee 78 8 9 1 Manually entering uplift information 78 8 9 2 Aircraft Tank Distribution dialog box 79 Working with Resources in Dispatch 81 9 1 Operators vehicles and gates 81 9 1 1 Display by gates 00 00 0008 81 9 1 2 Allocating operators Updating Flight dialog box 82 9 1 3 Allocating vehicles from the Current Schedule 83 9 1 4 Re allocating aresource 220005 83 9 1 5 Logged on operators 0 00000es 84 O22 CHAN tists aa Se LE oe RUN ANS a 84 9 2 1 Resource Bar 00 c eee eee ee 84 9 2 2 FlightCount 0 00 eee eee 85 9 2 3 Aircraft Types 2 0 eee eee 85 9 2 4 Arrivals and Departures 5 86 9 2 5 Idle Time and Idle Time by Shift 86 Working with FIDS in Dispatch 87 10 1 FIDS Interface 0 0 0 0 eee 87 10 1 1 Acknowledging messages 00 88 10 1 2 Changes to flights not displayed 88 10 2 Viewing the details of aFIDS change 89 10 2 1 Clearing FIDS changes 00 89 10 3 Displaying a FIDS Log 0 5 90 Using Automatic Data Capture in Dispatch 91 11 1 Fuelingcycle 2 eee eee 91 11 2 Communications Failures 004 92 11 2 1 Clearing a Communications Failure 92 viii
77. erface Web 159 starting the Web Server In terface 160 status Dispatch flight 59 strategy fueling 61 T tickets fuel recording 161 time line Dispatch 56 timescale dispatch 55 transaction modifying 19 transactions exporting to a file 40 exporting to web server 47 U uplift information 78 uploading tickets batch mode 132 V vehicles 81 viewing flight details 73 volume based fuel issue Kiosk 136 WwW Web Server Interface ele ments 159 Web Server Interface log ging out of 170 Web Server Interface start ing 160 web server enterprise 47 186 User Manual 9600 Notes Vener Varec Inc 5834 Peachtree Corners East Norcross Atlanta GA 30092 USA Tel 1 770 447 9202 Fax 1 770 662 8939 www varec com 2004 Varec Inc All Rights Reserved This document is for information purposes only Varec Inc Document Code makes no warranties express or implied in this summary The names of actual companies and products USM011GVAE0106 mentioned herein may be the trademarks of their respective owners
78. ers to the sum of a fuel system s unallocated nventorythat resides in the tanker trucks of authorized system users See meter rotation In FuelsManager Aviation any device truck that holds the fuel product temporarily for the purpose of providing a refve or defue service For example a refueling truck would be considered secondary storage it may take fve from primary storage tank for the purpose of refueling vehicles on the flightline Secondary storage vehicles may also perform defuels See vendor A movement of a large amount of fuel involving a bulk issue and a change of ownership A shipment moves product outside the facility usually via truck In FuelsManager Aviation the shipping mode indicates how a sh jomentis received such as by truck tanker train etc See primary storage See secondary storage The entity that provides the product fuen Normally an oil company or broker 178 User Manual 9600 system credit system debit system gain system loss system throughput system user system variance volume system variance percent The posting of a positive amount of fuel product into a system user s account that is expressed in terms of net and or gross volume A credit can also be posted to an account though an adjustment transaction to a position holder s inventory The posting of a negative amount of fve to a system user s account that is expressed in
79. eter readings so you can maintain their accuracy You can enter a 24 Hour transaction in Aviation Accounting to record the meter readings and reset the amount for the next day The Meter Reconciliation process helps you in this process GESTE Leo anp p eee ares rsa Tate Say Oi Sia igs Den hey iD Bamsi Hrag Esnia Pisi De eram Erea Step by step 1 From the FuelsManager Aviation window click Transactions and select 24 Hr The 24 Hr dialog box appears Vow 29 Reconciling Accounts FuelsManager Aviation 2 In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits 3 In the Inventory Information group type the Ticket Number Des tination and Serial Number and select the Registration ID 4 Typethe Meter Begin and End numbers The system automatically calculates the Gross and Net figures 5 Select the Manager Owner Vendor and Consumer 6 If necessary type a note about this transaction in the Notes box Click Apply and Close The system saves the transaction to the database and closes the dialog box 30 User Manual 9600 Reconciling Accounts 4 3 Reconciling Inventory With FuelsManager Aviation you can reconcile your daily book inventory with your physical inventory This means that you can compare your Daily Phys
80. freshed if the transactions appear in red If you have more than one month that contains red transactions see the Refreshing All Journals section Step by step From the FuelsManager Aviation window click Operations and select Refresh Journal The system updates the grid window with the current records 19 Performing Daily Fuels Accounting FuelsSManager Aviation 3 10 2 Refreshing All Journals If you have more than one month with red transactions usually after you have changed a transaction in a previous month you will need to refresh all the journals to recalculate the amounts Step by step 1 From the FuelsManager Aviation window select the first monthly journal that appears in red 2 Click Operations and select Refresh All Journals The system updates all journals in the system with the current records 3 11 Checking Fueling Equipment Status Step by step 1 From the FuelsManager Aviation window select Modules gt Equip ment Status Board The Equipment Status window appears fe bit ie thes migm ode hd io He T Pe hee W paige ta ie kerat Prodani OC Mha Dae Aei Cede Astana Sewicn Woke Kotye Productifl typa Meme Gusting Suis Damigie T DETE t ir Em fa Sard 1 1 Fie Shere de 1 i ETT OET ee ET Check the equipment ID field to locate the equipment Note You can select which equipment types are shown by choosing an option on the Show menu Col
81. g Clearing a Communications Failure Perform the following procedure to clear the communications failure status and return the flight to outstanding 1 Right click on the flight to display the Flight Status Bar 2 Press the Clear Comms command button Figure 11 3 Flight Details bar 92 User Manual 9600 Using Automatic Data Capture in Dispatch 11 3 Fueling information changes When there is a connection to a FIDS interface giving ground movement information or there is an interface to a fuel load system then changes can occur at any time If the fueling has already been acknowledged the new information will be sent to the fueler without any intervention on the part of the dispatcher Dispatch Office Ramp Operator Fueler Acknowledged flight Ent rs Pre Fuel data Meter Turning Fueling Completed Figure 11 4 The fueling cycle with a FIDS change gree 93 Using Automatic Data Capture in Dispatch FuelsManager Aviation 94 User Manual 9600 12 Using FuelsManager IntoPlane Note The IntoPlane interface is only available with FuelsManager Aviation Professional and Enterprise Editions As a fueling agent you can use a handheld computer running FuelsManager IntoPlane software to enter fueling data at the wingtip capture fueling data from the meters depending on your system configuration and submit that data wirelessly to the IntoPlane ser
82. g Accounts Vow When finished making assignments click Export The system prompts you for a file name Make sure the directory you want to export to is selected and enter a filename for the exported file Also select the file type that you want to export to and click OK An Export Status dialog box appears and shows you the progress of the exporting After the Export Status dialog box closes you are returned to the Export Data Dialog Click Cancel to close the Export Data Dialog 4 7 Running Reports Step by step 1 Parm Paci Marmi g basim Rage um r aep p ams H mcii onion Emi hwag mama W mwi aa Fa ee bemi Mc apes bere i Camel From the FuelsManager Aviation window click Reports and select the report that you want to run If data parameters are required for the report then the Enter Parameter Values dialog box appears If no data parameters are needed then the report appears and you can skip the next step Select the Start of Range and End of Range You can also limit the report to a single product by selecting the Product in the Parame ter Fields list and selecting the product you want to report on 41 Reconciling Accounts FuelsManager Aviation 3 Click OK The report appears in a print preview a ee Summary Journal Report Gress for February 200 Frade DA oe arg LE Furey Dind Miber im 4 bepress Siete a E E T imm EF m MILA F 2 Lie de BF PEE
83. g Started with Fuels Accounting FuelsSManager Aviation 2 1 2 Daily amp Month End Fuels Accounting Procedures O oo pi Oy m ee We Ne Obtain the daily transaction file Import the daily transaction file Perform Meter Reconciliation Enter any Receipts for the day Enter other airline transactions Enter any Bulk Issues for the day Enter any transfers for the day Enter any adjustments for the day Enter Physical Inventory transactions 10 Perform Inventory Reconciliation 11 Month End only Perform Closeout to lock down the transactions 2 2 Starting the Accounting Application 1 On the Windows taskbar select Start gt Programs gt FuelsManager gt Aviation gt Aviation The FuelsManager Aviation window appears On the menu select Modules gt Accounting p Bit is tne peo Soap Hie ijin hmin Hep SMT om m a fae ae a Parai m e iri e User Manual 9600 Getting Started with Fuels Accounting 2 3 Understanding the Accounting Work Area 2 3 1 Fuels Accounting Transactions While all transaction types perform a unique operation they have certain common features These common features General and Adjustment Information appear in the transaction type dialog boxes and are described in the following sections ee Lie Co Lanp p heen Z Pec aF eo aj Daa po Feo pe lpia Pedy i on J Bhie forks 1 lo fare rme ia raae Taisi d Ea Har ie f Dewi Reg O
84. ghts being deleted from the beginning and new flights being added to the end See Working with the Timescale for more information Changing the Current Schedule Information The toolbar on the right side of the window is a quick way of changing the information displayed in the Current Schedule Moves the Timescale 6 hours into the future Moves the Timescale 3 hours into the future Moves the Timescale 1 hour into the future Adds 2 hours to the Timescale Increase by 1 the number of gates displayed on the left of the display fii 52 User Manual 9600 Getting Started with Dispatch Moves the Timeline 1 day into the future and changes the Timescale to 24 hours Redraws the display Displays a log of flight changes from the FIDS P Flashes when filter is operating 6 2 Axis The Current Schedule consists of two important axis the horizontal axis represents an hourly Timescale and the vertical axis can be selected from one of the following e Operators e Vehicles e Gates See Working with resources section for more information Vow 53 Getting Started with Dispatch FuelsManager Aviation 6 3 Menu Bar The menu bar at the top of the dispatch screen provides all the command options available for Dispatch See the specific section for descriptions about individual commands 54 User Manual 9600 Working with the Dispatch Timescale Note Dispatch features are only Aviat
85. he handheld will be listed For this reason it is important that you be in the area of the aircraft to be fueled before proceeding past the Enter Aircraft Info screen b Select the correct equipment id from the list and then click OK The vehicle selected will be displayed on the Enter Vehicle ID screen 8 On the Enter Vehicle screen check the vehicle ID shown rier werick ID e If the vehicle ID is not correct go to step 9 e If the vehicle ID is correct go to step 10 Figure 12 55 Enter Vehicle ID screen 9 If the scanning process does not return the correct vehicle ID e fa a Select Manual and then select ry W CTE the correct vehicle from the drop down list b Manually enter the meter start and stop values c Select the next button gt gt Vow 123 Using FuelsManager IntoPlane FuelsManager Aviation 10 11 Select the next button gt gt On the Enter Date Time screen ensure that the date time and product entries are correct Change Tire ERM the values if necessary mie Da Tiere Eae Ea Figure 12 56 Enter Date Time screen 12 13 14 Figure 12 57 Meter Value screen 15 16 Feir i Note Pay close attention to the Date and Time settings if the time is after midnight You may need to adjust the Date ai Ta and Time because they default to the current date m and time tdi ee Leave the handheld on the Enter Date Time sc
86. hen runs a daily summation query on all book adjustments grouped by manger owner product direction Increase or Decrease Year Month and Day Based on the direction of the adjustment Increase or Decrease 6 Lastly FuelsManager Aviation generates a schedule detail record in the EDI file for daily net total based on manager owner con sumer vendor and product The IRS requires a daily total of all gallons reported in the file This daily total is a calculated value for IRS use only gree 45 Reconciling Accounts FuelsManager Aviation 4 8 3 1 ExSTARS Warning If the system gives you this warning you need to enter an ending physical inventory transaction Enter the necessary physical inventory transaction for the month that you re reporting and recreate the ExSTARS report 46 User Manual Vow 9600 Exporting Data to the Enterprise Web Server Note The FuelsManager Web Server is only available with FuelsManager Aviation Enterprise Edition This export feature is available with FuelsManager Aviation Standard or Professional Edition If your organization has installed the FuelsManager Web Server information about each site in the enterprise information can be obtained via the Internet Intranet This chapter describes how to make FuelsManager Aviation transaction data for your site available to the Web Server 5 1 Overview To provide data for multiple sites the FuelsManager Web Server
87. hoosing it usually via a double click User Manual 9600 Window Elements Program Icon Provides a pop up menu which allows window modification Menu Bar Lists of available menus Most applications have a File menu Edit menu and a Help menu as well as menus unique to the application Dialog Box A movable window that is displayed on screen in response to the user selecting a menu option It provides the current status and available options for a particular feature in the application Window Title The Window title can be the name of an application document group directory or file depending on the type of window in which it appears Maximize Button Use this button to enlarge the application window so that it fills the entire desktop Restore Button This button can restore an application window to its previous size and location FuelsManager Aviation User Manual 9600 Contents 1 Introduction ica tare de aid tadiaaees encoun 1 1 1 Using This Manual 0 000 000 00 1 1 2 Key T00IS ox 2 ci eres His hae ae eee pee ee ES 2 1 2 1 FuelsManager Aviation Fuels Accounting 2 1 2 2 FuelsManager Aviation Dispatch 2 1 2 3 FuelsManager IntoPlane 4 2 1 2 4 FuelsManager Kiosk 0 00005 2 1 2 5 FuelsManager Web Server 00 2 2 Getting Started with Fuels Accounting 3 2 1 Introduction to Av
88. hould be set to http lt domain name or IP address gt accountingimpor texport importservice asmx lt Domain name or IP address gt will be a site specific setting b Inthe User Name and Password fields enter the FuelsManager Web Server user name and password provided by your Fuels Manager administrator To export the files immediately without saving your settings click Send File and then click the Cancel button Save the configuration by clicking the Save Config button and specifying the configuration file s name The standard location for storing the configuration file is D Program Files FuelsMan agen Accounting Definitions and the standard name for the configuration file is lt IATA gt Enterprise Export Config ini where lt IATA gt is the IATA code for the site To recall the settings made in the configuration file simply click the Load Config button and navigate to the appropriate config uration file All settings will be restored with the exception of the Start Date End Date and Password fields 50 User Manual Vande 9600 Getting Started with Dispatch Note Dispatch features are only available with FuelsManager Aviation Standard Professional and Express Editions Note Gate changes and fuel uplift changes are among the most important updates that are transmitted FuelsManager Aviation Dispatch is powerful software for tracking and managing fueling equipment
89. ht Box will turn to cyan 62 User Manual 9600 Working with Flights in Dispatch If there is acommunications problem and the message cannot be transmitted the Flight Box will be overlaid with blue stripes This means that any messages will not have reached the fueler a S DE fewer event a E i oe cy a 5 i a Figure 8 5 Edit an existing Flight using the Updating Flight dialog box 8 6 1 Adda Single flight Although flights are generally entered into the system from the airport schedules single flights can be added as required Flights added by this method are for today s schedule only Figure 8 6 Flights menu showing the Edit sub menu 1 From the Flights menu select the Edit command 2 Select Add Single Flight from the Edit sub menu gree 63 Working with Flights in Dispatch FuelsManager Aviation The Updating Flight dialog box will be displayed The minimum data that must be entered is Departure Flight Number and Aircraft Type Although it is not mandatory it is advisable to enter both of the following fields otherwise they default to the current time Esti mated Time of Arrival ETA and Estimated Time of Departure ETD ETA ETD information ensures that the flight appears at the correct time on the display and that important arrival and departure information from the FIDS is not lost Update Writes the new flight immediately into the schedule and displ
90. ht plans may require the fve to be used in a different plane Maintenance problems may change the flight schedule and the fuel is no longer necessary Reversing a disbursement performed out in the flightline by mistake A measure of mass per unit volume In FuelsManager Aviation a destination is the final location to which the fve productis being moved In an aviation disbursement this is the aircraft that is receiving the fuel in the transaction See ssue See also refuel 173 FuelsManager Aviation dispensal ExStars FBO FIDS fuel fuel farm fuel distribution system gain gravity gross volume hydrant See ssue also known as disbursement dispersal debit or withdraw Excise Summary Terminal Activity Reporting System An IRS electronic report Fixed based operator Airport businesses that offer aviation services and products such as aircraft rental sales fueling flight instruction and aircraft service and maintenance Flight Information Display System Provides real time information about aircraft movements Typically specific to a particular airline or airport FuelsManager Aviation can interface to FIDS via custom interface adapters to provide real time data to dispatchers A liquid hydrocarbon with a specific density range and characteristics such as gasoline Jet A and kerosene A collection of storage tanks used to hold inventory for a particular customer or g
91. iation Fuels Accounting 3 2 1 1 Aviation Fuels Accounting Process 3 2 1 2 Daily amp Month End Fuels Accounting Procedures 4 2 2 Starting the Accounting Application 4 2 3 Understanding the Accounting Work Area 5 2 3 1 Fuels Accounting Transactions 5 3 Performing Daily Fuels Accounting 9 3 1 Entering a Request 0 00 eee 9 3 2 Entering a Receipt from a Request 10 3 3 Entering a Receipt without a Request 11 3 4 Entering a Defuel 00 0000 e eee 13 3 5 Entering an Issue 2 0 e eee 14 3 6 Entering a Bulk Issue 005 15 3 7 Entering a Load Rack Transaction 17 3 8 Entering a Rotation Transaction 18 3 9 Modifying a Transaction 19 3 10 Refreshing Fuels Accounting Journals 19 3 10 1 Refreshing a Fuels Accounting Journal 19 3 10 2 Refreshing All Journals 45 20 Contents FuelsManager Aviation 3 11 Checking Fueling Equipment Status 20 Reconciling Accounts 21 4 1 Importing Data 2 eee eee 21 4 2 Physical Inventory 0 0 00 e ee eae 22 4 2 1 Entering a Physical Inventory Manually 23 4 2 2 Entering Physical Inventories Automatically 24 4 2 3 Entering an Adjustment Manually 28 4 2 4 Entering a
92. ical Inventory transactions with the other transactions of that date and make sure that all your inventory is accounted for You can also identify possible losses or gains in inventory that have not been recorded You should reconcile your inventory at least once a month but you will only be able to reconcile dates that have a Physical Inventory transaction so you should enter those as often as possible Note A day s Begin Net Inv and Begin Gross Inv are based on the pre vious day s inventory 1 From the FuelsManager Aviation window click Operations and select Inventory Reconciliation The Reconciliation dialog box appears 2 Select the Transaction Date Manager and Product 3 Click Refresh The system displays the physical inventory transac tions in the Physical Inventory Reconciliation list Notice that both the gross and net amounts appear for each date If a Physical Inventory transaction appears for a date then the row appears in blue gree 31 Reconciling Accounts FuelsManager Aviation 5 Note You can also print an Inventory Reconciliation report by refreshing the dialog and clicking Print If you want to make a change to that Physical Inventory transaction or add another Physical Inventory transaction double click the Physical Inventory cell either net or gross The Physical Inventory Transactions Drilldown dialog box appears and lists all corre sponding Physical Inventory transactions
93. ies in a range that starts from the last close out instance up to a date that you enter typically the end of the month You can view your Net and Gross variance for that time period and add a close out instance FuelsManager Aviation will force you to close out a month after a certain number of days have passed since the end of the month See the Constants and Parameters section in this manual for information on this setting The Close Out tool also lets you search for a manager and product s close out instances between a date range This can be helpful if you are not sure when the last close out happened r e Own a ER HH Eee i mir PE aa E Baa F E j Ge Pye y Tom Yee l EE Tir T H Fie e A a Het Hook eee Ga Bool emery lel Phos neuer le Phe gree 37 Reconciling Accounts FuelsManager Aviation 4 5 1 Searching for a Close Out Instance If you don t know when you last closed out a month s product and manager transactions you can search for it in the Closeout Accounting Journal tool Step by step 1 From the FuelsManager Aviation main screen click Operations and select Closeout The Closeout Accounting Journal dialog box appears 2 Atthe top of the dialog box select the Manager and Product 3 Under the manager s Closeout Data group select the From and To dates in which you want to search 4 Click Search Any results of the search appear in the lis
94. ine Mode 1 If your handheld is not on the Login screen touch the screen to start FuelsManager AVIATION Figure 12 1 Touch Screen to Start screen Touch Screen to Start Vaw i re ETEL 2 On the Login screen select your user ID in the Operator list If pass words are used enter your pass per OO word and then select Login Figure 12 2 Login screen Pamei Tarn Foo i i SG bee gree 97 Using FuelsManager IntoPlane FuelsManager Aviation 3 On the Select Flight screen select the flight to be fueled and then the next button in the lower right cor ner gt gt Figure 12 3 Select Flight screen 4 The flight detail screen provides information about the flight Enter the nose number of the aircraft at the assigned gate and verify the displayed information is correct Figure 12 4 Ship screen Select the next button in the bottom right corner gt gt If the DCU feature is enabled the unit will automatically search for any cart in the area The first cart located will be dis played e If the cart listed is not the correct cart select the Retry button Figure 12 5 Available DCUs dialog box Note Every cart within the range approximately 35 feet of the handheld unit will be listed For this reason you Feite rm EA piae BATE Da eS aoe Issa 15 13 2000 b i 4 13000 b Fi i SGD tae MAT TES aa Ship fiz CC Dnran ega aircraft Type E
95. ion Standard Professional and Express Editions In the Current Schedule window the Timescale is shown as a horizontal bar measured in hours at the top of the flights display The Timescale also shows the date and time of the start and end period covered by Dispatch This chapter describes how to change the Current Schedule Timescale to meet your dispatching needs Changing the Timescale by two hours You are able to use the two Timescale icons on the toolbar to change the Timescale by two hour increments Please see the Introduction for icon descriptions Changing the Timescale to a set range Following the procedure below the timescale can be set to display a specific number of hours or 24 hours can be added or subtracted from the existing display From the View Menu select the Time command e From the Time sub menu select the Scale command e Selecting the Set Hours command opens a dialog box that allows you to set a specific time period to be displayed Selecting the Plus 24 Hours or Minus 24 Hours commands adds or subtracts 24 hours from the currently displayed schedule Figure 7 1 View menu showing the Time and Scale sub menus 55 Working with the Dispatch Timescale FuelsManager Aviation 7 2 1 7 2 2 7 2 3 7 2 4 There is also amenu option for moving forward or backward by 2 4 8 or 24 hours From the View Menu select the Time command From the Time sub menu select the Forward or
96. is not select the Get habs Meter Value button Figure 12 20 Meter Value screen Get Meter walie 11 Compare the Volume value dis played to the value on the stamped ticket ss TA e If the stamped value is the same as the value in the handheld a e ETES select gt gt and go to step 18 e If the stamped value is different select the meter value with the up down key on the handheld Press the Enter key and then enter the stamped meter value Press the Enter key again to save the new value 12 Select gt gt 106 User Manual 9600 Using FuelsManager IntoPlane 13 A message will appear select Yes to write the new value to the DCU 14 Select Finished Fueling and the ssi es transaction will be submitted Print Fz Figure 12 21 Fueling Ticket screen Praed Pusing FF Feiing Tikal The 24 Hour ticket report can be run from any of the Dispatch workstations This report will show the 24 Hour tickets entered for all equipment for the lt date range selected F TSO eam Note When you are finished with fueling operations upload the completed transactions as described in section 12 4 4 on page 132 12 3 4 Entering a Meter Rotation in Online Mode 1 Select Start 2 Onthe login screen select your user ID from the Operator list and then press Login 3 On the Select Flight screen select the Other F2 button ED EtA L 2 Da eS aoe REBATE Be Ta 2000 b
97. ities for that entity type c Click the lt lt Assign button to move the selected entity from the list on the right into the group of entities displayed under the entity type that is selected from the tree view on the left gree 49 Exporting Data to the Enterprise Web Server FuelsManager Aviation Note For security reasons the Password is not saved in the configuration file d To remove an entity that has been added to the tree view by mistake select the entity from the tree view on the left and click Unassign gt gt to move the selected entity back to the list of unassigned entities on the right In the Archive Folder field select an archive folder by manually entering the archive folder location or by using the Browse but ton to navigate to the proper folder The standard location of the archive folder is D Program Files FuelsManager Account ing Application FMAEInterFaceClient Archive When you send export the transaction records records that qualify for export are bundled by the 1000 into XML files and sent to Enterprise server These XML files along with a log file detailing the reasons any records may have been rejected are written to an archive folder located in the folder specified in the Archive Folder field Make the FuelsManager Web Server settings as follows These set tings are used to connect to the FuelsManager Web Server a Inthe URL field enter the URL for the server It s
98. ja Paame Lo j yn warn Po r W EEG 127 Using FuelsManager IntoPlane FuelsManager Aviation 3 If you are not within the wireless network a warning message appears Press the OK button to proceed Figure 12 61 Warning Can t Connect screen 4 On the Select Flight Select Flights to Download screen select the Other F2 button or press the F2 key Figure 12 62 Select Flight screen 5 On the Select Transaction screen select 24Hr Ticket F3 or press the F3 key Figure 12 63 Select Transaction screen Can Connect fo server j 1 3 FA fi i Aal iIi PA eer Traat Era Paal FI Create Tea Fy aor Ticket Fa ener Roio Fa J E F paS ar 128 User Manual 9600 Using FuelsManager IntoPlane e A Searching for DCUs message appears The DCU feature is enabled for your handheld unit IntoPlane searches for any cart in the area and displays the first cart DCU found as shown in Figure 12 37 mier sehic ID avadade Wha Figure 12 64 Available DCUs dialog box e Ifthe unit does not search for a DCU but goes directly to the Enter Vehicle ID screen go to step 8 iol ia 6 If the Available DCUs dialog box is shown proceed to the next step 7 Ifthe correct cart is shown in the Available DCUs dialog box click OK and go directly to step 15 If the correct cart is not shown a Select the Retry button Every cart within range approxi
99. k Operations and select Meter Reconciliation The Meter Reconciliation dialog box appears 2 Select the Transaction Date Registration ID leave at All to include all vehicles and the Limit To variance amount 3 Click Refresh The system displays any 24 Hour transactions that meet the criteria you selected in the Reconciliation Transactions gree 35 Reconciling Accounts FuelsManager Aviation list The system also displays all the vehicle transactions in the Transactions by Vehicle list If a vehicle s 24 Hour transaction meter reading total Differential is out of variance Limit To with the calculated Total Volume from the transactions that 24 Hour listing will be highlighted in blue Note You can also print a reconciliation report by refreshing the dia log and clicking Print 4 For each 24 Hour entry scroll through the Transactions by Vehicle list for that vehicle s transactions and make sure they are correct 5 Usethe table below to help reconcile your meters with your vehicle transactions Add a new transaction Click Add select the transaction type and add the transaction you normally would from the ledger Delete a transaction Select the transaction click Delete and click Yes to confirm the deletion 36 User Manual 9600 Reconciling Accounts 4 5 Performing Close Out The Close Out feature in FuelsManager Aviation lets you review a Manager and Product s Book and Physical Inventor
100. lar day FuelsManager will use pre configured settings to connect to the appropriate FuelsManager Oil amp Gas system database and obtain gross and net inventory data and other information directly from the database Note This feature must be configured by an administrator before you can use it to generate transactions Step by Step 1 From the FuelsManager Aviation window click Transactions and select Auto Physical Inventory The Auto Physical Inventory Trans action dialog box appears 2 Under Search Criteria enter or select the appropriate search parameters e Date the date on which physical inventories were taken at the tank locations e Time the time at which physical inventories were taken 12 hours Manager the manager associated with the tank point e Product the product stored in the tank 3 Under Transaction Creation select the parameters to be applied to each generated transaction For example each physical inventory transaction you generate will show the date selected in the Inven tory Date field 4 Click the Refresh button The following occurs a FuelsManager Oil amp Gas searches through the data for the selected tanks identified on the Configuration tab associ ated with the specified Manager and Product within 12 hours of the specified Date and Time b FuelsManager Aviation Archive Manager checks to determine if any Physical Inventory transactions already exist for the specified
101. lly change the value by selecting the field and then pressing Enter key on the handheld Figure 12 27 Meter Start screen 11 12 When the correct value is displayed select the next button gt gt When the Meter Stop screen is dis played you can begin the fueling operation As the fuel begins to flow through the meter the meter stop value should change if the handheld is connected to the DCU and the Total value should display the issued amount Figure 12 28 Meter Stop screen 13 Note The Meter value and the Total value will trail the actual gallons issued by a few sec onds Do not turn the unit off during fueling J E i Taal rar gal Lap Total n gal dust Note During the fueling operation the handheld may display a mes sage reporting that communication with the DCU was lost If this occurs select Yes to reconnect If the total gallons issued or the meter start and stop are incorrect you can correct the meter start and stop values manually To enter the meter start highlight the value and use the enter key to change the value Move forward to the meter stop screen and change the value The total gallons issued should now be correct 110 User Manual 9600 Using FuelsManager IntoPlane 14 If the handheld is connected to the DCU at the completion of the fueling operation you must select Get Meter Value to ensure that the handheld obtains the final meter value from the D
102. maintains its own database that contains a copy of the data from each site The Web Server does not obtain this data automatically it must be sent to the Web Server from each site on regular basis You can do this by using the FuelsManager Aviation Enterprise Interface application which is supplied with FuelsManager Aviation 7 0 The following sections describe how to send transaction data to the FuelsManager Web Server using the FuelsManager Aviation Enterprise Interface 5 2 Exporting Transactions to the Web Server 1 Open the FuelsManager Aviation Enterprise Interface application from the Start menu or using the Desktop icon 2 Click the Load Config button 3 Select the configuration file for your site This file describes which transactions will be sent to the Web Server the address of the web server and other settings Note To change the configuration settings see section 5 2 on page 47 4 Select a Start and End date or accept the default The application automatically uses the current day for both settings 47 Exporting Data to the Enterprise Web Server FuelsManager Aviation ka ee ee ee E Figure 5 1 FuelsManager Aviation Enterprise Interface 5 Test the connection to the FuelsManager Web Server as follows a In the Password box enter the password provided by your supervisor or FuelsManager administrator The User Name is entered automatically Click Test The application attempts to
103. nciling Accounts FuelsManager Aviation 4 6 Exporting transactions to a file You can export transactions from the FuelsManager Aviation window to two different file types CSV Comma Separated Value and XML Extensive Markup Language You can open CSV files with most spreadsheet applications The XML files are for external 3rd party applications Leeorl Gata Dialog b iym Ci ster R bh Tieton Ber to Erie S Produce ih Mera BGI bara Ij Aapo Green i Ej caiara ia DP iddag aL5 Almhu na ACD a Aiah dario T ahasi Di Matta tie AF AAF Iy dines lal pil ED Roar Lhamo w i E Egosi Pahi aC se Step by step 1 From the FuelsManager Aviation main screen click File and select Export The Export Data Dialog box appears 2 Select a Starting Date and an Ending Date for the range of trans actions you want to export Note You can save a configuration that you use often by making your assignments clicking Save Config and assigning a filename for it Then you can retrieve the configuration by clicking Load Config and selecting the file 3 Inthe Assigned list make your data selections for Products Man agers Owners Vendors Consumers Suppliers and Transaction Types When you select one these elements the Unassigned list displays the appropriate subset Select the element in the Unas signed list and click Assign Some assignments are required 40 User Manual 9600 Reconcilin
104. ng Utility appears 2 Click Details to show the edit screen This is optional A esT peperting Ueiey Varsien 1 Pma F 3 Select the Month and Year for your ExSTARS file by clicking the corresponding up and down arrows The year must be a four digit year 4 Click Create File The system creates two files An Easy Read For mat and a Raw EDI Format The Easy Read Format is for you to review The Raw Format is for you to send to the IRS where another computer will process the data A message box appears with the location of the two files 5 Click OK to close the dialog box The edit box displays a copy of the Easy Read Format file 6 Review the ExSTARS report in the edit box 7 Click Close You can now send the raw format file you created to the IRS through their excise web site www irs gov excise 44 User Manual 9600 Reconciling Accounts 4 8 3 File Creation Process This list describes the process that the system uses to create the ExSTARS file 1 FuelsManager Aviation analyzes the physical inventory transac tions The physical inventory transaction is the End of month EOM physical inventory amount for each Manager in the system ExSTARS requires this transaction to create the Terminal Operator Report The IRS also requires an ending physical inventory to report schedule detail information Schedule detail information is simply the transactional information on either a daily summation basis o
105. ng a 24 Hour Ticket in Online Mode 1 Select Start 2 Onthe login screen select your user ID from the Operator list and then press Login 3 On the Select Flight screen select the Other F2 button Figure 12 15 Select Flight screen To a ers Mama e0 S 13000 b Raimh dha h Fl F r P 4 On the Select Transaction screen select the 24Hr Ticket button ee Traa Croat Paal FI Crewie Deted FZ If the DCU feature is enabled the unit will automatically search for tr TEEF Figure 12 16 Select Transaction screen any cart in the area Matar Roio Fi a 7 i i Sal 2s 104 User Manual 9600 Using FuelsManager IntoPlane Vow 5 The first cart located will be dis played e Ifthe cart listed is not the correct cart select the Retry button Figure 12 17 Available DCUs dialog box Note Every cart within the range approximately 35 feet of the handheld unit will be listed For this reason you should be near the aircraft to be fueled before proceeding past the flight detail screen mier sehi ID availed Hha e If the scanning process does not return the correct vehicle ID select Manual and then select the correct vehicle from the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt e Select the correct vehicle from the list and then select OK e If only one piece of equipme
106. ning screen 4 On the Select Flights Select Flights to Download screen select the Other F2 button or press the F2 key eto Ea Laat Hm Oi Oo Figure 12 33 Select Flight screen mors Cemi Fz FSi i i F ET iIi PA Vow 113 Using FuelsManager IntoPlane FuelsManager Aviation 5 On the Select Transaction screen do one of the following g Era Paal FI e to enter a fuel issue select the Create Fuel F1 button creaie Detiel F e to enter a defuel select the Create Defuel F2 button 2aHr Ticket Fa ore Potrio FA J E ee Trametes Figure 12 34 Select Transaction screen H ET baa 6 On the Enter Flight Info screen Fier Fight ni enter the flight number and set the es i scheduled time of departure and ahe Eg the scheduled data of departure SUCHET ie TEE ah Figure 12 35 Enter Flight Info screen STO 00 2005 Note Pay close attention to this setting if creating a manual flight after midnight You may need to adjust the STD Date a T and time because they default to the current date and time Select the next 17 iadaa var button in the bottom right corner gt gt 7 Select the next button gt gt in the bottom right corner of the screen 114 User Manual 9600 Using FuelsManager IntoPlane 8 On the Enter Aircraft Info screen i X mer arpat kdi enter the Ship Tail nose or unique identifier for aircraft to be Bes pnw serviced s
107. nt is listed and it is the correct ID you may hit Enter on the keyboard 6 On the Enter Vehicle ID screen the selected vehicle will be displayed Figure 12 18 Enter Vehicle ID screen a Ifthe vehicle is correct select the next button gt gt If the vehicle is not correct select Scan b If the scanning process does not return the correct vehicle ID select Manual and then select the correct vehicle from the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt rier werick ID H ET 2 5 Using FuelsManager IntoPlane FuelsManager Aviation 7 Onthe Enter Date Time screen ensure that the date time and product entries are correct Change me fica the values if necessary mie Cite Tiere eh e Figure 12 19 Enter Date Time screen Procuct i Note Pay close attention to the Date and Time settings if the time is after midnight You may need to adjust the Date a am and Time because they default to the current date and time al Taija 8 Leave the handheld on the Enter Date Time screen while the paper ticket is entered into the register and stamped This step allows the handheld time to retrieve the meter reading from the DCU 9 Select the next button gt gt 10 On the Meter Value screen the meter value transmitted to the _ _ handheld by the DCU will be dis aa een played If it
108. nter a receipt without a corresponding request You can enter a receipt with or without a request If the receipt has a request follow the steps below If it does not have a request see the Receipt Without a Request section Step by step 1 From the FuelsManager Aviation window click Transactions then Receipt from Request The Select Request dialog box appears Select the appropriate request Click Open The Receipt dialog box appears Select the date of the Transaction CU a y ON dS If this receipt is the last one from this request click Final Receipt If there will be more receipts as a result of the selected request leave this checkbox clear 6 Select a supplier from the Supplier List and the shipping mode from the Ship By list 7 Type the Gross and Net volumes as well as the GBL and Carrier Code If necessary type a Note This is optional 9 Click Apply then Close The system saves the receipt to the data base and closes the dialog box 10 User Manual 9600 Performing Daily Fuels Accounting 3 3 Entering a Receipt without a Request In fuels accounting a receipt is a shipment or delivery of product fuel from a supplier A receipt increases inventory A request is a record of a request for the shipment of fuel from a supplier You can enter a receipt without a corresponding request GESE Lest Coe gr toad err D PririD ve Terp Emmi berger Lo anand ha at Ig
109. nual 9600 Reconciling Accounts 4 2 1 Entering a Physical Inventory Manually Peyyved memor Tamarro Fod GEEF lhe eee eee wird rsak m rea Praden I ie imc die W j i Gai Bisre Cow Taira Cedu I Sempa Cni o Gr la a mmen re Tec oH hante ca tie kissa Lepsie Fra Step by step 1 From the FuelsManager Aviation window click Transactions and select Physical Inventory The Physical Inventory Transaction dia log box appears 2 In the General Information group select the Transaction Date Product Index and Subtype Code and type the Vcf Temperature and Gravity The system changes the item in the Subtypes list to match your edits 3 In the Inventory Information group type the Ticket Number Gross and Net 4 If you are running FuelsManager Inventory Management you can select a tank for the Physical Inventory transaction by clicking Storage Locations See the Storage Locations section for more information on this option Select the Manager and type the Location 6 If necessary type a Note concerning this transaction in the Notes box 7 Click Apply and Close The system saves the transaction to the database and closes the dialog box gree 23 Reconciling Accounts FuelsManager Aviation 4 2 2 Entering Physical Inventories Automatically You can use the Auto Physical Inventory feature to quickly create all of the physical inventory transactions for a particu
110. on page 168 166 User Manual 9600 Using the Web Server Interface Report parameters for generated report T7 e bee m o HAG Amt g pia a Firckshan an fe e mE LE Lint Report Fl Monthly Jounal Raport Grasa peter b mee e a or Rage TE Pronert J oo fae EG land ra Beren EEF Him Bhat fet hi ii ee inet HE Report B a Cr E Pi E i a results p q Po B d E ETEN E E a b i Esi a L L mm i Li a E iim a b CLT a oni alan i a a rm s b B many a a a q amin 5 B rman F a a L a a L E mit B a a orm DLL p a a b a arna b b nen s a b i rura G j Gi ames r a a 4 a E F E ELELE F a a b i C a it i i a mii Y a LACA b a min i simm i a a a coe 5 b G a 4 mas F p E a d P G 4 Ly a Ls a t E LE CIG E Li 4 a ke b ia E L jaitan iy ak alie i 4 3 Figure 14 8 FuelsManager Aviation Report Vow 167 Using the Web Server Interface FuelsManager Aviation 14 4 2 Viewing Printing and Exporting Reports With a report displayed in your web browser you can use the report toolbar to view different pages of the report zoom in or out and print the report You can also save export the file a separate file The toolbar is shown in Figure 14 8 on page 167 and in Figure 14 9 below tst Prev Next Last Find Find Page Page Page Page Zoom Find Text ist Next Refresh Print H
111. onnection by repeat ing steps 2 and 3 until the Warning message does not i appear Figure 12 71 Warning screen gree 133 Using FuelsManager IntoPlane FuelsManager Aviation 4 On the Select Flights to Download screen select the Other F2 button or press the F2 key Figure 12 72 Select Flights to Download screen 5 On the Select Transaction screen select the Admin button Figure 12 73 Select Transaction screen 6 On the Admin Transactions screen select the Upload FSRs button All the completed fuel tickets transac tions saved on your handheld are sent to the IntoPlane server Figure 12 74 Admin Transactions screen baeri Flights ba Dentar HH O28 EERS i i P ETI iJi PA Se Trae Era Aal F 2 Craie Toe Fo 2H Ticket Fa Meta Rotrion Fi Pit i Sa be Export Famina Tra inport Ref Date Eg i EEL 134 User Manual 9600 13 Using FuelsManager Kiosk Note The If you facility has installed a FuelsManager Kiosk you can fill out paper FuelsManager Kiosk is tickets as you perform fueling operations and then use the only available with FuelsManager Kiosk touch screen computer to enter your fuel tickets FuelsManager into the FuelsManager system Aviation Professional and Enterprise This chapter describes how to enter fueling transactions at a Editions FuelsManager Kiosk Typically you would use the FuelsManager Kiosk as follows A R
112. op fuel allocation You can also enter End of Month Adjustment transactions automatically with the Auto EOM Adjustment feature See section 4 3 1 on page 33 for more information Carer lhe Co ee g eee Com Proce i wF j Mow T ed ce Bihia e Maiya lran f Babiora rir i zeg itm Sieur ee nat roe ims iia Daia iia Ea eama Litainge Che ii Di kit jal g Step by step 1 From the FuelsManager Aviation window click Transactions and select the transaction adjustment title for example Adjustment The transaction dialog box appears for example Adjustment 2 In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits 28 User Manual 9600 Reconciling Accounts 3 Inthe Adjustment Information group type the Meter Begin and End numbers The system automatically calculates the Gross and Net figures 4 Select the Manager and Owner then select to Increase or Decrease the volume 5 If necessary type a note concerning this transaction in the Notes box 6 Click Apply and Close The system saves the transaction to the database and closes the dialog box 4 2 4 Entering a 24 Hour Transaction Every storage container includes a continuous meter that tracks the amount of fuel going in and out At the end of the day you should balance and record your m
113. or codes are as follows Blue In service units used for refueling operations Black In service units not used for fueling operations Gray Out of service refuel or defuel units Red In service units used for defuel operations 20 User Manual 9600 Reconciling Accounts Note Fuels Inventory reconciliation means comparing physical fuel measurements Accounting features physical inventory with the recorded transactions for that date book are available with all myentory to ensure that all inventoryis accounted for This chapter FuelsManager describes how to reconcile your accounts using FuelsManager Aviation Aviation editions 4 1 Importing Data You can import transactions from a CSV file type that has been created by the FuelsManager Aviation s Export feature srt Deis aice Egbe fixie Crane Terie Toe Step by step 1 From the FuelsManager Aviation main screen click File and select Import The Import Data Dialog box appears 2 If you want to import all transactions from the CSV file regardless of date check the Ignore Date Criteria checkbox If you want to import only a specific date range from the CSV file leave the checkbox unchecked and select a Starting Date and Ending Date 3 Select the data assignments you want to enter Product Owner Vendor Consumer Supplier and Transaction Type You can leave the selection to All to include all of the assignment selections 4 Click
114. orted regardless of whether or not their data meets the other criteria If you will be saving this configuration for later use skip this step the Starting Date and Ending Date entries are ignored when the configuration is saved 2 To export the entire history of your site select the Ignore Dates check box When this checkbox is selected all records that match the other selection criteria will be exported regardless of their cre ation date For normal operation Ignore Dates should not be selected 3 To only export transactions to those transactions that have changed since they were last exported select the Updates Only check box For normal operation select this check box 4 In FuelsManager Aviation transaction records will involve Prod ucts Managers Owners Vendors Consumers Suppliers and each transaction has a Transaction Type The FuelsManager Web Server calls these items entities You can select which entities must be included in exported trans actions by using the lt lt Assign and Unassign gt gt buttons a Select an entity type from the tree view on the left and notice the list of entities of that type that are displayed in the list on the right If necessary click the symbol next to the entity type such as Product to show the assigned entities for that type b In the list of unassigned entities select an entity that you would like to include in the export or click lt All gt to include all ent
115. ote Dispatch In FuelsManager Aviation Dispatch the term resources means features are only operators vehicles and gates available for fueling operations This available with chapter describes how you can manage these resources with the FuelsManager Dispatch software Aviation Standard Professional and Enterprise Editions 9 1 Operators vehicles and gates Operators Vehicles and Gates can be allocated to flights using the Updating Flight Dialog box or by Dragging and Dropping in the Current Schedule Note Edit flight must be switch on for drag and drop to be operational 9 1 1 Display by gates To display what flights have been allocated to a particular gate change the details down the left hand axis on the Current Schedule to show gates Note When the operator chooses a resource from the DisplayBy sub menu the view menu options change to show that choice 1 From the View menu select the DisplayBy 2 From the sub menu select the gates command 3 The left hand axis changes to show gates 4 Any flights that have not been allocated will be shown as X001 X002 etc ql 81 Working with Resources in Dispatch FuelsManager Aviation Figure 9 1 View menu showing the DisplayBy sub menu and gates command Allocating operators Updating Flight dialog box Operators can be added by using the Updating Flight dialog box 1 Click with the left mouse button on the Flight Box you wish to allo cate a operator
116. our Ticket 1 Obtain a stamped ticket for each piece of equipment 2 From the handheld or desktop enter the user ID and select Login e If the handheld is on the network the Select flight screen will be displayed Select the Other button The Select Transaction screen will be displayed e If the handheld is not on the network a message will be displayed saying that it is continuing offline Select OK The Select Transaction screen will be displayed Select Other Select 24 Hour Ticket Select the equipment number from the drop down Select gt gt to move to the Date Time Entry Select gt gt to move to the Meter screen Select the meter value with the up down key OD S PO UN iU Press the Enter key Enter the stamped meter value and then press the Enter key again to save the value 10 Select gt gt 11 Select Finished Fueling to save the transaction Note When you are finished with fueling operations upload the com pleted transactions as described in section 12 4 4 on page 132 126 User Manual 9600 Using FuelsManager IntoPlane 12 4 3 Entering a Meter Rotation in Batch Mode 1 To begin touch the screen to start Figure 12 59 Touch Screen to Start screen 2 Onthe Login screen select the appropriate user ID If passwords are utilized you must enter the password and then select Login Figure 12 60 Login screen FuelsManager ANTATION Touch Screen to Start Vaw a i Ain
117. p down box Consumer Select fuel consumer from drop down box Active This option must be set if the flight is to appear in Dispatch display FTZ If this is an overseas flight that uses FTZ or bonded fuel check this option Arrival Flight ID Flight number of arriving ship Arrival time Time of estimated arrival Origin IATA code of origination city Load into Commit to Current Schedule Database Close Close without saving changes Edit a flight Flight details can be edited by left clicking on the Flight Box The Updating a Flight dialog box or Updating Flight dialog box is used for e Adding new flights e Modifying flights e Changing flight status The Updating Flight dialog box is divided into 6 sections described in the following tables e Status e Departure Flight e Arrival Flight e Fueling 66 User Manual 9600 Working with Flights in Dispatch e Companies e Action buttons w PAT i PT Figure 8 9 Edit an existing Flight using the Updating Flight dialog box Also known as the Edit Flight dialog box 8 7 3 Updating Adding Flight dialog box descriptions 8 7 3 1 Arrival flight Flight Arrival Flight Important for identifying ground movement changes for this flight STA Scheduled Time of Arrival Once a flight has been created either by the scheduler or manually STA cannot be changed ETA Estimated Time of Arrival Starts the same as the STD but can be changed either by the FIDS or manu
118. pears with zero values as Enter Routing Into Oriani FE 4 teino Er oa TI Enter Pecdiuct into oa gt 146 User Manual 9600 Using FuelsManager Kiosk shown in Figure 13 33 on page 147 Figure 13 33 Required Fuel screen initial 19 On the Required Fuel screen select the appropriate prod uct The density value associ ated with that product is automatically entered Figure 13 34 Required Fuel screen values entered 20 Press the next gt gt button The Arrival Fuel screen appears with zero values 21 On the Arrival Fuel screen press each entry in the Arrival column and enter the value in pounds from the fuel ticket The tank arrival fuel numbers you entered will appear with a total value as shown in Figure 13 35 Figure 13 35 Arrival Fuel screen val ues entered Figh awia Ship en Tank Required LET ik b CENTER OOOO RIGHT gooo w Towi is cat gt LET 7300 CEMTER IWO ib RIGHT 7500 fb Total 16D b oat gt Fight WWE Shin Nw Tank erial LET 909 CEMTER 100 In RIGHT 900 In Tetal 2700 i 22 Press the next gt gt button The Meter Start screen appears with a meter Volume reading of 00000 147 Using FuelsManager Kiosk FuelsManager Aviation 23 On the Meter Start screen enter the volume reading for the meter start value Figure 13 36 Meter Start screen value entered 24 Press the next gt gt
119. pects of aviation fuel inventory management and accountability Receipt coordination and validation Storage availability Issue Point of Sale POS controlled process and service Scheduling Re supply ensuring positive stocking levels for each owner position holder The process of comparing metered issues with a 24 hour ticket in order to identify variances between posted transactions and the total product movement through delivery equipment over a 24 hour period A metered movement of fuel that is not actually issued and does not affect book inventory or physical inventory These rotations may include meter proving operations or fueling vehicle testing where fuel is simply re circulated or actual meter maintenance has taken place 176 User Manual metering device net volume opening physical inventory owner physical inventory pipeline manifold capacity position holder primary storage product product density An instrument typically a flowmeter that is used to measure the amount of fue passing through it A measured quantity of fve that is temperature compensated corrected to 15 C or 60 F by applying the Vo ume Correction Factor VCA The total physical fue in storage tanks expressed in terms of net or gross vo ume that is on hand at the opening of a fuels accounting period The opening nventory must coincide with the previous period Day month year closing inv
120. r ID from the list Figure 13 54 Login screen e You can also enter a value ee er r Touch Screen io Start aa FuelsManager Dpr DGD y Pai iiia E Yehe manually by touching the field to open a data entry screen Use the onscreen buttons to select the appropriate numbers and or letters and then press the OK button 3 Touch the Login button The Select Flight screen appears iaai Ft ETD ETA Lomi Miaa iJo Gap 20h b WATS lic 1524 10 ib AWG L625 1545 16004 Ib Figure 13 55 Select Flight screen lt a iRefvech Gamer Devu 155 Using FuelsManager Kiosk FuelsManager Aviation 4 Press the Other button The Select Transaction screen appears Figure 13 56 Select Transaction screen Press the Meter Rotation but ton The Enter Vehicle ID screen appears a blank Vehi cle field On the Enter Vehicle ID screen press the v button to select the vehicle from list If the vehicle is not in the list press the Vehicle field and manually enter the vehicle ID number Figure 13 57 Enter Vehicle ID screen value entered Press the gt gt button The dtir Ticket Meter Batalion Gi Admin Bi lt a gt Meter Start screen appears showing a zero volume reading for the meter On the Meter Start screen enter the meter volume read ing as shown in Figure 13 58 Figure 13 58 Enter Flight Info screen values entered 10 Press the gt gt button Press the gt gt
121. r activating and fiz updates field descriptions Start Date Start date of flight contract End Date End date of flight contract Depart Flight ID Flight ID can have wild cards To select all EH Airlines flights enter EH or to delete flights from EH900 to EH999 enter EH9 Destination Select from drop down box Aircraft Type Select from drop down box Owner Select from drop down box Consumer Select from drop down box STD In HH MM format 8 7 7 Viewing details for a selected range of flights A selection can be viewed before carrying out any action on a flight e Pressing the View command button brings up a list of all the flights selected Selection details can be viewed from the Flight Selection dialog box with activating and updating FTZ updates Active and FTZ columns are highlighted to show individual flights can have the value reversed by double clicking on the value gree 73 Working with Flights in Dispatch FuelsManager Aviation 8 7 7 1 Select flights for activating and fitz updates action buttons Set FTZ Set the FTZ attribute on all selected flights to TRUE Reset FTZ Set the FTZ attribute on all selected flights to FALSE Activate Set all selected flights to active Deactivate De activate all selected flights This will have the effect of not displaying them in the Dispatch display View View the selected flights Close View Close the selected flights view and return to the selection screen Close Close th
122. r individual transactional basis for receipts and issues If the fuel accountant fails to enter the EOM physical inventory then the No Business Activity Flag is set to 1 and no schedule details are created for that manager 2 FuelsManager Aviation then queries the database for all receipts within the month and year selected for reporting to generate a schedule detail record for each receipt based on manger owner supplier shipping mode and product Receipts are not reported as daily summaries Each receipt in the system is reported as a sep arate transaction as required by the IRS 3 It then runs a daily summation query on all Hydrant and Refueler disbursements Disbursements are reported in a daily summary and not as individual transactions grouped by manger owner consumer vendor product Year Month and Day The IRS requires reporting on position holders only For this reason the consumer field is represented as the vendor if the Customer Sta tus code is set to anything but Consortium If the customer status code is set to Consortium the consumer is reported as noted in the database 4 Defuels are shown as negative terminal disbursements The IRS requires reporting on position holders only For this reason the consumer field is represented as the vendor if the Customer Sta tus code is set to anything but Consortium If the customer status code is set to Consortium the consumer is reported as noted in the database 5 It t
123. re 14 1 Elements of FuelsManager Web Server Interface e Site list use this to select a FuelsManager site to access e Treeview navigate through this structure to select information e Main view shows the selected information gree 159 Using the Web Server Interface FuelsManager Aviation 14 2 Starting the FuelsManager Web Server Interface Note Web browser You can connect to the FuelsManager systems for one or more sites access to with a web browser by using the FuelsManager Web Server Interface FuelsManager is only available with Step by Step FuelsManager Aviation Enterprise 1 Open Internet Explorer Edition 2 Goto the FuelsManager web server address for your organization This will be provided by your site administrators The FuelsMan ager login screen opens Note Access to 3 Enter your user name password and the name of the FuelsMan multiple sites is only ager site as shown in Figure 14 2 available with FuelsManager Enterprise Edition Qe T TEET ee mT kaimai ak are ie ed go srbima ee mair uan ari Figure 14 2 Web Server Login Screen 4 Click the Login Now button The FuelsManager Web Server Inter face opens in your browser 160 User Manual 9600 Using the Web Server Interface 14 3 Entering Fuel Tickets These instruction describe how you can add fuel tickets to the FuelsManager Accounting database using your web browser Step by Step In the FuelsManager web access pag
124. re Shp Fe on Comets iret okie Gam Heg Use the following procedure to enter a receipt transaction without a request Step by step 1 From the FuelsManager Aviation window click Transactions then Receipt The Receipt Transaction dialog box appears 2 Select the date of the Transaction Enter the VCF Temp and Gravity 4 Select the Manager Owner and Supplier from their respective lists Select who it was shipped by from the Ship By list 6 Type the Gross and Net volumes as well as the GBL and Carrier Code 7 If necessary type a Note for this transaction Vow 11 Performing Daily Fuels Accounting FuelsManager Aviation 8 Click Apply then Close The system saves the receipt to the data base and closes the dialog box 12 User Manual 9600 Performing Daily Fuels Accounting 3 4 Entering a Defuel A defuel is a transaction that moves product from the consumer back to the secondary storage This can occur for a variety of reasons For example a flight is cancelled for mechanical problems so fuel is pumped from the aircraft Consumer to a fuel truck Secondary storage FuelsManager Aviation treats this as an increase to inventory a Lie Co anp p nee Cue Praka 0 WLF EEn exo 3 T Supers Core Babeyrs Gods 3 Suber Come Te Theri Tiris Nao bo fon Tei Fig bungee Gem Hsi o g Eo Zz Ar F Cm hear Camar ma p z w tiru Ds
125. reen while the paper ticket is entered into the register and stamped This step allows the handheld time to retrieve the meter reading from the DCU Select the next button gt gt On the Meter Value screen the meter value transmitted to the m handheld by the DCU will be dis ae played If it is not select the Get Meter Value button z Get Mater vale Compare the Volume value dis played to the value on the stamped ticket oF a e If the stamped value is the same as the value in the handheld i H Sa 235 select gt gt and go to step 18 e If the stamped value is different select the meter value with the up down key on the handheld Press the Enter key and then enter the stamped meter value Press the Enter key again to save the new value Select gt gt 124 User Manual 9600 Using FuelsManager IntoPlane 17 A message will appear select Yes a ees to write the new value to the DCU a 18 Select the Finished Fueling button aah E The transaction will be saved Print Fz Figure 12 58 Fueling Ticket screen Piveted Pusing FF P Taso iam gree 125 Using FuelsManager IntoPlane FuelsManager Aviation 12 4 2 2 Entering a 24 Hour Ticket in Batch Mode w out DCU The 24 Hour Ticket feature allows you to capture the end meter reading for each piece of equipment The end meter is combined with the previous days end meter to form a 24 Hour ticket To create the 24 H
126. rier close out period closing physical Inventory commercial aviation inventory management consumer The amount of fue inventory expressed in either gross volume or net vo ume that is reflected in the account of a system pos tion holder or the fuel system To calculate book inventory position holders start with the amount in the last physical inventory then add or subtract all the transactions for that account since that inventory occurred Book inventory is reflected in the journal See also inventory transaction A disbursement from a oad rack or hydrant made to a third party vendor customer where by the point of pickup is classified as the point of sale Entity that supplies fve to the airport via pipeline truck barge or rail The time when the accounting activity ends for one period of time day month or year and simultaneously starts for the next May also be known as cut shift close out or midnight inventory It is important that the time is defined so all book values such as tank farm receipts and into plane issues are captured in the same accounting window See also receipt issue The total physical fue in storage tanks expressed in terms of the net or gross volume that is on hand at the closing of a fuels accounting period The closing nventory must coincide with the next period day month year opening physical inventory See inventory management Any cu
127. rmation FuelsManager Web Server If your facility has installed the FuelsManager Web Server you may be able to enter transactions and open reports for your facility using a web browser See Chapter 14 on page 159 for more information User Manual 9600 Getting Started with Fuels Accounting FuelsManager Aviation provides powerful easy to use software for fuels accounting for aviation fuel products throughout the distribution process Note Fuels This chapter briefly describes the aviation fuels accounting process Accounting features and describes how to start the Accounting application A checklist for are available with all daily and end of month fuels accounting is also included FuelsManager Aviation editions 2 1 Introduction to Aviation Fuels Accounting 2 1 1 Aviation Fuels Accounting Process To fuel aircraft fuel product must be moved through a number of physical stages These stages are 1 You request fuel from a supplier that you have a contract with 2 When it arrives you receive the fuel and enter a receipt in Aviation Accounting 3 Atthat point you can transfer the product to other primary storage tanks or to secondary storage items or trucks Load Rack 4 When you service aircraft or vehicles destination you enter an issue 5 If for some reason you need to take that fuel from a destination you can enter a defuel to put the fuel back into the secondary stor age item Gettin
128. roup of customers The system that consists of primary storage secondary storage and pipeline manifold capacity ine filh An nventory position whereby the actual or physical fve on hand in the fuel system physical inventory is more than the calculated book inventory Common causes of gains are under crediting physical receipts overstating tank inventory bad gauging or meters that are out of tolerance See also dispensal gain See API gravity A measured quantity of fuel that is not temperature compensated to 60 F or 15 C Refueling equipment used to issue product to an aircraft A hydrant does not store product 174 User Manual 9600 Into Plane provider inventory inventory account Management inventory management inventory manager inventory reconciliation invoice issue journal ledger See vendor The amount of fuel within the fuel distribution system See inventory management The process of accounting for a product for an airline customer throughout the distribution process ensuring quantity determinations and quality validations product availability security daily accountability See manager Comparing daily physical inventory transactions with the recorded transactions for that date book inventory to ensure that all inventory is accounted for See also transaction A paper record of a transaction In FuelsManager Aviation an issue is
129. rs Reprint Ticket Not used Next Ticket Display next ticket if multi ticket printing Close Close dialog box 8 7 4 Finding a flight If there are too many flights on display it may be difficult to find a particular flight Figure 8 10 Find menu 1 From the Find menu use the Select Flight command to find an individual flight or the Select Day command to find all the flights for a particular day 2 A drop down list will appear Highlight the required flight and left click on the mouse or press Enter A blue circle will indicate the selected flight 3 To clear the blue circle and return to the previous view use the Find menu Restore View command 70 User Manual 9600 Working with Flights in Dispatch Figure 8 11 Results from finding flights are highlighted with a blue circle 8 7 5 Cancelling a flight Once flights have been entered into the Current Schedule and under the control of Dispatch they cannot be deleted Only outstanding flights can be cancelled if a outstanding flight is no longer operational for a particular day the status may be changed to cancelled The flight remains in the display but the color changes to represent the new status 1 To cancel a flight click on the Flight Box for the particular flight The Updating Flight dialog box appears 2 Select Cancel Flight 3 Ifa cancelled flight needs to be returned to the outstanding status select Uncancel See the Deactivating a Flight se
130. s Ham Step by step 1 From the FuelsManager Aviation window click Transactions and select Defuel The Defuel dialog box appears 2 In the General Information group select the Transaction Date Product ID and Subtype Code and type the VCF or Temp and Gravity The system changes the item in the Subtypes list to match your edits 3 In the Inventory Information group type the Ticket Number Des tination and Serial Number and select the Registration ID 4 Type the Meter Begin and End numbers The system automatically calculates the Gross and Net figures Note FuelsManager assumes forward rolling meters for defuels Volume Stop Start Performing Daily Fuels Accounting FuelsManager Aviation Select the Manager Owner Vendor and Consumer If necessary type a note concerning this transaction in the Notes box Click Apply and Close The system saves the transaction to the database and closes the dialog box 3 5 Entering an Issue In FuelsManager Aviation an issue or disbursement means the movement of product from primary or secondary storage to a consumer GESE Lieto eee 6 ee Com Padua WEF mom ES z Pe Suber Coe Sabres Comp 7 Targ vee Tom Sag i Ia Taz a bf fa Tait Pagal erage aula leer ah a a hs 2 w f a a Fii Doi He Step by step 1 2 3 From the FuelsManager Aviation window click Transactions and select
131. s method is time intensive and increases the risk of error To save time and reduce the risk of errors you can use the Auto End of Month Adjustment feature to automatically assign the correct adjustment to each owner at the end of each month Step by step 1 From the FuelsManager Aviation window click Operations and select Inventory Reconciliation The Reconciliation dialog box appears Note If you have already run the transactions in this window skip to step 4 2 Select the Transaction Date Manager and Product 3 Click Refresh The system displays the physical inventory transac tions in the Physical Inventory Reconciliation list Note The EOM Adjustment button will only be enabled if the data includes gross and net inventory variations not equal to zero 4 Click the EOM Adjustment button The EOM Adjustments dialog box appears 5 Under Adjustment Type confirm that the correct adjustment type Sump or Gain Loss is selected 6 The Date defaults to the last transaction date for the selected month 7 In the remaining editable fields enter or select the data that you want to insert in each generated adjustment transaction 8 Click the Create Adjustment button The EOM Adjustment Entries dialog box appears showing a preview list of the adjustments that will be created Note Clicking Create Adjustment does not actually enter adjustment transactions it is a preview only 9 Confirm that each of the adj
132. saction by clicking on the Location field and typing the name Bar Phppral armee Cg ae bussi imm tea Voge ansa zj E irain Tirama i rure iram Oea TEREE aera AAAA EN aa IURE AN dees TESTA PT TEA Drie oe dete EETA Pat 1 TE ties oe araa J oTE Ful fai ge TIL E bera ETE PTA T has a bere E TaT oF ATi oe oe Taya sh ATU a IETU A E Hire a 8 Select the Create button to enter the aggregate transaction The aggregate transaction is added to the FuelsManager Aviation database 9 De select the Aggregate checkbox to show the individual transac tions again 10 Select the Create button to enter the individual transactions e FuelsManager Aviation checks to ensure that each transaction is in the closeout date range e The enabled transactions are added to the FuelsManager Aviation database Enabled transactions are marked with a check mark in the Status column gree 27 Reconciling Accounts FuelsManager Aviation 4 2 3 Entering an Adjustment Manually To account for a difference between book inventory how much product should be in storage and physical inventory how much product is really in the tank s you use an adjustment An adjustment is a transaction that assigns a gain or loss to a customer s primary storage inventory This transaction is very versatile because you can use it to increase or decrease inventory enter transfers make corrections reversals gain loss allocation and Sl
133. sistent report based on the daily or monthly fueling transactions which you then upload to the IRS ExSTARS website The IRS website validates the information and immediately reports any errors back to you You can then make appropriate corrections in FuelsManager Aviation and re submit the file EDI Basics Electronic Data Interchange EDI is a collection of public standard message formats and a data element dictionary that allows trading partners to exchange data in a simple way using any electronic messaging service These standard message formats provide an application neutral format for the direct computer to computer exchange of information An EDI file is not easily read by humans and does not lend itself to being opened with a document editor For this reason FuelsManager Aviation creates two files one file that is uploaded to the IRS and one that you can read so you can review it 43 Reconciling Accounts FuelsManager Aviation 4 8 2 Creating a Monthly ExSTARS file When using FuelsManager Aviation to enter daily receipts issues defuels adjustments inventory and other transactions you can simply create the ExSTARS report is as an extension of your daily fuels accounting process Once your account has been balanced for the month you can create the ExSTARS EDI file and upload it to the IRS website Step by step 1 From FuelsManager Aviation screen click Add Ins and select ExSTARS The ExSTARS Reporti
134. splayed Figure 12 25 Enter Vehicle ID screen ate la a If the vehicle is correct select the next button gt gt If the vehicle is not correct select Scan b If the scanning process does not return the correct vehicle ii 3 ID select Manual and then F select the correct vehicle from the drop down list The meter start and stop values must be manually entered in this mode Select the next button gt gt 7 On the Enter Date Time screen ensure that the date time and product entries are correct Change Time fea the values if necessary Date nae Prout li misr Oak Tima Figure 12 26 Enter Date Time screen Note Pay close attention to the Date and Time settings if the time is after midnight You may need to adjust the Date PE and Time because they default to the current date and time m E E EGL 8 Leave the handheld on the Enter Date Time screen while the paper ticket is entered into the register and stamped This step allows the handheld time to retrieve the meter reading from the DCU 9 Select the next button gt gt gree 109 Using FuelsManager IntoPlane FuelsManager Aviation 10 The Meter Start screen displays the meter value as stored in the DCU If enabled It may take approximately 1 2 seconds for the value to appear The DCU meter value should be compared to the stamped meter value If the value is not displayed or is incorrect you can manua
135. stomerwho acts as a purchaser in a fueling transaction A consumer is the customer that consumes fuel In FuelsManager Aviation a consumer is the end user of the fuel 172 User Manual 9600 contract corrected customer decrement defuel density destination disbursement Database entries representing the agreements that you have with vendors to receive fve shipments When you open contracts with vendors you can enter the specific shipping information into the system When you receive a shipment of fuel you then enter a receipt transaction that keeps track of the contracts This provides a method for tracking the amount of fuel received during a contract period how much fuel is outstanding etc Temperature compensated to an agreed upon standard temperature typically 15 C or 60 F Any company that your fueling service is providing fueling services for This can include any number of different roles in the fue process Within FuelsManager Aviation there are five customer roles consumer owner manager vendor and supplier Customers are not limited to one role For example you can identify a company as a consumer and an owner See system debit A transaction that moves product from the destination aircraft back to the secondary storage device truck A consumer can request this type of transaction for any number of reasons including but not limited to the following A change of flig
136. t If nothing appears in the list then no close out instance exist for that date range 38 User Manual 9600 Reconciling Accounts 4 5 2 Closing Out a month in the Accounting Journal Before you can close out a month you must have a Physical Inventory transaction for the Inventory Date that you have selected Step by step 1 From the FuelsManager Aviation main screen click Operations and select Closeout The Closeout Accounting Journal dialog box appears Note If the system can t find a Physical Inventory transaction for the date manager and product it gives you a message and asks if you want to change the selected date to the last Physical Inventory date 2 Select the Inventory Date Manager and Product that you want to close out 3 Click Refresh The system calculates the inventories and variance since the last close out and displays the results 4 lf the results are incorrect you can close the dialog box and fix your transactions through the journal or with the Meter Reconcil iation tool If the results are acceptable i e if the variance meets your standards click Add The system asks you to confirm adding a Close Out 5 Click Yes The system closes out the month All transactions for the month and product that you closed out appear in blue This means that you can t edit these transactions To modify these transactions you have to use the Reverse or Reverse Update features gree 39 Reco
137. t screen press the Print button and use the Print dialog box to print the fuel ticket Prien 32 Press the Finished Fueling button The ticket is saved in the FuelsManager system and becomes available to Fuels Manager Accounting oa _Heished fueing Figure 13 40 Fueling Ticket screen gree 149 Using FuelsManager Kiosk FuelsManager Aviation 13 3 3 Entering an Unassigned Defuel at the Kiosk Step by Step 1 Touch the kiosk screen to a Figure 13 41 Initial screen ii Touch Screan io Start 2 Onthe Login screen enter a your Operator ID and Pass FuelsManager word Operator DOGO i e To enter your Operator ID ar touch the v button and Password 5 select your ID from the Vehicle list Figure 13 42 Login screen e You can also enter a value manually by touching the field to open a data entry screen Use the onscreen buttons to select the appropriate numbers and or letters and then press the OK button 3 Touch the Login button The Sect Flight Select Flight screen appears eae Corre Toes TE 152 itiz i60 i Figure 13 43 Select Flight screen a Refreeh Ea i CA 150 User Manual 9600 Using FuelsManager Kiosk 4 Press the Other button The Saad iain Select Transaction screen appears onet Craate otal Figure 13 44 Select Transaction 14Hir Ticket screen Meter Rotation 5 Press the Create Defuel but ton The Enter Aircraft Info lt x Admin screen appears with blank
138. terms of net or gross volume A debit can also be posted to an account though an adjustment transaction to a position holder s inventory Sometimes referred to as a decrement See gain See oss The amount of fve that is dispensed from a fuel system during a specified period of time The system throughput can be expressed in terms of gross volume or net volume System throughput does not include receipts Also called throughput An authorized entity that utilizes the fve system Typically a fuel supp ier into plane agent or airline Also known as user The total aggregate difference positive or negative between the physical inventory and book inventory It should be calculated and allocated daily and is usually allocated based on the prorated percent of each position holder s daily use of the system For example if a position holder has fifty percent 50 of the daily dispensals they would be allocated fifty percent of the ga nor oss The total percentage difference positive or negative between the physical inventory and book inventory The system variance percentage is calculated by dividing the total system variance volume by the total system throughput for the same period of time day week month year 179 FuelsManager Aviation tank farm tank temperature temperature temperature compensated ticket transaction transfer truck twenty four hour ticket uncorrected
139. tion software Fuels Accounting Dispatch Fueling Fuels Accounting Management Chapter 2 Getting Started with Fuels Accounting on page 3 through Chapter 4 Reconciling Accounts on page 25 Chapter 5 Getting Started with Dispatch on page 45 through Chapter 11 Using Automatic Data Capture in Dispatch on page 91 Chapter 12 Using FuelsManager IntoPlane on page 95 Chapter 13 Using FuelsManager Kiosk on page 135 Chapter 14 Using the Web Server Interface on page 159 Introduction FuelsManager Aviation 1 2 Key Tools 1 2 1 1 2 2 1 2 3 1 2 4 1 2 5 FuelsManager Aviation Fuels Accounting If you are a fuel facility operator you will use this application to manage the fuel site See Chapter 2 on page 3 for more information FuelsManager Aviation Dispatch If you are a fuel facility dispatcher you will use this application to manage the fuel site See Chapter 6 on page 51 for more information FuelsManager IntoPlane If you are a fueling operator you may be able to use a handheld computer running FuelsManager IntoPlane to enter your fuel tickets electronically at the aircraft See Chapter 12 on page 95 for more information FuelsManager Kiosk If you are a fueling operator you may be able to use a FuelsManager Kiosk to enter your fuel tickets electronically after your have completed fueling operations See Chapter 13 on page 135 for more info
140. unit off H ET EEL during fueling Note During the fueling operation the handheld may display a message reporting that communication with the DCU was lost The message will offer you the opportunity to select Yes or No to reconnect to the DCU You should select Yes to reconnect e If the DCU is enabled this value will be automatically populated It may take approximately 1 2 seconds for the value to appear 13 When you have finished fueling e If the handheld is connected to the DCU select Get Meter Value This obtains the final meter value from the DCU e If the handheld is not connected to the DCU you can manually change the values on the Meter Start and or Meter Stop screen Press the back button lt lt to return to the Meter Start screen Select the Volume value press the Enter key and change the value Select the next button gt gt to go to the Meter Stop screen and change the value if necessary The total gallons issued should now be correct 14 Select the next button gt gt gree 101 Using FuelsManager IntoPlane FuelsManager Aviation 15 On the Final Gauge Values screen enter the amount of fuel in each tank 16 Select the next button gt gt Figure 12 11 Final Gauge Values screen The validation screen will compare the fuel added to the fuel metered Figure 12 12 Validation screen 17 To enter a remark for this ticket select the Remark F2 button and then enter yo
141. ur remark Select OK when finished Figure 12 13 Enter Remarks dialog box Gauge Vahues Fijt pawns Ship Eau Jak i ASU rara Actual rile th Akii CE po LLS ka Derai ht bipila aide Pumped Difemmos F A ee Achia nilai Akii pis po IIS ka P Paie 102 User Manual 9600 Using FuelsManager IntoPlane 18 If the difference is within tolerance continue by selecting the next button gt gt on the validation screen 19 On the Fueling Ticket screen select Feir Teket the Finished Fueling button to com plete the electronic ticket and send the transaction to IntoPlane server Print F1 Figure 12 14 Fueling Ticket screen i F Finehed Raming Fr A Sending Transaction message will appear Remain in the immediate area of the fueling equipment until this message closes and the Login screen appears The handheld sends the transaction and disconnects from the vehicle during a ial sare this period ltl gree 103 Using FuelsManager IntoPlane FuelsSManager Aviation 12 3 2 Entering a Defuel in Online Mode The procedure for entering a defuel ticket in Online mode is essentially the same as entering a defuel in Batch mode To enter a defuel ticket see section 12 4 1 on page 112 Note When in Online mode each transaction is uploaded automat ically upon completion so you do not need to manually upload transactions as described in the Batch mode procedure 12 3 3 Enteri
142. ustments is correct If a field is edit able you can click on the field to modify it if necessary gree 33 Reconciling Accounts FuelsManager Aviation 10 11 12 13 Click the Confirm button to enter the adjustment transactions in the database In the Inventory Reconciliation dialog box check that the total variance is less than 1 or equal to zero Close the Inventory Reconciliation dialog box In the Journal verify that the new transactions have been added 34 User Manual 9600 Reconciling Accounts 4 4 Reconciling Meters FuelsManager Aviation lets you compare your trucks refueling transactions with your own variance tests This is the means of tracking trucks performances and helps you identify where inventory losses are coming from You can view any trucks that are out of a variance standard that you can enter at any time If a truck is out of variance if the 24 Hour transactions differentiate more than the allowed Limit To amount FuelsManager Aviation highlights those 24 Hour transactions This helps you locate errors whether they were transactions entered wrong or if there was a significant change of inventory that needs further investigation Either way you can add edit or delete transactions from the Meter Reconciliation dialog box Terai ban FELI a emma E 1E E Pa meimio Trek Tracers ir ie rte ba Step by step 1 From the FuelsManager Aviation window clic
143. utton is oF selected before the Print but ton a Print Warning message will appear Select the Yes but 5 Taaa erm ton to complete the ticket with out printing the fuel data to the paper ticket Select No to return to the Finished Fueling screen and then select Print 35 Remain in the immediate area of the fueling equipment until the Select Transaction screen appears The handheld disconnects from the DCU on the vehicle during this period Note When you are finished with fueling operations upload the com pleted transactions as described in section 12 4 4 on page 132 120 User Manual 9600 Using FuelsManager IntoPlane 12 4 2 Entering a 24 Hour Ticket in Batch Mode The 24 Hour Ticket feature allows you to capture the end meter reading for each piece of equipment The end meter is combined with the previous days end meter to form a 24 Hour ticket The 24 Hour ticket report can be run from any of the Dispatch workstations This report will show the 24 Hour tickets for all equipment for the date range selected 12 4 2 1 Entering a 24 Hour Ticket in Batch Mode with DCU 1 To begin touch the screen to start FuelsManager AVIATION Figure 12 49 Touch Screen to Start screen Touch Screen to Start Vaw i re ETEL 2 On the Login screen select the appropriate user ID If passwords are utilized you must enter the ems Oe password and then select Login Figure 12 50 Login screen a wgn
144. values 6 Proceed through the remain ing screens as described in section 13 3 2 Entering an Unas signed Fuel Issue at the Kiosk on page 142 gree 151 Using FuelsManager Kiosk FuelsManager Aviation 13 3 4 Entering a 24 Hour Ticket at the Kiosk Step by Step 1 Touch the kiosk screen to begin Figure 13 45 Initial screen ee er a Touch Screen io Start ee 2 Onthe Login screen enter a your Operator ID and Pass FuelsManager word To ent Operator ID ey ha To enter your Operator ID yaar aa touch the v button and a select your ID from the Yehe list Figure 13 46 Login screen e You can also enter a value manually by touching the field to open a data entry screen Use the onscreen buttons to select the appropriate numbers and or letters and then press the OK button 3 Touch the Login button The Select Flight screen appears ight ETD ETA Lomi eR Lo 0m0 200 ih mwi Lit 14 1100 ib MWG L625 1545 16004 Ib Figure 13 47 Select Flight screen lt a Reteh Oier Caer User Manual 9600 Using FuelsManager Kiosk 4 Press the Other button The Sail Trancaction Select Transaction screen appears ere Chanie Doas Figure 13 48 Select Transaction 24Hr Ticket screen Meter Batalion 5 Press the 24Hr Ticket button The Enter Vehicle ID screen a Admin appears a blank field as shown in Figure 13 49 Figure 13 49 Enter Vehicle ID screen Enter veike i initial 6
145. ve logged on press the resources Icon in the toolbar the Operators Logged On dialog box will appear o pmi beggar om a EET a oer i HO H biih i a Figure 9 3 Operator Logged On dialog box 9 2 Charts 9 2 1 Dispatch provides the operator with several useful charts for reference at any time These are accessed from the Chart menu Figure 9 4 Charts menu Resource Bar The resource bar represents exactly the same timescale as the Dispatch display Each number displayed is the maximum number of fuelers required for that period Figure 9 5 Resource Bar 84 User Manual 9600 Working with Resources in Dispatch 9 2 2 Flight Count The flight count chart represents exactly the same timescale as the Dispatch display The chart shows the number of aircraft that will be on the ground during that period Figure 9 6 Flight Count Chart 9 2 3 Aircraft Types The flight count chart represents exactly the same timescale as the Dispatch display The chart shows which aircraft types have to be fueled during a particular period Figure 9 7 Aircraft Type Chart gree 85 Working with Resources in Dispatch FuelsManager Aviation 9 2 4 Arrivals and Departures The arrivals and departures chart represents exactly the same timescale as the Dispatch display The chart shows how many aircraft are arriving and departing for a particular period Figure 9 8 Arrivals and Departures Chart 9 2
146. ver This chapter describes how to enter IntoPlane transactions using an IntoPlane handheld computer The way you use IntoPlane is determined by your site s FuelsManager and network facilities as described in section 12 2 on page 96 If you are using FuelsManager Kiosk to enter fueling data refer to Chapter 13 12 1 Fuel Ticket Types You can use your IntoPlane handheld computer to enter four types of fueling tickets electronically as you work e Create Fuel for manually entering all data relating to a refuel operation e Create Defuel for manually entering all data relating to a defuel operation e 24Hr Ticket for manually recording the current meter reading for a piece of equipment e Meter Rotation for manually recording the start and stop meter reading for a maintenance movement of fuel through a piece of equipment How you enter these tickets and how they are saved to the network depends upon your system configuration as described in section 12 2 on page 96 95 Using FuelsManager IntoPlane FuelsManager Aviation 12 2 Modes of Operation and DCU Communications 12 2 1 12 2 2 Modes of Operation FuelsManager IntoPlane for each handheld computer is set to operate in one two modes Online or Batch e Online mode is for sites that have installed a full wireless network covering the entire aircraft fueling area Your handheld computer will download flights assigned to you after you log in an
147. when your fueling operations are outside of the wireless network A You can download all of your assigned flights in the break room or other area established as a wireless access point The handheld stores the flights If your facility does assign flights via IntoPlane you can enter flight information manually B You leave the wireless network and go to the aircraft to perform issues defuels meter rotations and 24 hour tickets as assigned You fill out an electronic ticket for each transaction using the hand held computer The handheld computer stores the completed transactions C You return with the handheld computer to the wireless network where you upload the completed transactions to the FuelsManager IntoPlane server Entering a Fuel Issue Defuel Manually in Batch Mode Step by Step 1 If your handheld is not on the Login screen touch the screen to start FuelsManager AVIATION Figure 12 30 Touch Screen to Start screen Touch Screen to Start Vaw r i EEL 112 User Manual 9600 Using FuelsManager IntoPlane 2 On the Login screen select the appropriate user ID If passwords are utilized you must enter the Opes SO password and then select Login Figure 12 31 Login screen Pammwcrd Which I r qn ran Po F W EE 3 If you are not within the wireless network a warning message appears Press the OK button to proceed Can Connect o server Figure 12 32 War

FuelsManager Aviation User Manual v7.0

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