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FuelsManager Defense Express Edition User Manual v6.0

1. Adjust transaction field descriptions Field Description Data required Source Type The transaction type Automatic Not editable Grade Product represented by a three Required character code authorized to be sold by the selling DFSP Quantity Amount of total on hand Required inventory Unit of Issue Unit by which the product is Automatic measured Not editable Date Date the transaction occurs Required Defaults to the current date Time Time the transaction occurs Required Defaults to the current time Seller Account code of activity from Required DODAAC which the fuel is requisitioned Table 4 8 Adjust transaction field descriptions Auto populated Adjust Select from drop down menu Obtain from FuelsManager Summary Report or DESC Form 700 Auto populated U S Gallons Auto populated Auto populated Auto populated 66 Express Edition User Manual FuelsManager Defense Field Description Data required Source Aviation Identifies the product as an Conditional Auto populated from the Product table aviation fuel Used to see distinguish between aviation Description and ground fuels Not required for ground fuel sales or credits Capitalize Determines whether the Conditional The product is specified as Capitalized from transactions are processed to see the Product table the FES hub It also generates Description the automated End of Month EoM close out routine Re
2. In Step 3 enter the Query criteria Select the Field and an Operator and then enter the value For example if you want to see all JP8 Transactions in your database select Grade for the Criteria equals as the operator and type JP8 in the Value field You can also query transaction check boxes such as the DESC check box by entering a value of 1 to query for a checked box and 0 for an unchecked box Click Add Phrase The system adds the phrase to the Filter Phrase window Use the AND OR and NOT buttons to apply multiple phrases to the filter such as Type Sale AND Date gt January 1 2006 AND Date lt January 2 2006 This example returns only transactions that were SALES on the date of January 1 2006 Click Clear Last to remove the last phrase added to query filter phrase box Click Clear All to remove all phrases in the query filter phrase box In Step 4 click Save to store the query For more information see the Saving queries section Click Submit to view the query results For more information see the Working with query results section Example 2 Using wildcard characters 1 2 3 From the main menu click Query In Step 1 select Transactions from the Query table In Step 2 select the query results from the Available Fields list and then click Assign In this example select Tail Number The field moves to the Selected Fields list To select multiple fields press the Ctr
3. Processing Accounting Transactions Field Description Data required Source Density Identifies the density in degrees Required Acquired from laboratory test results Degrees API API Flash Point Identifies the point at which the Required Acquired from laboratory test results Degrees fuel can ignite in degrees Fahrenheit Fahrenheit Varies according to the fuel grade Visual Represents the visual inspection Required Acquired from laboratory test results of the product and identifies what the product looks like Examples Cloudy clear bright FSII The fuel system icing inhibitor Required Acquired from laboratory test results FSII lowers the freeze point of free water found in turbine fuels or in fuel systems Varies according to the fuel grade Conductivity Conductivity of a fuel such as Required Acquired from laboratory test results JP8 or JP5 is a measure of its electrical conductance Table 4 10 Fuel Load Entries and Shipping Release field descriptions continued Processing fuel shipments Use the Shipment transaction to generate DD Form 1348 7 which records tank truck rail car and pipeline shipments For more information about the Shipment transaction see the Shipment section To process fuel shipments you must complete the following tasks Add a Shipment transaction that includes a fuel load Add shipping release information to a Shipment transaction Save and print a shipping document
4. Seller Account code of activity from Required Auto populated DODAAC which the fuel is requisitioned Grade Product represented by a three Required Select from drop down menu character code authorized to be sold by the selling DFSP Table 4 11 Determine transaction field descriptions Varec Inc 79 Processing Accounting Transactions Field Description Data required Source Determine Type of incident for the Gain Required Select from drop down menu Type Loss There are 10 codes A Operating Gain Loss B Spill C Disaster Acts of God D Non Recoverable Tank Bottoms E Operating Gain Loss Reconciliation Adjusted F Reclamation Loss G Abandon Product K Slop M Recovered Spill N Tariff Deduction Loss Note Codes A and E are avail able only at end of month Gain Loss Identifies the impact this Required Select from drop down menu transaction has on the inventory Quantity Amount of fuel to be adjusted Required See Description Date Date the fuel was issued Required Auto populated defueled Defaults to the current date Time Time the fuel was issued Required Auto populated defueled Defaults to the current time Aviation Identifies the product as an Conditional Auto populated from the Product table aviation fuel Used to see distinguish between aviation Description and ground fuels Not required for ground fuel sales or credits Capitalize Determines whether the Conditional T
5. Shipment Use the Shipment transaction to record the transfer of fuel from one site to another You also use the Shipment transaction to generate DD Form 1348 7 DoD Milspets Single Line Item Requisition Release Receipt Document which records tank truck rail car and pipeline shipments For more information see the Contracts and End of Month EOM process sections This window shows an example of a Shipment transaction Type CLIN Seller DODAAC tt Supp DODAAC Action Code Date Commence i e MMZDDIYYYY tt Grade t Batch Carqo Date i e MM DDIYYYY Final Code Doc Num Quantity Determination Method Aviation Shipment field descriptions SHIPMENT Insert 03 29 2006 JP8 y 03 29 2006 Contract inser Order Number Buyer s DODAAC Ship No Quantity Trans Mode 9 LOCAL z RIC Code Mat Code Time 12 29 36 n Carrier Code Unit of Issue U S Gallons RTORD insert Capitalize Vv Field Description Data required Source Type The type of transaction Automatic Auto populated Shipment Not editable Contract Identifies a specific contract Conditional Contract shipments Click the Contracts link to see Source DD Form 250 Block 1 or DD Form 250 1 display a browser that lists Block 6 contracts entered in the Transfer shipments oes Bo
6. Click the drop down arrow to select the equipment type The system enters the defaults set by the equipment type s settings and attributes Enter the Volume and then click the drop down arrow to select the Grade required If needed select the Additive flag This option designates a truck hydrant or aircraft that requires a fuel additive For example this can be either a 100 vehicle or a vehicle that requires 100 fuel service Click the drop down arrow next to Fueling State and set whether this is a refuel or defuel unit If needed select In Service and enter the Return to Service Date Enter the Facility ID Attached to Facility ID and DLA Equipment ID Click the drop down arrow next to Real Personal List Property and select the property designation Options include Real and Per sonal Enter the Real Property Record ID Attached to Real Property and Sustaining Activity settings Click the drop down arrows next to IMP Eligible and Cathodic Pro tection and select the appropriate designations Options include Yes and No Enter the rated and actual gallons per minute GPM Enter the Manufacture Date Installation Date Inspection Date Calibration Date and Memo Click Add and then click Close The system adds the equipment record to the database Varec Inc 23 Configuring the Database Editing equipment records 1 From the FuelsManager Defense main menu click Reference Tables and then clic
7. Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Varec Inc 51 Processing Accounting Transactions Field Description Data required Source Date Date the request was made Not Required Currently not supported by the Fuels Defaults to current date Enterprise Server FES Grade Product represented by a three Not Required Currently not supported by the Fuels character code authorized to be Enterprise Server FES sold by the tanker Quantity Amount of fuel requested Not Required Currently not supported by the Fuels Enterprise Server FES Doc Num 14 digit MILSTRIP Document Not Required Currently not supported by the Fuels Number used to track Enterprise Server FES Requests Shipments Receipts BOS Branch of Service for activity Not Required Currently not supported by the Fuels requesting fuel Enterprise Server FES Batch Cargo An eight character Government Not Required Currently not supported by the Fuels Bill of Lading identifier used by Enterprise Server FES Defense Fuels Supply Points DFSPs for truck shipments Required if Trans Mode is W 2 8 V A or Z Not required for Trans modes Local 9 or Gov Truck l Signal Code One character code that signals Not Required Currently not supported by the Fuels which DODAAC is to receive the Enterprise Server
8. Fuel Load Entries and Shipping Release field descriptions Fuel load entries are required only if you are using the DD Form 1348 7 DoD Milspets Single Line Item Requisition Release Receipt Document Description Indicates the number of the truck delivering the fuel Can include up to 10 digits Identifies the seal or meter number Can include up to 20 alphanumeric characters Identifies the seal location Click the drop down arrow to display the list of choices The uncorrected amount in U S gallons for the specific fuel load entry The observed density measured in degrees API The observed temperature measured in degrees Fahrenheit The correct amount in U S Gallons The weight in pounds Ib Shipping Release Identifies the tank number Prints in block J of DD Form 1348 7 Can include up to 20 alphanumeric characters Data required Source Required Required Required Required Required Required Required Required Required See Description See Description See Description If temperature compensating meters are used enter the quantity registered off the meter See Description If temperature compensating meters are used as the Quantity Determination Method enter 60 degrees F here Calculated by FuelsManager Defense Calculated by FuelsManager Defense See Description Table 4 10 Fuel Load Entries and Shipping Release field descriptions Varec Inc 75
9. Table 4 2 Description Data required Use Code transaction Required identifier Provides unique management Not Required data or identifies the need for special processing of transactions Document Number assigned by Conditional the FES This field is required if the Use Code is S selling to Navy ships For use Code S valid DODAACs are as follows Buyer s DODAAC M N R V T W and Z Seller DODAAC M N R S U and V Four character alphanumeric Conditional code that identifies the Cde transport company assigned by Description the Defense Fuel Supply Point DFSP Also known as a Standard Carrier Alpha Code SCAC Required only if Trans Mode is Wor A Requesting Activity Not Required Automatic Not editable Issue point code that represents Refueling Unit RU or a Hydrant RH Source Army customers Use A for all aviation Sales Credit Use 1 for all ground fuel Sales Credits Navy customers Use A for all aviation Sales Credits Use 1 for all ground fuel Sales Credits Note Navy Base Level DFSPs issuing fuel to Navy Ships enter the MILSTRIP Document Num ber from Block 6 of DD Form 1149 with a Use Code of S Air Force customers Use A for all Home Station Air Force Army Navy and Non DoD customers for aviation Sales Credits Use 1 4 5 8 for all ground fuel Sales Credits Currently not required for Sale Credit transactions Assigned by the FES hub after transaction
10. on page 41 transaction processing Is FES Seller in the Fue sManager complete Defense Dispatch and Fuels Accounting User Manual Table 4 1 Daily transaction processing continued Ledger Transactions The Ledger table displays product transactions by individual day and transaction type The ledger defaults to show the current month and the first product entered in the Products table Each product in the database has its own monthly ledger Each row in a ledger represents a day each column represents a transaction type such as Sale Request or Receive and each cell displays the quantity of product used on the corresponding date and transaction type For example to see how much product was used for Sales transactions on the 17th find the row for that date and the Sale column and look at the intersecting cell That cell shows you the total sales for the product for that day ProductCode jPa Refresh Reconcilistion EOM Printer Friendly Ledger Ledger Date March gt 2006 Add Transaction Selecta Type y Te earn a Fl Book Inventory Ga n Loss 03 01 2006 o g o ig Q Q o g o wA 0 g g 0302 2006 0 g 9 g 2 g g g o NA 0 g 0 93 03 2006 o 2 Q ee Q Q g Q 0 wa 0 Q Q 03 04 2006 o g 2 ee 2 2 Q Q o NA o o ol 03 05 2006 o o 9 g Q 2 D Q o Nu 0 Q Q 03 06 2006 o g 2 e 2 2 Q g o wa o Q Q 03 07 2008 o Q 0 ee 2 2 2 g o NA o Q o 93 08 2006 0 Q Q Q Q Q Q Q 0 NA 0 0 Q 03 09 2008 o Q di ee
11. Truck See DD Form 250 Block 1 Seller Account code of activity from Conditional Contract shipments DODAAC which the fuel is shipped see Source DD Form 250 or DD Form 250 1 Block 9 Required only for transfer Transfer shipments shipments 9 Local or Gov Truck DD Form 1348 7 Block 13a 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 7 B Motor or 8 Pipeline See DD Form 250 Block 9 or DD Form 1348 7 Block 13a W Com Barge See DD Form 250 1 Block 9 K Rail See DD Form 250 Block 9 A Truck See DD Form 250 Blocks 9 or 11 Table 4 9 Shipment transaction field descriptions continued Varec Inc 69 Processing Accounting Transactions Field Description Data required Source Buyer s Department of Defense Activity Required Contract shipments DODAAC Address Code DODAAC of the DD Form 250 Block 13 or DD Form 250 1 activity receiving the fuel Block 11 Transfer shipments 9 Local or Gov Truck DD Form 1348 7 Block 13b 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 11 B Motor or 8 Pipeline See DD Form 250 Block 13 or DD Form 1348 7 Block 13b W Com Barge See DD Form 250 1 Block 11 K Rail See DD Form 250 Block 13 A Truck See DD Form 250 Block 13 Supp Supplemental account code Conditional Assigned by the FES hub DODAAC number of the activity receiving see Source the fuel Ship No Identifies the shipment number Conditional Contract
12. Unit by which the product is measured Transaction Exception Code Data required Automatic Not editable Required Required Required Required Automatic Not editable Not Required Table 4 12 Commercial transaction field descriptions Source Auto populated Commercial Select from drop down menu Auto populated Auto populated See commercial sales receipt Auto populated U S Gallons See Description 82 Express Edition User Manual FuelsManager Defense Field BOS Routing ID Non Fly ORG G Report Design A Report Designator APC TEC Vendor Code G Purchase Location A Country Code A Rental Code G Quantity Reg Number G Tail Number A Description Branch of Service Three character code that is assigned to each Defense Fuel Supply Point Organization code for Air Force ground and aviation equipment The Sub Account for the airwing squadron Report Designator Used by the Air Force APC Used by the Army if JOPCN is used in the Supp DODAAC field leave this field blank TEC Used by the Navy Marine Corps Four character code for off site service stations G Four character International Civil Aviation Organization ICAO code assigned to commercial airports Three character country code for aviation only such as USA Rental Agreement Number ground fuel only Amount of fuel issued defuele
13. When you open those days the transactions that are in error appear red DESC check box Each transaction contains a DESC check box at the bottom of the page next to the Memo field This check box indicates whether the transactions were built into the ACCOUNT SND file After you send transactions to the Fuels Enterprise Server FES the DESC check boxes for these transactions are selected When the DESC check box is cleared the transaction has not been sent to the DESC and you can edit it If the check box is selected you cannot edit or delete the transaction You can however use the Reverse or Varec Inc 95 Processing Accounting Transactions Reverse Update options if you need to cancel or change a transaction that has already been sent to the DESC Do not attempt to Reverse or Reverse Update an error transaction For information on correcting error transactions from the FES see the Reversing and updating transactions section Reverse and Reverse Update options FuelsManager Defense provides options to correct transactions that have already been sent to the FES and have posted as valid transactions on the FES When you open a transaction in Edit mode the Reverse and Reverse Update buttons appear at the bottom of the window Use Reverse and Reverse Update only to remove or replace valid posted transactions that appear in your FES ledgers Before you reverse and update transactions sent to the FES you mus
14. attributes Includes four options Aircraft Hydrant System and Vehicle Table 3 4 Equipment type field descriptions continued Adding equipment type records l From the FuelsManager Defense main menu click Reference Tables and then click Equipment Types The Equipment Types list appears Click Add New Equipment Type The Equipment Types page appears Enter the Equipment Type Name required and Description Enter the Capacity Safe Fill Make Model and Year for vehicles to assign to this equipment type Use these fields only if the data is consistent throughout all the equipment pieces of the type Select the equipment type attributes Click Add and then click Close The system updates the database and the Equipment Types list appears Editing equipment type records 1 From the FuelsManager Defense main menu click Reference Tables and then click Equipment Types The Equipment Types list appears Select an equipment type record and click Edit The Equipment Types page appears Edit the record as needed Click Save and then click Close The system updates the database and the Equipment Types page appears Varec Inc 25 Configuring the Database Deleting equipment records 1 From the FuelsManager Defense main menu click Reference Tables and then click Equipment Types The Equipment Types list appears 2 Select an equipment type record and click Edit The Equipment Types page a
15. 92 Uploading ACCOUNT SND files using Eload 93 Upload error transactions to Accounting 95 DESC check box 2 2 ei cee a eee 95 Reverse and Reverse Update options 96 Reversing transactions 02000 cece eee eae 96 Reversing and updating transactions 97 Reprocessing transactions 00000000 97 End of Month EOM process 200000 0s 98 Configuring email for responsible officers 98 Entering EOM transactions and viewing the EOM report 99 Opening and printing Reconciliation EOM reports 100 Printing ledgers 0 cece eee ee eee 100 Permissions 0000 eee aee 101 Permissions Table 00000 00 eee cence 101 Varec Inc ix Contents x Express Edition User Manual 1 Introduction Administrator Types There are two types of Administrator accounts in the FuelsManager Defense Accounting system a Site Administrator and a Local Administrator Site Administrator A Site Administrator maintains the Administrator user account creates and maintain sites and configures security policies for site level users When logged in as a Site Administrator the Ledger Upload and Query options are not available however a Site Administrator at a regional location can log on as a Local Administrator to access these options Local Administrator The Local Administrator handles administrative tas
16. Associating Regional and Local Sites section If no go to Step 14 Click Add The system adds the Regional Site to the database Click Close Associating Regional and Local Sites Use this procedure to associate a Regional Site with one or more Local Sites 1 From the main menu click Reference Tables and then click Sites The list of current sites appears In the Sites list select a site and then click Edit The Sites page appears Click Associate Local Sites The Regional Sites page appears In the Available Local Sites list select the Local Site or sites to associate with the Regional Site Click Assign The sites move to the Associated Local Sites list Click Submit The Sites page appears Click Save and then click Close Express Edition User Manual FuelsManager Defense Disassociating Regional and Local Sites Use this procedure to disassociate one or more Local Sites froma Regional Site The Regional Site must be enabled to complete this procedure JA From the main menu click Reference Tables and then click Sites The list of current sites appears In the Sites list select a site and then click Edit The Sites page appears Click Associate Local Sites The Regional Sites page appears In the Associated Local Sites list select the Local Site to disasso ciate from the Regional Site Click Remove The site moves to the Available Local Sites list Click Submit The Sites page appea
17. Do you want to save this file 4 Click the Save button 5 Select a location on the hard drive to save the file and then click the Save button Go to the Uploading ACCOUNT SND files using Eload procedure Uploading ACCOUNT SND files using Eload 1 From the Windows Start menu select the Web browser 2 Select the location of the FES Hub at https www fes hub desc dla mil and then press Enter 3 Click the Fuels Customer amp Inventory link The Fuels Customer and Inventory Login page appears Fuels Customer and Inventory Login User Name EM Password if you do not have a user account click here to obtain the System Authorization and Access Request SAAR instructions and request forms at the DESC Web Interim Procedure Index page Scroll down to DESC DC 1 24 DESC AIS Access Request Click here to find the Get Acrobat Reader if you do not have Acrobat Reader on your computer Please navigate to the General Information section on the DESC web site or click the link below General Information 4 Enter your DODAAC 5 Enter your User Name and Password and click Login The main menu appears Varec Inc 93 Processing Accounting Transactions 6 From the main menu click Eload The File Upload dialog box appears File Upload for FP4800 Click the Browse button to select the file that you want to upload You may also copy C fccdata transactions Account snd and paste it in the
18. Express Edition User Manual FuelsManager Defense Application Accounting Accounting Query Results Indicates all dates that are greater than or equal to 10 1 2006 and dates that are less than or equal to 10 31 2006 where the grade equals JP8 and the issue point equals HT Indicates the following MDS does not equal T and the type is equal to Sale Date is greater than or equal to 3 1 2006 and date is less than or equal to 3 31 2006 Grade is not equal to DEI Buyers DODAAC is not equal to FP4620 FP6471 470577 W68N9X HQCWCP TM5307 and FP2403 Table 4 14 Common queries Accounting Criteria Date gt 10 01 2006 AND Date lt 10 31 2006 AND Grade JP8 AND Iss Pt HT MDS lt gt T AND Type SALE AND Date gt 03 01 2006 AND Date lt 03 31 2006 AND Grade lt gt DEI AND Buyer s DODAAC lt gt FP4620 AND Buyer s DODAAC lt gt FP6471 AND Buyer s DODAAC lt gt 470577 AND Buyer s DODAAC lt gt W68N9X AND Buyer s DODAAC lt gt HQCWGP AND Buyer s DODAAC lt gt TM5307 AND Buyer s DODAAC lt gt FP2403 File Uploads Importing AFSS and MAFSS files If you use DESC standard service station software you can import two types of files that you can upload into your FuelsManager Defense ledgers AFSS Automated Fuel Service Station MAFSS Mobile Automated Fuel Service Station If any Reg ID in the AFSS or MAFSS
19. FES bill Valid signal codes are A B C D J K L M W and X Fund Code Two character code that is Not Required Currently not supported by the Fuels assigned by the responsible Enterprise Server FES command or financial office Mgt Code Provides unique management Not Required Currently not supported by the Fuels data or identifies the need for Enterprise Server FES special processing of transactions Buyer s Department of Defense Activity Not Required Currently not supported by the Fuels DODAAC Address Code DODAAC or Enterprise Server FES Federal Activity Address Code FEDAAC or T DODAAC Carrier Four character alphanumeric Not Required Currently not supported by the Fuels Code code that identifies the Enterprise Server FES transport company assigned by the Defense Fuel Supply Point DFSP Also known as a Standard Carrier Alpha Code SCAC Required only if Trans Mode is W or A Table 4 3 Request transaction field descriptions continued 52 Express Edition User Manual FuelsManager Defense Field Seller DODAAC Supp DODAAC Memo DESC Table 4 3 Description The Department of Defense Activity Address Code DoDAAC of the activity shipping the fuel to the requestor Supplemental account code number of the Buyer This is required when the Signal Code is other than A Also used by the Army and Navy Marine Corps when Job Order Primary Control Numbers are used Specifies a
20. Local Sites 14 Regional Sites 10 contract line item number 38 Contract receipts 53 contracts adding line items 35 adding new contracts 34 adding routing entries 35 deleting 36 editing 35 customer accounts adding 27 AFSS and MAFSS 26 deleting 28 editing 27 D daily transaction processing 39 database and Local Administrator 2 configuring 13 DD Form 1348 7 68 74 75 76 Defuel transaction 44 deleting contracts 36 customer accounts 28 products 21 Regional Sites 9 transactions 42 Delivery Order Amendment Suffix 51 Density Precision 7 8 Density Units 7 8 Department of Defense notice 2 DESC check box 95 Determine transaction 44 79 disassociating sites 9 Dispatch application 43 DODAAC adding Regional Sites 7 and logging on 2 definition of 6 E editing contracts 35 customer accounts 27 employee data 33 local sites 30 Varec Inc 105 products 20 Regional Sites 9 Eload 93 employees adding 33 98 deleting 34 editing 33 reference table 31 End of Month EOM process configuring email 98 entering transactions 99 printing reports 100 error file uploading 95 F field descriptions contract line items 38 40 contracts 36 40 customer accounts 26 employees 31 fuel load entries 75 products 18 shipping release 75 sites Local 29 Regional 6 transactions Adjust 66 67 Commercial 82 85 Determine 79 81 Inflight 63 65 Receive 54 57 Regrade 58 59 Reissue 60 62 Request 51 53 Sale and Defuel 4
21. Navy Marine Corps when Job Order Primary Control Numbers are used Two character code that is assigned by the responsible command or financial office Identifies the product as an aviation fuel Used to distinguish between aviation and ground fuels Not required for ground fuel sales or credits Determines whether the transactions are processed to the FES hub It also generates the automated End of Month EoM close out routine Data required Required Required Required Not Required Required Required Conditional see Description Required Conditional see Description Not Required Reissue transaction field descriptions continued Source Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Varec Inc Processing Accounting Transactions Field Description Data required So
22. Q o g g o NA o Y Q 03 10 2006 o 0 my ti o 0 0 o o NA 0 o ol 9311 2006 o g e g Q 2 g g o NA o g o 03 12 2006 o g at g 2 2 Q R o NA 0 g 0 03 13 2006 o o o o o 0 0 o o la o o al 03 14 2006 o Q 2 O 2 Q Q Q 0 wa o Q 2 03 15 2006 o g g ee Q Q Q g o NA o g Q 03 16 2006 0 o ala 0 a o 0 0 wA 0 o 0 40 Express Edition User Manual FuelsManager Defense Viewing ledgers From the FuelsManager Defense main menu click Ledger The default ledger appears The ledger defaults to the current month and year and to the same product each time you open it Viewing months 1 From the Ledger table select a new month and year in the Ledger Date list boxes 2 Click Refresh The page refreshes with the selected month and year Viewing products 1 From the Ledger table select a product in the Product Code list box 2 Click Refresh The web page displays the ledger for that product Viewing transactions for a specific day The ledger provides a view of the current month s transactions broken down by day You can view a more detailed list of transactions fora day REQUEST RECEIVED SALES DEFUEL REGRADE SHIPMENT DETERMINE ADJUST INFLIGHT GFRESALE GrComm Add Transaction Selecta Type y for Date 04 04 2005 A 63 records Displaying Records 1 50 Records perpage 50 gt 2 pages 1 2 lt lt Previous Next gt gt Buy TailBuno Reg Supp DODAAC Type DODAAC Humber JON JONO JONPCN us A el A
23. Quantity Amount of fuel affected by the Required See Description grade change Type ID Specifies the type of condition Required A Additive injection injecting additive into a Change or identity change to the product product Click the drop down D Downgrade product does not meet arrow to display the list of intended specifications but can meet the choices specifications of a lower fuel grade for example JP5 to F76 R Regrade product that meets the specifications of two or more grades of fuel and is redesignated from one to another for example DL1 to DL2 Mgt Code Specifies whether this Required Use Management Code B in conjunction with transaction is an identity Downgrades Regrades and Additive change condition change or injections both Capitalize Determines whether the Conditional The product is specified as Capitalized from transactions are processed to see the Product table the FES hub It also generates Description the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Table 4 5 Regrade transaction field descriptions 58 Express Edition User Manual FuelsManager Defense Field Memo DESC Table 4 5 Description Specifies any additional information that is relevant to the transaction Identifies the status of the transaction When the transaction has been sent to the Fuels Enterprise Server FES a check mark appears in the check box Note Tra
24. Transactions 39 Daily Transaction ProcessinQ ooooococooccooo 39 Ledger Transacti0nS ooooooooccco eee eee aes 40 Viewing ledgers 00 c eee eee eee 41 Editing transactions 0 0 2 0 eee eee ee eee 42 Deleting existing transactions o oooooooo 42 Sorting and filtering transactions 42 Adding new transactions 000000eeeae 43 Transaction Types 0 cee eae 44 Sale and Defuel 00000 c eee eee eee 44 Request ico a A teed Peas 51 RECEIVE tic id ded ad ao ria 53 Regrade soi tka eke ae aoe a a eee a 57 A a E E 59 Inflight 2 0 0 sec eee ee eee ra A 62 GUST A a engl a tae ode tap ne deals 66 Shipments E Re 68 Processing fuel shipments 000 00 ee 76 Determine sete uate ton der ta a andte 79 Commercial easiest aad sia ates aah se ward 81 Query Utility iia ad 86 Query operators and logic o o o oooooooo 86 Building transactions queries oooooooooo 86 Building customer accounts queries 88 viii Express Edition User Manual FuelsManager Defense Working with query results oooooooooooo 89 Saving queries oooooccocooonooon eee 89 Loading querieS 000 eee eee ee 90 Examples ii sey aieida dew ia ble ae RS ae dla ee eS 90 File Uploads cari iria os 91 Importing AFSS and MAFSS files 91 Creating ACCOUNT SND files
25. appears Note Only products that are capitalized generate an End of Month Report 2 Enter any appropriate RIC entry or notes in the Memo not required 3 Enter the responsible officer s name and title if you want it to appear on the printed report 4 Click Close FuelsManager Defense sends the emails to any Responsible Officers identified in the Personnel application FuelsManager also transfers the Gain Loss Computation report to your email client and populates an email with report data All EOM Reports are sent to the DESC This EOM Process also auto generates the Determine transaction Varec nc 99 Processing Accounting Transactions Opening and printing Reconciliation EOM reports The End of Month Report provides a summary of all transactions performed at a site for a user defined period normally a calendar month The site s activity is displayed in columns simulating the mathematical formula used to obtain the monthly gain or loss 1 From the Ledger table click Reconciliation EOM A new browser opens and displays the report Click Show Printable Version The page refreshes and updates the report with the information you entered On your Web browser click File and click Print Printing ledgers lis Click Printer Friendly Version in the upper right hand corner of the page A new window appears with the ledger information On your Web browser click File and click Print The Prin
26. command or financial office Table 4 7 Inflight transaction field descriptions Varec Inc 63 Processing Accounting Transactions Field Description Data required Source Buyer s Department of Defense Activity Required DD Form 791 Block 7e DODAAC Address Code DODAAC or Federal Activity Address Code FEDAAC or T DODAAC of the receiving aircraft airwing squadron activity Can start with any letter Supp Supplemental account code Conditional DD Form 791 Block 7e DODAAC number of the Buyer This is gee required when the Signal Code is other than A Also used by the Army and Navy Marine Corps when Job Order Primary Control Numbers are used Can start with any letter BOS Branch of Service of the Required DD Form 791 Block 7a receiving aircraft airwing squadron Description MDS Mission Design Series or Type Required DD Form 791 Block 7b Model Series for Navy customers type of aircraft Report The Sub Account for the Required DD Form 791 Block 7e Designator airwing squadron APC TEC Report Designator Used by the Air Force APC Used by the Army if JOPCN is used in the Supp DODAAC field leave this field blank TEC Used by the Navy Marine Corps Tail Identification number of the Required DD Form 791 Block 7c Number receiving defueled aircraft BUNO Navy Marine Corps use six Number digits also referred to as a Bureau Number Army uses four digits Air Force uses eight
27. contain at least two numbers two lower case let ters two upper case letters and two nonalphanumeric characters such as amp or The default Admin password must be changed to a non keyboard pattern 15 character strong password that contains at least two numbers two lower case letters two upper case letters and two nonalphanumeric characters such as amp or The same password cannot be used on any other operating system 1 From the main menu click Reference Tables and then click Change Password 2 Type the Old Password 3 Type the new password in the New Password and Confirm New Password fields 4 Click Save and then click Close Varec Inc Introduction Main Menu The main menu appears at the top of the Web site This menu remains static or in the same location regardless of the option you are accessing The Logout option on the right is always available for both Site and Local Administrator accounts The Reference Tables option is available if you are logged on as a Site Administrator Zw nn FuelsManager E tages user Reference Tables Logout The Ledger Upload Reference Tables and Query options are available if you are logged on as the Local Administrator eZ ae FuelsManager 2 Lees muse Reference Tables Query Logout Ledger Upload 4 Express Edition User Manual 2 Configuring Regional Sites This section describes how to configure
28. down menu character code authorized to be sold by the tanker Date Date the fuel was issued Required DD Form 791 Block 3a jettisoned Time Time the fuel was issued Required DD Form 791 Block 3b jettisoned UC Use Code transaction Required Use I for Inflight transaction from tanker to identifier other aircraft use T for tankers that jettison the fuel Unit of Issue Unit by which the product is Automatic Auto populated U S Gallons measured Not editable Seller Account code of activity from Required DD Form 791 Block 2 DODAAC which the fuel is requisitioned Can start with any letter Tanker Supplemental account code Conditional DD Form 791 Block 2 Supp number of the tanker airwing see squadron This code is required Description when the Signal Code is other than A From BOS Branch of Service of the tanker Required DD Form 791 Block 2 airwing squadron Tanker MDS Mission Design Series type of Required DD Form 791 Block 4 aircraft From ORG Organization Code of the tanker Required DD Form 791 Block 2 Code airwing squadron Tanker Tail Eight digit tail number of the Required DD Form 791 Block 5 issuing tanker From Sig Signal Code of the issuing Required DD Form 791 Block 2 Code aircraft One position code that signals which DODAAC is to receive the bill Valid codes are A B C D J K L M W and X From Fund Two character code that is Required DD Form 791 Block 2 Code assigned by the responsible
29. predefined groups appears 2 Click Edit next to the Group Name A list of available users for that group appears 16 Express Edition User Manual FuelsManager Defense In the Available Users list select the user and then click Assign The user moves to the Assigned Users list for that group Click Submit The system updates the database and returns to the Groups list Removing users from groups Use this procedure to remove users from groups 1 From the main menu click Reference Tables and then click Groups The list of predefined groups appears Click Edit next to the Group Name A list of available users for that group appears In the Assigned Users list select the user and then click Remove The user moves to the Available Users list for that group Click Submit The system updates the database and returns to the Groups list Security policies In FuelsManager Defense you must set security policies to control the following Maximum time that a password is in effect 60 days Maximum number of failed log in attempts 3 Strong password requirements selected Configuring security policies Use this procedure to configure security policies in the Accounting application 1 From the main menu click Reference Tables and then click Security Policies The Security Policies settings appear Click Change Settings The Settings page appears Set the Maximum Password Age in days to 60 This nu
30. shipments Enter an order number for see Source DD Form 250 Block 2 contract shipments Transfer shipments B Motor or 8 Pipeline See DD Form 250 Block 2 K Rail See DD Form 250 Block 2 A Truck See DD Form 250 Block 2 Action Code Identifies the code to handle the Not Required Assigned by the FES hub transaction C Change R Reverse Post A Add Quantity Quantity of product shipped Required Contract shipments ne DD Form 250 Block 17 or DD Form 250 1 Note You can enter quantities Block 25 for seals in the Fuel Load Entries y section The system calculates Transter shipments the sum of the Net Quantity U S 9 Local or Gov Truck DD Form 1348 7 Gallons for seals and adds the Block 5 total here This amount appears 2 Gov Barge V Seavan or Z MSC Tanker as Calculated until you save See DD Form 250 1 Block 25 the transaction B Motor or 8 Pipeline See DD Form 250 Block 17 or DD Form 1348 7 Block 5 W Com Barge See DD Form 250 1 Block 25 K Rail See DD Form 250 Block 17 A Truck See DD Form 250 Block 17 Table 4 9 Shipment transaction field descriptions continued 70 Express Edition User Manual FuelsManager Defense Field Description Data required Source Date Start date of the receipt Conditional Contract shipments Commence Required if Trans Mode is W 2 cae DD Form 250 Block 6 or DD Form 250 1 8 V or Z or if the shipment is Description Block 25 expected to e
31. the EOM Report This email address is descfii reports dla mil The EOM Report is sent to any employee who meets these conditions an email address is configured in the Employees table and the Responsible Officer check box is selected 98 Express Edition User Manual FuelsManager Defense Entering EOM transactions and viewing the EOM report End of Month Operating Gain Loss Computation Report DOoDAAC FP6073 RIC 12124 Grade 9130 01 031 5316 Month Year Jan 2006 o Begming Inventory Previous month ending physical imventory Recepts bo 2000 000 cresitsDetuats 1000000 AdjustmentsRegrades into this product ledger Reclamation Recovery etc o e fsa O rom e 00 Shipments Transfer to different DFSP q Adjustment rades from this product ledger negative adjustments etc LO ooo Der termmable Losses Fuel spill theft ete 4 Book Inventory tiosing Physical Inventory 7 Gain or Physical Book E GawLoss Variance Percentage GarvLoss divided by Subtotal above Approved Allowance Factor Ref DODM 4140 25 Operating Gain Loss Out of Tolerance IMEMO Explain out of tolerance gain loss variances Not much business this month Responsible Officer s Name Title Capt Fisby esponsible Officer s Signature ESC Form 24 1 Create an Adjust transaction for the last day of the month for a specific product for example JP8 After the Adjust transaction is saved the EOM Report
32. users sites and security policies for Regional Sites A Regional Site processes accounting data for the Regional Site and for other Local Sites The Site Administrator account is used to maintain Regional Sites and password security policies This is the only user account that can configure sites as Regional Sites or associate Local Sites with Regional Sites User Security Regional Regional users can manage multiple sites and perform account management tasks without having to log on and log off from each site Regional users can access the Regional Site and all Local Sites associated with that site These users can also upload transactions and process error files for all Local Sites User accounts You must create a unique user account which includes a user name and a password for each user who accesses the FuelsManager Defense system Users cannot access the applications unless a valid account has been created for them Strong security settings must be enabled for FuelsManager Defense Passwords must have a minimum of nine characters and contain at least two numbers two lower case letters two upper case letters and two nonalphanumeric characters such as amp or All user account settings are established per JTF GNO Communication Tasking Order 06 02 with the additional requirement that passwords be set to expire every 60 days DoD policy is that administrators use two separate accounts when working with FuelsManager Defe
33. 6 50 Shipment 68 74 file uploads 91 filtering transactions 43 Final Flag 56 From Fund Code 63 fuel additive flag 23 fuel loads adding to shipments 77 fuel shipments adding fuel loads 77 adding Shipment transactions 77 adding shipping release information 78 deleting 78 editing 78 processing 76 fuel system icing inhibitor FSII 76 78 functional groups 16 Fund Code 47 61 G groups assigning users 16 removing users 17 requirements 16 Inflight Conversion Factor 19 Inflight transaction 44 62 issue point code 49 L Ledger table 40 ledgers sorting transactions 42 viewing current day 41 months 41 products 41 transactions 41 line items 35 loading queries 90 Local Administrator responsibilities defined 1 Local Sites disassociating 9 logging on to FuelsManager Defense 2 main menu 4 Maximum Password Age 10 17 106 Express Edition User Manual FuelsManager Defense N national stock number 18 O operators used in queries 86 P passwords and security policies 10 17 default Admin 3 Site Administrator 5 strong password requirements 5 14 strong passwords 5 permissions Accounting 101 Administrator 101 COR 101 102 Dispatch 102 Equipment Status 102 Maintenance 103 Personnel 103 Quality Assurance 103 Training 103 Trans Upload 103 Petroleum Measurement Standards 73 See Quantity Determination Method printing shipping documents 78 processing fuel shipments 76 product field descriptions 1
34. 8 products adding 20 deleting 21 editing 20 viewing 41 Q Quantity Determination Method 73 queries adding phrases 88 building and selecting criteria 86 88 examples 90 loading 90 operators and logic 86 saving 89 using wildcard characters 87 viewing results 89 Query utility 86 R Receive transaction 44 53 54 57 Regional Sites adding 7 associating with Local Sites 8 changing to Local Site 10 configuring 5 deleting 9 editing 9 field descriptions 6 responsibilities defined 6 Regional users See users Registration ID 48 Regrade transaction 44 57 Reissue transaction 44 59 removing users from groups 17 Report Designator 64 83 reprocessing transactions 97 Request transaction 44 51 Required Strong Passwords 10 17 Responsible Officer 31 reversing transactions 96 Role Based Access Controls and permissions 101 Route Order Number 38 74 routing entries 35 Routing Instruction Notes 37 S Sale transaction 44 46 50 saving a query 89 saving shipping documents 78 security strong passwords 5 10 14 17 security policies settings 10 17 security tasks Varec Inc 107 for Local Administrators 14 Shipment transaction 36 44 68 shipping documents printing 78 Shop Code 60 Signal Code 47 Site Administrator responsibilities defined 1 strong passwords 5 Admin account 3 strong security settings 5 14 T Tank Number 75 Temperature Precision 7 8 Temperature Units 7 8 transactions adding 43 adjus
35. 9700 Version 6 0 USM013GVAE0208 E T 49 s lt y E D uoi ip3 ssaldx3 Automation Solutions for oil amp gas defense and aviation applications An SAIC Company FuelsManager Defense 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 An SAIC Company 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 WINDOWS NT EXCEL Word PowerPoint and SQL Server are registered trademarks of Microsoft Corporation SAP SAP Logo R 3 mySAP mySAP com and other SAP product
36. C Used by the Army if JOPCN is used in the Supp DODAAC field leave this field blank TEC Used by the Navy Marine Corps Means of issuing defueling the fuel Used for Sale and Defuel transactions Always use 9 Local Required Source See DD Form 1898 Line 3 Army customers positions 1 6 Navy customers positions 1 6 Air Force customers positions 1 6 Non DoD customers Not applicable Auto populated Auto populated See DD Form 1896 Line 3 Army customers position 8 Navy customers position 7 Air Force customers position 7 Non DoD customers position 7 See DD Form 1896 Line 3 Army customers positions 10 11 Navy customers positions 8 9 Air Force customers positions 8 9 Non DoD customers positions 8 9 Army customers APC See DD Form 1896 Line 1 positions 15 20 Navy customers TEC See DESC Web site Air Force customers Rpt Des See DD Form 1896 Line 1 positions 4 7 Non DoD customers Not applicable Assigned by Accounting for all Sales and Credits Sale and Defuel transactions field descriptions continued Varec Inc 47 Processing Accounting Transactions Field Description Data required Source Tail Identification number of the Required See DD Form 1896 dead receiving defueled aircraft Army customers Line 5 positions 7 13 Number Navy Marine Corps use six Navy customers Line 1 positions 6 11 digits also referred to as a ae Reg Bure
37. DJUST FP5518 JP8 2999392 0132 04 04 2005 ae a eel DEFUEL FPS518 FPSS18 73001652 Pe 247 0516 04 04 2005 ry fee An SCA ISOF Hg Gallons ai SP cerue Frssis FPS518 69005795 Je 256 0516 04 04 2005 A r A sc sO A gB DEFUEL FP5518 FP5518 60000313 JP8 750 1008 04 04 2005 A Se A O A E P verve FPSS18 FPS5t8 58000128 PB 37 1234 04 4 2005 A hanes A O AFE 2 af cerue Frssis FPS518 58000128 J8 4377 1320 04 04 2005 A o A 30 AFE 4l us A DEFUEL FP5518 FP5518 73001649 Pe 109 2232 04 04 2005 AY Sions A sc SOF a ee INFLIGHT FP4418 FP5518 95000106 Pe 10833 1431 04 04 2005 i A 68 AM Hg Gallons paer 75 x gt From the appropriate product ledger locate the date you want to view and click it The web page refreshes and displays a table of transactions that occurred on that day Varec nc 41 Processing Accounting Transactions Editing transactions 1 From the Ledger table click the date of the transaction The web page refreshes and displays the day s transactions 2 Find the transaction you want to edit and click the corresponding Edit icon The transaction appears in editable form 3 Make the changes that are necessary For more information see the Transaction Types section 4 Click Save and then click Close Deleting existing transactions You can delete transactions from the ledger This can be useful if you have duplicate transaction entries made by two different people or if a trans
38. ES reject table if the ledgers are not identical Upload the FES error file err into FuelsManager Defense if rejects or errors appear in the table Correct all transactions that are in error Table 4 1 Daily transaction processing Reference Adding new transactions on page 43 IAW DESC Policy and Procedures Importing AFSS and MAFSS files on page 91 Uploading AFSS or MAFSS files into Accounting on page 92 Viewing transactions for a specific day on page 41 Viewing ledgers on page 41 Viewing transactions for a specific day on page 41 Creating ACCOUNT SND files on page 92 Creating ACCOUNT SND files on page 92 FES Seller in the Fue sManager Defense Dispatch and Fuels Accounting User Manual FES Seller in the Fue sManager Defense Dispatch and Fuels Accounting User Manual Upload error transactions to Accounting on page 95 Editing transactions on page 42 Deleting existing transactions on page 42 Varec Inc 39 Processing Accounting Transactions Step Action Reference 11 Repeat steps 5 through 9 until Editing transactions on page 42 there no longer are any rejected Creating ACCOUNT SND files on transactions If you need page 92 assistance with clearing a reject contact the Help Desk Upload error transactions to Accounting on page 95 12 If both ledgers are identical daily Viewing ledgers
39. Edit or delete fuel shipments as needed 76 Express Edition User Manual FuelsManager Defense Adding Shipment transactions 1 2 From the FuelsManager Defense main menu click Ledger Click the drop down arrow next to Add Transaction and select Shipment The Shipment page which includes Fuel Load Entries and Shipping Release Information tables appears Enter the shipment information An asterisk marks the fields that are required to add the shipment For specific field descriptions see the Shipment field descriptions section Do you want to add a fuel load to the shipment If yes go to the Adding fuel loads procedure If no click Add Adding fuel loads The system calculates the shipment quantity as the sum of the net quantity of the fuel loads You can add more than one fuel load per shipment You can also enter multiple seal numbers per single fuel load entry Note You must use the same truck number for all seals entered on a fuel load In the Fuel Load Entries section click Add Fuel Load A row appears in the Fuel Load table The Net Quantity U S Gallons and Gross Weight Ib fields display as Calculated and are disabled The Quantity field for the Shipment transaction changes to Calculated Type the Truck Number and Seal Meter Number Click the drop down arrow next to Seal Location and select a location Type the Gross Quantity in gallons the Observed Density and
40. ODAAC of the Not editable DD Form 250 1 Block 11 activity receiving the fuel DD Form 1348 7 Block 13b Doc Num Identifies the document number Conditional DD Form 250 Block 16 that assists in tracking the cae DD Form 250 1 Block 13 shipment and receipt This must Description match the corresponding Doc P DD Form 1348 7 Block 6 Num on the shipment Format is Seller DODAAC plus Julian date plus 4 character serial number Example FP48006201J801 Required only for transfer receipts Table 4 4 Receive transaction field descriptions continued Varec Inc 55 Processing Accounting Transactions Field Description Data required Source Final Flag Final Flag indicates whether a Conditional Select Yes if the receipt is the last receipt Receive transaction is the final see Source against the order number For a blanket entry against a specific order order one order number is assigned for all number Required only for shipments made for that month After the final contract receipts shipment is received against that order number select Yes on the last receipt only Select No if there are more receipts for the order number forthcoming Contract Number that identifies different Conditional DD Form 250 Block 1 products on a specific contract see DD Form 250 1 Block 6 Required only for contract Description receipts CLIN Contract Line Item Number that Conditional DD Form 250 Block 15 consists of the site location see DD For
41. Second labor rate amount assigned to the employee Third labor rate amount assigned to the employee Fourth labor rate amount assigned to the employee Employee s work shift Click the drop down arrow to display the list of choices Employee s personnel designation Available when you add or edit a personnel record Click the drop down arrow to display the list of choices Indicates the employee s Military Occupation Specialty MOS according to the Branch of Service Air Force Uses AFSC Air Force Speciality Codes which are alphanumeric codes that identify an Air Force Specialty Officer codes include four characters and enlisted personnel have five characters Navy Uses Naval Ratings designators that describe an officer s profession and the Navy Enlisted Classification System NEC Army Uses the US Army Military Occupational Specialty MOS which is system of categorizing career fields Marine Corps Uses a system of jobs organized into occupational fields Employee field descriptions continued 32 Express Edition User Manual FuelsManager Defense Adding employees 1 From the main menu click Reference Tables and then click Employees The Employees list appears 2 Click Add New Employee The Employees page appears 3 Enter the Employee ID which must be a unique identifier and is required and Title Do not use the employee s Social Security number 4 Enter the l
42. Sender Name Not required for end of month reporting Leave blank Regional Site Indicates whether this is a Regional site Not required for end of month reporting Leave blank Table 3 6 Site field descriptions continued Editing local sites The Local Administrator uses the Sites reference table to define system wide defaults for that particular location When selecting this link the only site available to the Local Administrator is the local site The Local Administrator can edit the configuration of that particular site only 1 From the main menu click Reference Tables and then click Sites A list of current sites appears 2 Click the Edit icon next to the site name that you want to modify 3 Modify the site to contain the correct units and precision for volume temperature and density The Configure Email options are not required for end of month reporting Leave these fields blank For more information see the End of Month EOM process section 4 Click Save The system adds the changes to the database Creating new sites The Local Administrator cannot create a new site however the Site Administrator can create a new site For more information see the Adding Regional Sites section 30 Express Edition User Manual FuelsManager Defense Employees The Local Administrator uses the Employees reference table to manage all employees assigned to the site including the Responsible Offi
43. Source DD Form 250 Block 4 or DD Form 250 1 Defense Fuels Supply Points Block 12 if using Bill of Lading or Block 14 if DFSPs for truck shipments using Cargo Number Required if Trans Mode is W 2 Transfer shipments 8 V A or Z Not required for 2 Gov Barge V Seavan or Z MSC Tanker Trans modes Local 9 or Gov See DD Form 250 1 Block 12 if using Bill of Truck l Lading or Block 14 if using Cargo Number B Motor or 8 Pipeline See DD Form 250 Block 4 or DD Form 1348 7 Block 9 W Com Barge See DD Form 250 1 Block 12 if using Bill of Lading or Block 14 if using Cargo Number A Truck See DD Form 250 Block 4 Mat Code Identifies the Management Not Required Assigned by the FES hub Code Date Date the transaction occurs Required Contract shipments Format is mmddyyyy Example DD Form 250 Block 3 or DD Form 250 1 11 02 2006 Block 27 Transfer shipments 9 Local or Gov Truck DD Form 1348 7 Block 7 date shown on form is MMMDDYYYY 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 27 B Motor or 8 Pipeline See DD Form 250 Block 3 or DD Form 1348 7 Block 7 W Com Barge See DD Form 250 1 Block 27 K Rail See DD Form 250 Block 3 A Truck See DD Form 250 Block 3 Time Time the transaction occurs Required Defaults to current system time Format is 11 10 07 Final Code Identifies the last sequential Not Required Leave blank shipment against a document number or del
44. Tables and then click Contracts The Contracts table appears 2 Click Add New Contracts The Contracts page which includes Contract Line Items and Routing Entries tables appears 3 Enter the contract information An asterisk marks the fields that are required to add the contract For specific field descriptions see the Contract field descriptions section 4 Do you want to add line items to the contract 34 Express Edition User Manual FuelsManager Defense If yes go to the Adding contract line items procedure If no click Add Add another contract or click Close The system adds the contract s to the Contracts table Adding contract line items Line items are specific products and amounts added to the contract l In the Contract Line Items section type the contract line item number Click the drop down arrow next to Grade and select a fuel grade Enter the amount that is authorized for the item and the Unit Price Do you want to add additional line items If yes click Add Line Items and repeat steps 1 through 3 If no go to the Adding routing entries procedure Adding routing entries Routing entries represent the location from which the product is shipped 1 2 In the Routing Entries section complete any fields needed to record the routing entry number Do you want to add additional routing entries If yes click Add Routing Entry A row appears in the Routing E
45. action is sent to Accounting is used for a fueling service This is not a required field for the FES Aviation Identifies the product as an Conditional Auto populated from the Product table aviation fuel Used to see distinguish between aviation Description and ground fuels Not required for ground fuel sales or credits Capitalize Determines whether the Conditional The product is specified as Capitalized from transactions are processed to cad the Product table the FES hub It also generates Description the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Memo Specifies any additional Not Required The memo field is for local use only information that is relevant to Information entered in this field will not be the transaction processed to the FES DESC Identifies the status of the Automatic Auto populated after the record s have been transaction When the Not editable built into the Account transfer file The field is transaction has been sent to the not editable Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Table 4 2 Sale and Defuel transactions field descriptions continued 50 Express Edition User Manual FuelsManager Defense Field Type Contract CLIN Order Number AMDT Suffix Action Code Table 4 3 Request Use Request transactions to record a request for fuel fro
46. action was entered in error 1 From the Ledger table click the date of the transaction 2 Locate the transaction in the table and click the Edit icon next to the transaction The transaction appears in editable form 3 Click Delete A message prompt appears 4 Click OK The system returns to the previous view and deletes the transaction Sorting and filtering transactions When viewing transactions for a single day you can modify the order of the list and sort it by field From the single day transactions click one of the following column headings to resort the list Transaction type Buyer s DODAAC Seller s DODAAC Tail Registration Number Quantity Time 42 Express Edition User Manual FuelsManager Defense Sorting transactions based on field descriptions Follow the steps to view transactions from a single day 1 Click the column heading you want to sort The page refreshes and displays the list in ascending order based on the column heading 2 Click the column heading again to change the sort order to Descending Click the column heading to change the order to Ascending Filtering the transactions by type Transactions can be filtered to show only a particular transaction type using the pre defined filters found at the top of the single day transaction page 1 Follow the steps to view transactions from a single day 2 Click the transaction type above the list of transactions The web page refresh
47. apitalize Memo DESC Table 4 12 Description Identifies the product as an aviation fuel Used to distinguish between aviation and ground fuels Not required for ground fuel sales or credits Determines whether the transactions are processed to the FES hub It also generates the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Specifies any additional information that is relevant to the transaction Identifies the status of the transaction When the transaction has been sent to the Defense Energy Support Center DESC a check mark appears in the check box Note Transactions sent to the DESC cannot be edited or deleted Data required Conditional see Description Conditional see Description Not Required Automatic Not editable Source Auto populated from the Product table The product is specified as Capitalized from the Product table The memo field is for local use only Information entered in this field will not be processed to the FES Auto populated after the record s have been built into the Account transfer file The field is not editable Commercial transaction field descriptions continued Varec Inc 85 Processing Accounting Transactions Query Utility Use queries to investigate database issues gather information about your site s transactions or locate a particular record For example you can run a que
48. ast first and middle names then enter the employee s Date of Birth 5 If needed enter the employee s address including the City State Zip code and Country To prevent problems with disclosing per sonal information use the site address or leave these fields blank 6 Enter the Email address You must complete this field for those employees who are required to receive the End of Month report 7 If needed enter primary and secondary phone numbers 8 Select the Responsible Officer check box if this employee is designated as a responsible officer If selected the employee is placed on the responsible officer list and receives the End of Month EOM Report For more information see the Configuring email for responsible officers section 9 Select the appropriate supervisor and the date of supervision then enter the department and select the date that the employee was assigned to the department 10 If needed enter the rates for the labor cost not a required entry 11 Click the drop down arrow next to Shift and select a shift code 12 Click the drop down arrow next to Designation and select the per sonnel designation Options include Officer Enlisted Contractor and Foreign 13 Enter the Speciality which is the employee s area of expertise 14 Click Add and then click Close The system adds the employee to the database Editing employees 1 From the main menu click Reference Tables and then click Employ
49. ates a transaction with the flags required to cancel the original transaction It also creates a new transaction so that you can enter the correct data This option is useful when you have sent a transaction to FES that posted as valid but has incorrect data You can reverse this transaction and enter a corrected transaction l 2 From the Ledger table click the date of the transaction Find the transaction you want to reverse and click the correspond ing Edit icon The transaction appears in editable form Review the data and verify that this is the transaction you want to reverse update Click Reverse Update A confirmation message appears Are you sure you want to reverse this record and create a new record If yes click OK The system creates the reverse post transaction and prompts you to enter a corrected version of the transaction Correct the transaction and then click Save The system creates a new transaction If no click Cancel The system returns to the original transaction with no reverse post action taken Reprocessing transactions You can set transactions by product and date to be reprocessed in the next ACCOUNT SND file 1 From the Accounting main menu click Upload and then click Reprocess The Reprocess Transactions window appears From the Available Products list select the products to reprocess and click Assign The products move to the Selected Products list Click Add Date to add a dat
50. au Number Air Force customers Line 5 positions 1 8 Number f 7 ies oe 7 Army uses four digits Non DoD customers Line 5 positions 1 8 Air Force uses eight digits To search for the identification number type the first three or four numbers in the field and then click the Insert link A window with a list of numbers opens Next to Registration ID click the drop down arrow select a number and then click Load Note If the Tail Number BUNO Number Reg Number field is left blank only the first 500 identification numbers appear in the list Card Credit card number for the Not Required Acquired by ADC Systems for sites equipped Number aircraft or unit with ADC MDS Mission Design Series or Type Required See DD Form 1896 Model Series for Navy Army customers Line 5 positions 1 5 customers type of aircraft sn Navy customers Line 1 positions 13 18 Air Force customers Line 3 positions 10 15 Non DoD customers Line 3 positions 10 15 Seller Account code of activity from Required Auto populated DODAAC which the fuel is requisitioned BOS Branch of Service Required See DD Form 1896 Line 1 Army customers positions 1 3 Navy customers positions 1 3 Air Force customers positions 1 3 Non DoD customers positions 1 3 Table 4 2 Sale and Defuel transactions field descriptions continued 48 Express Edition User Manual FuelsManager Defense Field UC Mgt Code Doc Num Carrier Code Activity Issue Pt
51. aults to current time Time the fuel was issued credited Defaults to current time Branch of Service for the purchase location Organization code for the purchase location Use Code transaction identifier A two position code used in conjunction with the civil engineer s work order number Reflects the issuer s shop code Unit by which the product is measured Data required Automatic Not editable Required Required Required Required Not Required Required Not Required Automatic Not editable Source Auto populated Reissue Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES VIMS Vehicle Integrated Management Not Required Currently not supported by the Fuels System Enterprise Server FES BOS Branch of Service for the activity Required Currently not supported by the Fuels purchasing the fuel Enterprise Server FES Non Fly Org Organization code for Air Force Co
52. bles and then click Users The list of existing users appears In the Users list select a user and click Edit If enabling a user type the password in the Password and Confirm New Password fields The password appears as dots As needed select or clear the Disabled check box Varec Inc 15 Configuring the Database Groups 5 Click Save and then click Close After you create user accounts you assign them to predefined functional groups such as Accounting or Dispatch Some users may belong to one or more groups however a user must be assigned to at least one group to use the application A message prompt appears if a valid user who is not a member of any group tries to log on to the Accounting application A group should reflect a practical division of responsibilities among the people who use the FuelsManager Defense system For more information see the Permissions section Maintain a list of personnel users with the specific permissions groups assigned per their duties Groups e E A Accounting ee Administrator el E cor e Ep Dispatch fal Ep Equipment Status fad e En Inflights as Be Maintenance tad EJ Personnel aS eel Quality Assurance mud fad oe Ep Training e Trans Upload 5 Assigning users to groups Use this procedure to assign users to groups 1 From the main menu click Reference Tables and then click Groups The list of
53. c Inc 13 Configuring the Database User Security Local Administrators Before users can access the system and do their work you must complete the following security tasks Configure security policies for user passwords Create user accounts so that staff members can access the system Assign users to functional groups User accounts You must create a unique user account which includes a user name and a password for each user who accesses the FuelsManager Defense system Users cannot access the applications unless a valid account has been created for them Strong security settings must be enabled for FuelsManager Defense Passwords must have a minimum of nine characters and contain at least two numbers two lower case letters two upper case letters and two nonalphanumeric characters such as amp or All user account settings are established per JTF GNO Communication Tasking Order 06 02 with the additional requirement that passwords be set to expire every 60 days DoD policy is that administrators use two separate accounts when working with FuelsManager Defense Use one account strictly for administrative duties such as defining security policies The second account should be used for performing daily duties such as uploading files or posting transactions Users A y Admin B Smith E Add New User Adding user accounts Use this procedure to add new users in the Accounting applicati
54. cer The Local Administrator can add edit or delete employees Employee field descriptions Field Employee ID Title Last Name First Name Middle Name Date of Birth Address City State Zip Country Email Phone 1 Phone 2 Responsible Officer Supervisor Date of Supervision Department Date Assigned Description Employee s unique identification number Do not use the employee s Social Security Number Required to add new employees Employee s title Employee s last name Employee s first name Employee s middle name Employee s date of birth Employee s street address Employee s city Employee s state Employee s zip code or postal code Employee s country Employee s email address Employee s primary phone number Any secondary phone number such as a cell phone Designates the employee as a responsible officer Select this option for those employees who are required to receive the End of Month report Employee s supervisor Date the employee began reporting to the supervisor Department to which the employee is assigned Date the employee was assigned to the department Table 3 7 Employee field descriptions Varec Inc 31 Configuring the Database Field Labor Rate 1 Labor Rate 2 Labor Rate 3 Labor Rate 4 Shift Designation Specialty Table 3 7 Description Labor rate amount assigned to the employee
55. commercial location This window shows an example of a Commercial transaction Note The A in the Field and Description columns represents the labels viewed under the aviation product code The G in the Field and Description columns represents the labels viewed under a ground fuel product code If the Grade is changed to Ground then the field requirements change Varec Inc 81 Processing Accounting Transactions Field Type Grade Date Time Buyer s DODAAC Unit of Issue TEX Code Type Buyer s DODAAC TEX Code Routing ID Purchase Loc Rental Code Tail Number e Extended Cost Signal Code Aviation Memo Date i e MMIDD YYYY COMMERCIAL 4 01 2005 Grade Time Unit of Issue Bos Report Desig Country Code Quantity Serial Number Supp DODAAC Fund Code Iss Pt Num Capitalize JP8 y 11 32 19 U S Gallons Commercial transaction field descriptions Description The transaction type Product represented by a three character code authorized to be sold by the selling DFSP Date the fuel was issued defueled Defaults to the current date Time the fuel was issued defueled Defaults to the current time Department of Defense Activity Address Code DODAAC or Federal Activity Address Code FEDAAC or T DODAAC of the receiving aircraft airwing squadron activity
56. d Registration number of the vehicle equipment ground fuel only Identification number of the receiving defueled aircraft Navy Marine Corps use 6 digits also referred to as a Bureau Number Army uses 7 digits Air Force uses 8 digits Aviation fuel only Data required Required Not Required Conditional see Description Required Not Required Not Required Not Required Required Required Required Source See commercial sales receipt See Description See commercial sales receipt Army customers APC See DD Form 1896 Line 1 positions 15 20 Navy customers TEC See DESC Web site Air Force customers Rpt Des Air Force Line of Accounting AF LOA See Description See Description See commercial sales receipt See commercial sales receipt See commercial sales receipt See commercial sales receipt Table 4 12 Commercial transaction field descriptions continued Varec Inc 83 Processing Accounting Transactions Field Sequence Number G Serial Number A Extended Cost Supp DODAAC Signal Code Fund Code MDS A Issue Pt Num UC Description Last four positions on the preprinted document Amount of fuel issued multiplied by price per unit Supplemental account code number of the Buyer This is required when the Signal Code is other than A Also used by the Army and Navy Marine Corps when Job Order Primary Control Numb
57. d then follow the steps required for the Print command 4 Click Download Results to download query results to the queryresults csv file and display them in an Excel spreadsheet 5 Save the Excel spreadsheet Saving queries You can save a query for later use 4 FuelsManager Query Save Mic a S Query Name Description 1 After you build your query click Save The Query Save dialog box appears Varec Inc 89 Processing Accounting Transactions 2 Type an appropriate Query Name and Description 3 Click Save The window closes and saves your query For more information see the Loading queries section Loading queries You can load any query that you have previously saved 4 FuelsManager Query Load Mic ed Query Name i Description Semple Query 1 From the main menu click Query 2 Click and follow the load a saved query link 3 Select the Query Name and then Click Load The system closes the window and displays the selected query on the Query page Examples The Common queries Accounting table lists the applications criteria and results for common queries Application Query Results Criteria Accounting Indicates all transactions on 8 10 2007 for Date 8 10 2007 AND Buyer s DODAACs that begin with FP and do not DODAAC LIKE FP AND BOS lt gt PAF have PAF for the Branch of Service BOS Table 4 14 Common queries Accounting 90
58. dentifies the contract Can include up to seven alphanumeric characters no spaces Required to generate shipping documents in the Shipment transaction Note DFSP shipments do not require contracts Identifies the customer Can include up to 50 characters Starting date for the contract Format is mmddyyyy Examples 11 19 2005 01 06 2006 10 07 2006 End date for the contract Format is mmddyyyy Examples 11 19 2005 01 06 2006 10 07 2007 Customer s address Can include up to 50 characters Supplemental address information Supplemental address information Contract field descriptions Data required Required Required Required Required Not Required Not Required Not Required 36 Express Edition User Manual FuelsManager Defense Table 3 8 Field City State Zip Point of Contact Phone Email Seller DODAAC Supp DODAAC RID Routing Instruction Notes Customer DODAAC Attention To RIC From Additional Info Notes Description Name of the city Name of the state Zip code Name of the contact person Customer phone number Customer email address Account code from which the fuel is requisitioned Defaults to the site name Supplemental account code number of the buyer Codes used on Route Orders to identify conditions and stipulations required Can include up to three characters Account code number for the customer Includes six alphanum
59. dify the shipment Go to the Fuel Load Entries section and add modify or delete line items as needed To delete a fuel load entry click the X button Go to the Shipping Release Info section and add modify or delete the shipping information Click Save and then click Close Deleting fuel shipments 1 2 From the FuelsManager Defense main menu click Ledger In the Ledger table click the date of the transaction The Ledger page appears Locate the Shipment transaction to delete and click the Edit icon The Shipment transaction page appears 78 Express Edition User Manual FuelsManager Defense 4 Verify that this the shipment to delete and then click Delete A message prompt appears 5 Click OK The Ledger page appears Determine Use Determine transactions to record gains and losses This window shows an example of a Determine transaction Note Only one Determine transaction of the same type can be processed to the FES hub per day per grade of capitalized product Type DETERMINE Seller DODAAC Grade JP8 y Determine Type Spill B zi GainiLoss Loss y Quantity Date i e MMIDO YYYY 03 29 2005 Time h23013a oo Aviation Vv Capitalize Vv Memo Indicates required information Determine transaction field descriptions Field Description Data required Source Type The transaction type Automatic Auto populated Determine Not editable
60. digits Signal Code One position code that signals Required DD Form 791 Block 7e which DODAAC is to receive the bill Valid codes are A B C D J K L M W and X Table 4 7 Inflight transaction field descriptions continued 64 Express Edition User Manual FuelsManager Defense Field Fund Code Mission Number Serial Number Quantity Lbs Gallons Aviation Capitalize Memo DESC Table 4 7 Description Data required Two character code that is Required assigned by the responsible command or financial office Mission number for the tanker Conditional operation Not required at the see FES Can include up to 20 Description characters The serial number of issues that Conditional have been serviced from that see tanker Not required at the FES Description Amount of fuel issued Required jettisoned in pounds Amount of fuel issued Automatic jettisoned in gallons This is the Not editable quantity in pounds lbs multiplied by the conversion factor for example JP5 6 8 JP8 6 7 Identifies the product as an Conditional aviation fuel Used to see distinguish between aviation Description and ground fuels Not required for ground fuel sales or credits Determines whether the Conditional transactions are processed to see the FES hub It also generates Description the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Specifi
61. dministrator Use this procedure to configure security policies for Regional Sites 1 From the main menu click Reference Tables and then click Security Policies The Security Policies settings appear Click Change Settings The Settings page appears Set the Maximum Password Age in days to 60 This number rep resents the maximum number of days that a password is in effect Set the Account Lockout Threshold to 3 This number represents the maximum number of consecutive failed login attempts that a user can have before being denied access to the system Select Required Strong Passwords The system applies the settings for following strong passwords Passwords must have a minimum of nine characters and contain at least two numbers two lower case letters two upper case letters and two nonalphanumeric characters such as amp or Click Save and then click Close 10 Express Edition User Manual FuelsManager Defense Changing the Site Administrator password Use this procedure to change the Site Administrator password 1 From the main menu click Reference Tables and then click Change Password Type the Old Password Type the new password in the New Password and Confirm New Password fields Click Save and then click Close Varec Inc 11 Configuring Regional Sites 12 Express Edition User Manual 3 Configuring the Database FuelsManager Defense Database This section o
62. dow 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 A scrollable viewing area on screen May refer to the entire application in a window 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 Use this button to close the window or application Use this button to enlarge the application window so that it fills the entire desktop Use this button to reduce the application window to an icon at the bottom of the screen This button can restore an application window to its previous size and location The Window border is the outside edge of a window The user can change the window size by dragging the border in or out on each side of a window Varec Inc vi Express Edition User Manual Contents INTO CUCHON cdta SE eed Soars Bans 1 Administrator Types ooooccoococcco ee 1 Site Administrator 1 2 2 0 0000 eee ee eee 1 Local Administrator 1 2 0 0 2 000 cece eee eee 1 Getting Started 0 tees 2 LOQGING ON tice mata Mts bara and bate ta Pai 2 Changing passwords 000 cee eee ee eee 3 Main Menu 0 00000 cee es 4 Configuring Regional Sites 5 User Security Regional 0 020 eee eens 5 User ACCOUNTS iii bless a dA ot a aS 5 Sites R
63. e sold by the selling Defense Fuels Supply Points DFSPs Quantity Amount of fuel issued Required DD Form 1898 or ADC Receipt defueled Buyer s Department of Defense Activity Required See DD Form 1896 Line 5 DODAAC Address Code DODAAC or Army customers positions 15 20 Federal Activity Address Code Pa FEDAAC or T DODAAC Navy customers positions 1 6 Air Force customers positions 11 16 Non DoD customers positions 9 14 Table 4 2 Sale and Defuel transactions field descriptions 46 Express Edition User Manual FuelsManager Defense Field Supp DODAAC Date Time Signal Code Fund Code Report Designator APC TEC Trans Mode Table 4 2 Description Data required Supplemental account code Conditional number of the Buyer This is required when the Signal Code is other than A Also used by the Army and Navy Marine Corps when Job Order Primary Control Numbers are used Can start with any letter see Description Date the fuel was issued Required defueled Defaults to current date Time the fuel was issued defueled Defaults to current time Required One position code that signals Required which DODAAC is to receive the bill Valid codes are A B C D J K L M W and X Two character code that is assigned by the responsible command or financial office Required The Sub Account for the airwing squadron Required Report Designator Used by the Air Force AP
64. e Precision Temperature Units Temperature Precision Density Units Density Precision Configure Email Email Server Email User ID Email Password Email From Address Table 3 6 Site field descriptions Description Unique identifier for the site Describes the site Engineering units for the volume data for this site Note You can override this value ona product by product basis For more information see the Products section Number of decimal places to show for the volume data for this site Note You can override this value ona product by product basis For more information see the Products section Engineering units to use when displaying the temperature data for this site Number of decimal places to show when displaying temperature data for this site Engineering units to be used when displaying the density data for this site Note You can override this value ona product by product basis For more information see the Products section Number of decimal places to be shown when displaying density data for this product Not required for end of month reporting Leave blank Not required for end of month reporting Leave blank Not required for end of month reporting Leave blank Not required for end of month reporting Leave blank Not required for end of month reporting Leave blank Varec Inc 29 Configuring the Database Field Description Email
65. e connected to the Internet or to the FuelsManager Defense network server Accept the Department of Defense notice before you log on to the Accounting application Logging on ZA d FuelsManager BP Welcome Username Password Site Vanes Home About Us Support Online Help 1 From the FuelsManager Defense application click Module and then click Accounting 2 Enter your Username Enter your personnel Password The characters appear as dots 4 Enter the DODAAC Express Edition User Manual FuelsManager Defense 5 Click Log On The system logs you on to the FuelsManager Defense Accounting application and displays the FuelsManager Defense home page and main menu If you are logging on as the initial Local Administrator get the user name and password from the Site Administrator who added your site The system prompts you to change your password after you log in for the first time and stores the last 24 passwords that you have used Select a different password each time the system prompts you to change it Changing passwords The system prompts you to change your password after you log in for the first time Use this procedure to reset or unlock passwords after the initial password change The system stores the last 24 passwords that you have used Select a different password each time the system prompts you to change it Note Passwords for user accounts must have a minimum of nine characters and
66. e dialog box appears 4 Navigate your directories select the file you want to import and then click Open The Import File Name field displays the root and filename of the file you selected 5 Click Upload The system uploads the file and adds the transactions to the appropriate ledgers A message prompt appears Your file was successfully received at the server Creating ACCOUNT SND files Use the Sending Transactions option to create the ACCOUNT SND file which includes daily accounting transactions and ledger totals You then manually upload the file to Fuels Enterprise Server FES a Upload gt AFSSIMAFSS P Sending Transactions gt Reprocess gt Errors Send Transactions to Fuels Enterprise Server FES amp Step 1 Sending transactions to FES Create ACCOUNT SND 1 Review and verify daily transactions and ledger totals 2 When you are satisfied with your accounting transactions click the Create ACCOUNT SND button to the right This action creates the ACCOUNT SND file thet must be uploaded to the Fuels Enterprise Server FES 3 The ACCOUNT SND file is saved in the selected location 1 Review and verify your daily transactions and ledger totals 92 Express Edition User Manual FuelsManager Defense 2 From the Accounting main menu click Upload The upload window appears 3 Click Sending Transactions and then click Create ACCOUNT SND The system creates the file and a message confirmation appears
67. e to the transactions Click Reprocess Varec Inc 97 Processing Accounting Transactions End of Month EOM process The End of Month EOM process is triggered by entering an Adjust transaction on the last day of the month When you save the Adjust transaction FuelsManager Defense sends an email to the designated responsible officers identified in either the Employees table or the Personnel application A Determine transaction is automatically created that is sent with the ACCOUNT SND file to the Fuels Enterprise Server FES along with the Adjust transaction Configuring email for responsible officers 1 From the main menu click Reference Tables and then click Employees The Employees list appears Click Add New Employee The Employees page appears Enter the Employee ID which must be a unique identifier and is required and Title Do not use the employee s Social Security number Enter the last first and middle names Enter the Email address You must complete this field for those employees who are required to receive the End of Month report Select the Responsible Officer check box if this employee is designated as a responsible officer If selected the employee is placed on the responsible officer list and receives the End of Month EOM Report Click Add and then click Close The system adds the employee to the database In addition create an entry for DESC so that DESC employees will receive
68. ears 4 Click OK The system deletes the record from the Customer Accounts table and returns to the list of accounts Undeleting transactions The Undelete Reference table includes a check box that you can select to show deleted transactions in your ledgers making them available to undelete 1 From the main menu click Reference Tables and then click Undelete The Undelete page for viewing mode appears 2 Select or clear the Undelete check box and then click Set Viewing Status To undelete a transaction make sure this check box is selected 3 Edit the transaction you want to undelete and click the Undelete button Sites Local A location may have either a Site Administrator or a Local Administrator The Site Administrator creates new sites and assigns a single administrative user to that site This user the Local Administrator subsequently creates all the reference table data used by local users and FuelsManager Defense Base Level Application Before you modify sites information contact the Help Desk in Atlanta at DSN 697 6733 or at the toll free number 1 800 446 4950 Users Groups Products Cust Accounts Undelete Sites Security Policies Change Password Contracts Sites Sia Cae a fl FPS518 RAF MILDENHALL U S Gallons Degrees Fahrenheit Degrees API O 28 Express Edition User Manual FuelsManager Defense Site field descriptions Field Site ID DODAAC Description Volume Units Volum
69. ees The Employees list appears 2 Select an employee and click Edit The Employees page appears 3 Edit the record as needed 4 Click Save and then click Close The system updates the database and the Employees list appears Varec Inc 33 Configuring the Database Deleting employees 1 From the main menu click Reference Tables and then click Employees The Employees list appears 2 Select an employee and click Edit The Employees page appears 3 Click Delete A message prompt appears 4 Click OK The system deletes the record from the database and the Employees list appears Contracts The Contracts table stores the data that is required to produce shipping documents generated in the Shipment transaction You use the Shipment transaction to generate DD Form 1348 7 DoD Milspets Single Line Item Requisition Release Receipt Document which records shipments For more information about generating shipping documents see the Shipment and Processing Fuel Shipments sections Note The Contracts table is used only by locations that are required to generate shipping documents To maintain the Contracts table you must complete the following tasks Add a new contract to the table Add line items to the contract Add routing entries to the contract Edit an existing contract as needed Delete contracts that are no longer needed Adding new contracts 1 From the main menu click Reference
70. egional 0 00 cee eee 6 Adding Regional Sites 0 0 00 c eee ee eee 7 Associating Regional and Local SiteS 8 Disassociating Regional and Local Sites 9 Editing Regional Sites o ooooooooomoooo 9 Deleting Regional Sites o o o oooooooooooo 9 Changing a Regional Site to a Local Site 10 Security Policies Regi0nal oooooooccoooo 10 Configuring security policies for the Site Administrator 10 Changing the Site Administrator password 11 Configuring the Database 13 FuelsManager Defense Database 13 User Security Local Administrators 14 User ACCOUNTS di ts a e ata sita 14 A A a es 16 Security Policies sarrit egmaat ean a ARA 17 Reference Tables ooooococcocococo o 18 ProdUGIS cui it dona 18 Varec Inc vii Contents EQUIP MENE teu areca A Maes ahs 21 Equipment types 000 c eee eee eee 24 Customer accounts ooo 26 Sites LOCAl jes sein dace re bles iaa a we ed 28 Employees gt mi aatia taa wie ee eee hee ee oe 31 COMPACTS ui cases x huts th wee tati fatale laca adas 34 Adding new contractS 0000 c eee eee eee 34 Adding contract line items 00000000 35 Adding routing entries 00002 eee eee 35 Editing contracts a an aaua aa aeaa 35 Deleting contracts a na auaa a aaan aaa 36 Processing Accounting
71. entifies the product as an aviation fuel This is used to distinguish between aviation and ground fuels Volume Units Engineering units to be used when displaying the volume data for this product Volume Precision Number of decimal places to be shown when displaying volume data for this product Temperature Units Engineering units to be used when displaying the temperature for this product Table 3 2 Product field descriptions 18 Express Edition User Manual FuelsManager Defense Field Temperature Precision Density Units Density Precision Price Capitalize Volume Correction Major Group Minor Group Inflight Conversion Factor Description Number of decimal places to be shown when displaying temperature data for the product Engineering units to be used when displaying the density data for this product Number of decimal places to be shown when displaying density data for this product Dollar figure per unit of volume for this product for example 1 5 with volume units of U S Gallon means 1 50 per gallon Determines whether the transactions are processed to the Fuels Enterprise Server hub Also generates the automated End of Month EOM close out routine Defines the volume correction technique based on international standards such as American Petroleum Institute API to be used in the calculation of standard density and standard volume Since the volume of the
72. er name for the Site Administrator Available when adding a new site Password for the Site Administrator Available when adding a new site Verify password Available when adding a new site Enables or disables a Regional Site If enabled the Associate Local Sites button is available Table 2 1 Regional Site field descriptions continued Adding Regional Sites Use this procedure to add a Regional Site You must be logged on as the Site Administrator to complete this procedure 1 From the main menu click Reference Tables and then click Sites A list of current sites appears 2 Click Add New Site The Sites page appears Enter the Site ID DODAAC and Description 4 Select the drop down arrow next to Volume Units and select a vol ume measurement 5 If needed enter the Volume Precision Varec Inc Configuring Regional Sites 10 11 12 13 14 15 Select the drop down arrow next to Temperature Units and select a temperature measurement If needed enter the Temperature Precision Select the drop down arrow next to Density Units and select a density measurement If needed enter the Density Precision Type the Admin Username Type the password in the Admin Password and Verify Password fields Select the Regional Site check box The Associate Local Sites button becomes available Do you want to associate this Regional Site with one or more Local Sites If yes see the
73. eric characters Person to whom the contract is addressed Route Identification Code Can include up to 10 characters Lists additional information that appears on the shipping document Can include up to 1000 characters Appears as an asterisk on the Contracts table Lists comments that appear on the contract Can include up to 1000 characters Contract field descriptions continued Data required Not Required Not Required Not Required Required Not Required Not Required Required Not Required Not Required Required Not Required Not Required Not Required Not Required Varec Inc 37 Configuring the Database Contract Line ltems and Routing Entries field descriptions Field Description Data required CLIN Contract Line Item Number that Required corresponds to the grade of fuel on the contract Required to generate shipping documents in the Shipments transaction Note DFSP shipments do not require contracts Grade Grade of fuel represented by a three Required character code Must be defined in the Products table Amt Auth Amount authorized Not Required Unit Price Per unit price Not Required RTORD Shipping instructions issued by the Required Military Surface Deployment and Distribution Command Operations Center or Theater Commander that specify the mode of transportation carrier s to move the shipment rate minimum shipment weight tariff or tender authority and any per
74. ers are used One position code that signals which DODAAC is to receive the bill Valid codes are A B C D J K L M W and X Two character code that is assigned by the responsible command or financial office Mission Design Series type of aircraft aviation fuels only Last two numbers of the issuing truck hydrant Sometimes used to note when a truck has been issued more than 99 times in one day In this case the code is the 1st letter of the Issue Pt issue point and the last digit of the issuing truck original Issue Number Use code transaction identifier Data required Not Required Required Conditional see Description Required Required Required Not Required Required Source See commercial sales receipt See commercial sales receipt See commercial sales receipt See commercial sales receipt See commercial sales receipt See commercial sales receipt See commercial sales receipt Army customers Use A for all aviation Sales Credit Use 1 for all ground fuel Sales Credits Navy customers Use A for all aviation Sales Credits Use 1 for all ground fuel Sales Credits Note Navy Base Level DFSPs issuing fuel to Navy Ships enter the MILSTRIP Document Num ber from Block 6 of the DD Form 1149 witha Use Code of S Table 4 12 Commercial transaction field descriptions continued 84 Express Edition User Manual FuelsManager Defense Field Aviation C
75. es any additional Not Required information that is relevant to the transaction Automatic Not editable Identifies the status of the transaction When the transaction has been sent to the Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Inflight transaction field descriptions continued Source DD Form 791 Block 7e For local use in the Fuels Management facility For local use in the Fuels Management facility DD Form 791 Block 7f 1 DD Form 791 Block 7f 2 Auto populated from the Product table The product is specified as Capitalized from the Product table The memo field is for local use only Information entered in this field will not be processed to the FES Auto populated after the record s have been built into the Account transfer file The field is not editable Varec Inc 65 Processing Accounting Transactions Adjust Use Adjust transactions to record the physical inventory of the fuel This window shows an example of an Adjust transaction Note One Adjustment per day per grade of capitalized product can be created and processed to the FES hub Type ADJUST Grade JP8 y Quantity Unit of Issue U S Gallons Date i e MMIDD YYYY 04 01 2005 Time 11 30 14 Seller DODAAC Aviation Vv Capitalize Vv Memo F Desc Indicates required information Add Close
76. es with the list of transactions of the type you selected Adding new transactions Many of your transactions are automatically entered from the Dispatch application see the Fue sManager Defense Dispatch and Fuels Accounting User Manual or through the Upload feature You can also add new transactions from the ledger or single day transactions listing For more information see the Importing AFSS and MAFSS files section You can add a transaction while viewing either the ledger or the single day transaction pages The control to add a transaction is located above the list of transactions on the left side of the window 1 From the Ledger table or single day listing locate the Add Transaction list box and select the transaction type you want to enter The Add Transaction form appears 2 Enter the required information for the transaction See the Transaction Types section for specific field information and requirements 3 Click Add The system adds the transaction to the ledger Varec Inc 43 Processing Accounting Transactions Transaction Types There are 11 different types of transactions in FuelsManager Defense Each of these can be viewed created edited and deleted in Accounting The available types of transactions are listed as follows Sale Records the sale of product to a consumer Defuel Records the return of fuel from a consumer for credit Request Records a request for fuel from an off s
77. file matches a record in your Customer Accounts table the system uses the Customer Accounts data to populate the appropriate Billing Information Varec Inc 91 Processing Accounting Transactions a Upload gt AFSSMAFSS gt Sending Transactions gt Reprocess gt Errors Automated Fuel Service Station Gas Station and Mobile Automated Fuel Service Station Transactions Step 1 Selecting an AFSS MAFSS File to upload Browse 1 To obtain your Automated Fuel Service Station AFSS or Mobile Automated Fuel Service Station MAFSS file locate the file on your computer where the service station transactions reside 2 Click the Browse button to the right then navigate to your local Hard C drive or Floppy A drive 3 Select the AFSS MAFSS file containing the transactions you want to upload For Example C Program Files SynTech DoDFMAE Transactions wiltransactions pn amp Step 2 Uploading an AFSS MAFSS File to FuelsManager Upload 1 Click Upload to import the AFSS MAFSS data from your selected file into the FuelsManager Accounting server When you see the message Your file was successfully received at the server the transactions have been loaded for processing in the FuelsManager Accounting Module Uploading AFSS or MAFSS files into Accounting 1 Export the AFSS file For more information see your AFSS docu mentation 2 In the Ledger table click Upload 3 Click the Browse button A Choose fil
78. file name field below Download the error file FP4800 err 7 Click the Browse button A Choose File dialog box appears 8 Navigate to the directory where you saved the file select the file to upload and then click Open The File Upload dialog box appears and includes the file name File Upload for FP4800 Click the Browse button to select the file that you want to upload You may also copy C fccdata transactions Account snd and paste it in the file name field below CAFCCDATANTRANSA Browse FAS Upload Download the error file FP4800 err 9 Click the FAS Upload button The system sends the file to FES and a confirmation message appears Your file was successfully loaded File Upload for FP4800 Your file Account_FP4800_12 12 2006__12 55 36 snd_ has been successfully uploaded Please review the error file for possible errors Click the Browse button to select the file that you want to upload You may also copy C fccdata transactions Account snd and paste it in the file name field below Browse FAS Upload Download the error file FP4800 err 94 Express Edition User Manual FuelsManager Defense Upload error transactions to Accounting Upload gt AFSS MAFSS gt Sending Transactions gt Reprocess gt Errors Upload Error Transactions a step 1 Selecting an Error File to Upload 1 Download the error file from the FES web site https www fes
79. for the equipment piece This must be unique to this record Description Describes the equipment piece Volume Indicates the current volume contained Grade The three digit product grade used Issue Pt Num Identifies the issue point number which is the last two digits of the registration ID for the service vehicle Additive This option designates a truck hydrant or aircraft that requires a fuel additive For example this can be either a 100 vehicle or a vehicle that requires 100 fuel service Fueling State Displays what the equipment is used for refueling or defueling Table 3 3 Equipment field descriptions Varec Inc 21 Configuring the Database Field In Service Return to Service Date Facility ID Attached to Facility ID DLA Equipment ID Real Personal List Property Real Property Record ID Attached to Real Property IMP Eligible Sustaining Activity Rated GPM Actual GPM Cathodic Protection Manufacture Date Installation Date Inspection Date Description Displays the equipment service status in service selected or out of service cleared Displays the projected return to service date Identifies the facility where the equipment is stored Identifies the equipment attached to another piece of equipment or toa facility Identifies the equipment ID for the DLA Indicates the equipment property type for example real or personal Available whe
80. he product is specified as Capitalized from transactions are processed to SE the Product table the FES hub It also generates Description the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Table 4 11 Determine transaction field descriptions continued 80 Express Edition User Manual FuelsManager Defense Field Memo DESC Table 4 11 Description Data required Source Specifies any additional Not Required The memo field is for local use only information that is relevant to Information entered in this field will not be the transaction processed to the FES Identifies the status of the Automatic Auto populated after the record s have been transaction When the Not editable built into the Account transfer file The field is transaction has been sent to the not editable Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Determine transaction field descriptions continued Commercial Use Commercial transactions to record fuel that is purchased off site This transaction type generally will not be completed by the DoD In most cases the DoD carries the NLS NMU product codes for ground fuel and NAA product code for aviation fuel Then a Sale and Credit transaction is generated to account for this type of transaction in which an entity must be reimbursed for a sale from a
81. hub desc dla mil 2 Obtain your Error file by locating the file on your computer where the error file was downloaded to from the FES web site 3 Click the Browse button to the right then navigate to your local Hard C drive or Floppy A drive 4 Select the error file containing the transactions you want to upload For Example C Program Files FuelsManager Errors FP6703 err amp Step 2 Uploading an error file to FuelsManager Upload 1 Click Upload to import the error transactions from your selected file into the FuelsManager Accounting server When you see the message Your file was successfully received at the server the transactions have been loaded for processing in the FuelsManager Accounting Module You must upload the error file err to the Accounting server so that you can identify and correct any errors from the ledger Do not attempt to reverse or reverse update error transactions Use these options only when you must remove or replace a valid Fuels Enterprise Server hub transaction 1 Obtain your error file and save it to a local directory 2 From the Accounting main menu click Upload and then click Errors The Upload Error Transactions window appears 3 Click the Browse button and select the error file you want to upload 4 Click Upload A confirmation message appears Your file was suc cessfully received at the server 5 Check your ledger for errors The days that contain errors are shaded red
82. ional Site field descriptions The table below lists the Regional Site field descriptions found on the Sites page Field Description Site ID DODAAC Unique identifier for the site Description Describes the site Volume Units Engineering units for the volume data for this site Note You can override this value on a product by product basis For more information see the Products section Volume Precision Number of decimal places to show for the volume data for this site Note You can override this value on a product by product basis For more information see the Products section Table 2 1 Regional Site field descriptions Express Edition User Manual FuelsManager Defense Field Temperature Units Temperature Precision Density Units Density Precision Admin Username Admin Password Verify Password Regional Site Description Engineering units to use when displaying the temperature data for this site Number of decimal places to show when displaying temperature data for this site Engineering units to be used when displaying density data for this site Note You can override this value ona product by product basis For more information see the Products section Number of decimal places to show when displaying density data for this site Note You can override this value ona product by product basis For more information see the Products section Us
83. ite supplier through ports Receive Records the receipt of fuel from an off site supplier Regrade Records a change of product type typically a downgrade or additive Reissue Records the secondary sale of product from a consumers inventory The units of issue are determined by the configuration of the local site Inflight Records fuel that is transferred during inflight refueling The units of issue are determined by the configuration of the local site Adjust Records the physical inventory of the fuel Shipment Records the transfer of fuel from one site to another Determine Records gains and losses Commercial Records fuel that is purchased off site Sale and Defuel Sale and Defuel transactions represent sales and defuels of product to or from a customer Use Sales to record issue or refuel transactions and Defuels to record defuel or credit transactions 44 Express Edition User Manual FuelsManager Defense Type Unit of Issue Buyer s DODAAC Date i e MMDD YYYY Signal Code Report Designator Tail Number Aviation SALE U S Gallons Fras pzz 3 wo 03004041 Inse t FO22A ACC Grade Quantity Supp DODAAC Time Fund Code Trans Mode CardNum Seller DODAAC uc Doc Num Activity Iss Pt Num Capitalize This window shows an example of an Air Force Sale transaction Type Unit of Issue Buyer
84. ivery order Table 4 9 Shipment transaction field descriptions continued 72 Express Edition User Manual FuelsManager Defense Field Description Data required Source Carrier Four character alphanumeric Conditional Contract shipments Code code that identifies the see Source DD Form 250 Block 11 if different from Block transport company assigned by 9 or DD Form 250 1 Block 7 the Defense Fuel Supply Point Transfer shipments DFSP Also known as a 2 Gov Barge V Seavan or Z MSC Tanker Standard Carrier Alpha Code See DD Form 250 1 Block 9 if different from SCAC Required only if Trans Block 7 Mode is W or A B Motor or 8 Pipeline See DD Form 250 Block 11 if different from Block 9 or DD Form 1348 7 Block 25 if applicable W Com Barge See DD Form 250 1 Block 9 if different from Block 7 A Truck See DD Form 250 Block 11 if different from Block 9 Doc Identifies the document number Conditional Contract shipments Number that assists in tracking the see Source DD Form 250 Block 16 or DD Form 250 1 shipment If left blank the Block 13 system automatically assigns a Transfer shipments document number Required 9 Local or Gov Truck DD Form 1348 7 only for transfer shipments Block 6 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 13 B Motor or 8 Pipeline See DD Form 1348 7 Block 6 W Com Barge See DD Form 250 1 Block 13 Unit of Issue Unit of measure
85. ivity to indicate that funds are available to pay the fuel charge Table 3 5 Customer account field descriptions continued Adding customer accounts 1 6 From the FuelsManager Defense main menu click Reference Tables and then click Cust Accts A list of current accounts appears by default Click Add New Customer Account Enter the Registration ID This must match the registration IDs that will be included in any corresponding AFSS or MAFSS transactions for this customer Complete the remaining fields Click Add The system adds the customer to the Customer Accounts table and prompts you to enter a new record Enter a new account or click Close to return to the list of accounts Editing customer accounts 1 From the FuelsManager Defense main menu click Reference Tables and then click Cust Accts A list of current accounts appears by default Find the customer account record you want to edit and click the corresponding Edit icon Make the necessary changes and click Save The system updates the information in the Customer Accounts table and returns to the list of accounts Varec Inc 27 Configuring the Database Deleting customer accounts 1 From the main menu click Reference Tables and then click Cust Accts A list of current accounts appears by default 2 Find the customer account record you want to delete and click the corresponding Edit icon Click Delete A message prompt app
86. k Equipment The Equipment list appears 2 Select an equipment record and click Edit The Equipment page appears Edit the record as needed 4 Click Save and then click Close The system updates the database and the Equipment page appears Deleting equipment records 1 From the FuelsManager Defense main menu click Reference Tables and then click Equipment The Equipment list appears 2 Select an equipment record and click Edit The Equipment page appears 3 Click Delete A message prompt appears 4 Click OK The system deletes the record from the database and the Equipment list appears Equipment types Use the Equipment Types submenu command to create groups of similar or identical equipment pieces Equipment type field descriptions Field Description Eq Type Name Identifies the equipment type Required when adding an equipment type Description Describes the equipment type Capacity Indicates the storage capacity for the equipment type Safe Fill Indicates the safe fill or buffer amount for the equipment type defines the maximum safe level to which the tank can be filled Make Identifies the make for the equipment type Table 3 4 Equipment type field descriptions 24 Express Edition User Manual FuelsManager Defense Field Description Model Identifies the model for the equipment type Year Identifies the year for the equipment type Attributes Identifies the equipment type
87. ks such as the following Editing data for the site Entering users and assigning them to appropriate groups of users with similar security privileges Defining security policies and configuring settings for passwords and user accounts Defining equipment and equipment types Entering and maintaining all other Reference Table data including customers employees contracts and products Defining contracts used with Shipment transactions Local Administrators also have the same rights that all other users do and can access and perform all tasks described in this section DoD policy is that Local Administrators use two separate accounts when working with FuelsManager Defense Use one account strictly for administrative duties such as defining security policies The second account should be used for performing daily duties such as uploading files or posting transactions Varec Inc Introduction Getting Started Before you can access any FuelsManager Defense Accounting data the Local Administrator must log on to configure the site The Local Administrator has the permissions needed to add users to predefined groups at the site as well as set up the database A Local Administrator is a user account that is assigned to a group that has all rights For more information see the User Security Local Administrators section Before logging on make sure that your workstation has a compatible Web browser and that you ar
88. l key while selecting each field Use the up and down arrows to arrange the field order In Step 3 enter the Query criteria Varec Inc 87 Processing Accounting Transactions For example if you want to see all tail numbers that begin with 8400 select Tail Number for the Criteria enter like as the operator and type 8400 in the Value field Click Add Phrase The system adds the phrase to the Filter Phrase window This example returns tail numbers such as 8400105 8400107 8400126 and 8400135 You can also use the underscore _asa wildcard character Click Clear Last to remove the last phrase added to query filter phrase box Click Clear All to remove all phrases in the query filter phrase box In Step 4 click Save to store the query For more information see the Saving queries section Click Submit to view the query results For more information see the Working with query results section Building customer accounts queries A customer accounts query filters the transactions that are in the database The filter can include any of the fields available in the Transaction tables l 2 3 From the main menu click Query In Step 1 select Customer Accounts from the Query table In Step 2 select the query results from the Available Fields list and then click Assign The fields move to the Selected Fields list To select multiple fields press the Ctrl key while selecting each field Use
89. m 250 1 Block 22 code for the receiving activity Description plus the product number ona contract Required only for contract receipts SIOATH Source Identification Ordering Not Required See Description Authorization Used to identify activities authorized to requisition bulk fuel directly from designated suppliers Aviation Identifies the product as an Conditional Auto populated from the Product table aviation fuel Used to ae distinguish between aviation Description and ground fuels Select the check box if the product is an aviation fuel leave it blank if the product is a ground fuel Capitalize Determines whether the Conditional The product is specified as Capitalized from transactions are processed to eae the Product table the FES hub It also generates Description the automated End of Month EoM close out routine Required if fuel is capitalized by DESC Table 4 4 Receive transaction field descriptions continued 56 Express Edition User Manual FuelsManager Defense Field Description Data required Source Memo Specifies any additional Not Required The memo field is for local use only information that is relevant to Information entered in this field will not be the transaction processed to the FES DESC Identifies the status of the Automatic Auto populated after the record s have been transaction When the Not editable built into the Account transfer file The field is transaction has been sent to the n
90. m an off site supplier Entering a request activates an order for product This window shows an example of a Request transaction AMDT Suffix REQUEST Date i e MM DD YYYY 03 29 2006 Quantity Bos Signal Code Mat Code Carrier Code Supp DODAAC Contract Order Number Action Code Grade JP8 y Doc Num BatchiCargo Fund Code Buyer s DODAAC Seller DODAAC The Request feature is currently being developed and currently does not order fuel at this time There are currently no field requirements Request transaction field descriptions Description The transaction type Last seven characters of the contract number Identifies the five digit Contract Line Item Number Four digit alphanumeric number unique to each request Also known as Delivery Order Amendment Suffix which is a two digit control number that is assigned to a delivery order to ensure that all changes amendments are accounted for Identifies the code used to handle the transaction C Change R Reverse Post A Add Data required Automatic Not editable Not Required Not Required Not Required Not Required Not Required Request transaction field descriptions Source Auto populated Request Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES
91. mber rep resents the maximum number of days that a password is in effect Set the Account Lockout Threshold to 3 This number represents the maximum number of consecutive failed login attempts that a user can have before being denied access to the system Select Required Strong Passwords The system applies the settings for following strong passwords Passwords must have a minimum of nine characters and contain at least two numbers two lower Varec Inc 17 Configuring the Database case letters two upper case letters and two nonalphanumeric characters such as amp or 6 Click Save and then click Close Reference Tables In addition to managing users groups and security policies you use the reference tables to define products customer accounts and contracts and to configure the units for the site Typically these items are configured only once Products Use the Products submenu command to define the products available for each individual site Users with the appropriate permissions can add edit or delete products for a site For more information see the Product field descriptions section Product field descriptions Field Description Product ID Name by which the fuel is known also the national stock number NSN Grade A unique three digit code that identifies the product across the entire enterprise Description A description of the product Aviation check box If selected id
92. ment for the Required Auto populated U S Gallons product Quantity The process or methodology Not Required The accepted practices for measurements and Determina used to determine the calibrations made to determine quantity are in tion Method volumetric quantity for a fuel accordance with the most recent edition of the inventory sale return for API Manual of Petroleum Measurement credit shipment receipt Standards MPMS Options are as follows regrade or other fuel movement Temperature Compensating Meters event or accounting transaction for such an event Non Temperature Compensating Meters Weight Conversion Conveyance Tank Gauge Shipping Tank Gauge DD Form 1348 7 Block 4 Table 4 9 Shipment transaction field descriptions continued Varec Inc 73 Processing Accounting Transactions Field RTORD Route Order Aviation Capitalize Memo DESC Table 4 9 Description Data required Shipping instructions issued by Conditional the Military Surface Deployment and Distribution Command Operations Center or Theater Commander that specify the mode of transportation carrier s to move the shipment rate minimum shipment weight tariff or tender authority see Source Identifies the product as an Conditional aviation fuel Used to see distinguish between aviation and ground fuels Not required for ground fuel sales or credits Description Determines whether the Conditional transac
93. n W Com Barge See DD Form 250 1 Block 6 table Required only for contract a Y 2 Gov Barge V Seavan or Z MSC Tanker 3 See DD Form 250 1 Block 6 B Motor or 8 Pipeline See DD Form 250 Block 1 K Rail See DD Form 250 Block 1 A Truck See DD Form 250 Block 1 Table 4 9 Shipment transaction field descriptions 68 Express Edition User Manual FuelsManager Defense Field Description Data required Source CLIN Identifies a specific contract line Conditional Contract shipments item number that corresponds see Source DD Form 250 Block 15 or DD Form 250 1 to the grade of fuel on the Block 22 contract or SIOATH Required to Transfer shipments generate shipping documents W Com Barge See DD Form 250 1 Block 22 Required only for contract shi 2 Gov Barge V Seavan or Z MSC Tanker pments See DD Form 250 1 Block 22 B Motor or 8 Pipeline See DD Form 250 Block 15 K Rail See DD Form 250 Block 15 A Truck See DD Form 250 Block 15 Order Identifies the shipment order Conditional Contract shipments Number number Can include up to four see Source DD Form 250 Block 1 or DD Form 250 1 alphanumeric characters Enter Block 10 an order number for contract Transfer shipments shipments W Com Barge See DD Form 250 1 Block 10 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 10 B Motor or 8 Pipeline See DD Form 250 Block 1 K Rail See DD Form 250 Block 1 A
94. n you add or edit a status record Click the drop down arrow to display the list of choices Identifies the record for the real property equipment types Indicates whether the equipment is attached to real property Indicates whether the equipment is IMP eligible for example yes or no Click the drop down arrow to display the list of choices Indicates the activity maintaining the property or equipment Identifies gallons per minute that the equipment piece is rated for by the manufacturer Identifies actual gallons per minute Indicates whether the equipment includes cathodic protection for example yes or no Click the drop down arrow to display the list of choices Identifies the date the equipment piece was manufactured Identifies the installation date Identifies the date the equipment piece was inspected Table 3 3 Equipment field descriptions 22 Express Edition User Manual FuelsManager Defense Field Description Calibration Date Identifies the date the equipment piece was Calibrated Memo Specifies any additional information that is relevant to the record Table 3 3 Equipment field descriptions Adding equipment records 1 10 11 12 13 14 15 From the FuelsManager Defense main menu click Reference Tables and then click Equipment The Equipment list appears Click Add New Equipment The Equipment page appears Enter the Equipment ID required
95. nditional Currently not supported by the Fuels ground and aviation equipment sae Enterprise Server FES Required for Air Force Description transactions UC Use Code transaction Required Currently not supported by the Fuels identifier Enterprise Server FES Shop Code Two position code used in Not Required Currently not supported by the Fuels conjunction with the civil Enterprise Server FES engineer s work order number Table 4 6 Reissue transaction field descriptions 60 Express Edition User Manual FuelsManager Defense Field Buyer s DODAAC Quantity Serial Num Signal Code Reg Number Supp DODAAC Fund Code Aviation Capitalize Table 4 6 Iss Pt Num Description Department of Defense Activity Address Code DODAAC or Federal Activity Address Code FEDAAC or T DODAAC of the receiving aircraft airwing squadron activity Last two characters relative to the registration number for the issuing vehicle or service station pump number Amount of fuel issued The serial number of issues that have been serviced from the same Iss Pt Num or service station pump One position code that signals which DODAAC is to receive the bill Valid codes are A B C D J K L M W and X Registration Number of the vehicle equipment issuing the fuel Supplemental account code number of the Buyer This is required when the Signal Code is other than A Also used by the Army and
96. nsactions sent to the FES hub cannot be edited or deleted Data required Not Required Automatic Not editable Source The memo field is for local use only Information entered in this field will not be processed to the FES Auto populated after the record s have been built into the Account transfer file The field is not editable Regrade transaction field descriptions continued Reissue Use the Reissue transaction to record the secondary sale of product from a consumer s inventory The units of issue are determined by the configuration of the local site This window shows an example of a Reissue transaction Type Date i e MM DDAYYYY From BOS From UC Unit of Issue iD OS uc Buyer s DODAAC Quantity Signal Code Supp DODAAC Aviation REISSUE 3 29 2006 U S Gallons Grade Time From ORG Code From Shop VIMS Non Fly ORG Shop Code Iss Pt Num Serial Num Reg Number Fund Code Capitalize DL2 y 12 27 27 Varec nc 59 Processing Accounting Transactions Field Type Grade Date Time From BOS From ORG Code From UC Code From Shop Unit of Issue Reissue transaction field descriptions Description The transaction type Product represented by a three character code authorized to be sold by the Selling activity Date the fuel was issued credited Def
97. nse Use one account strictly for administrative duties such as defining security policies The second account should be used for performing daily duties such as uploading files or posting transactions Setting user passwords Use this procedure to change the Site Administrator user password FuelsManager Defense includes an option for enabling rules for strong passwords If these rules are enabled passwords must contain at least one number one lower case letter one upper case letter and one nonalphanumeric character such as amp or For more information see the Security Policies Regional section Varec Inc Configuring Regional Sites 1 From the main menu click Reference Tables and then click Users The Administrator account appears in the User Name list 2 Inthe Users list click Edit 3 Type the password in the Password and Confirm New Password fields The password appears as dots 4 Click Save and then click Close Sites Regional The Site Administrator creates new sites and assigns a single administrative user to that site Regional Sites process accounting data for both Regional Sites and for Local Sites Local Sites can be associated with one Regional Site only however Regional Sites can have multiple Local Sites associated with the site Users Sites Security Pokies Change Password sites A A O ZA A A pan y FMO SITEIOOO US Galons Degrees Fabreriet Degrees AFI Reg
98. ntries table If no click Add if you have not already added the contract or click Close Editing contracts 1 From the main menu click Reference Tables and then click Contracts The Contracts table appears Locate the contract to edit and click the Edit icon The Contracts page appears As needed edit the contract information Go to the Contract Line Items section and add or delete line items as needed To delete a line item click the X button Varec Inc 35 Configuring the Database 5 Goto the Routing Entries section and add or delete routing entries as needed To delete a routing entry click the X button 6 Click Save and then click Close Deleting contracts Use this procedure to delete contracts that are no longer needed You cannot delete contracts that are associated with active transactions The Delete button appears dimmed and is unavailable if the contract is linked to a transaction that is in use 1 From the main menu click Reference Tables and then click Contracts The Contracts table appears 2 Locate the contract to delete and click the Edit icon The Contracts page appears 3 Verify that this is the contract to delete and then click Delete A message prompt appears 4 Click OK The Contracts table appears Contract field descriptions Field Contract Customer Name Start Date End Date Table 3 8 Address 1 Address 2 Address 3 Description I
99. ny additional information that is relevant to the transaction Identifies the status of the transaction When the transaction has been sent to the Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Request transaction field descriptions continued Receive Data required Not Required Not Required Not Required Not Required Source Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Currently not supported by the Fuels Enterprise Server FES Use Receive transactions to record the receipts for fuel from an off site supplier There are two types of Receive transactions Transfer receipts Contract receipts Use transfers to document shipments of government owned product from one DFSP to another Use contracts to document product delivery from a commercial contract Both transfer and contract receipts are maintained as Receive transactions There are differences in the data requirements however as described in the Receive transaction field descriptions section This window shows a sample of a Contract receipt Varec Inc 53 Processing Accounting Transactions Type Unit of Issue Ship No t Batch Cargo n Carrier Code tt Doc Num Con
100. on 1 From the main menu click Reference Tables and then click Users 2 Click Add New User 3 Type the User Name The name can include up to 30 characters 14 Express Edition User Manual FuelsManager Defense Type the password in the Password and Confirm New Password fields The password appears as dots Click Add and then click Close The system adds the user to the database Setting user passwords Use this procedure to change user passwords in the Accounting application 1 4 From the main menu click Reference Tables and then click Users The list of existing users appears In the Users list select a user and click Edit Type the password in the Password and Confirm New Password fields The password appears as dots Click Save and then click Close Deleting users Use this procedure to delete users from the Accounting application 3 4 Note The Local Administrator must delete user accounts for per sonnel no longer assigned to the site PCS From the main menu click Reference Tables and then click Users The list of existing users appears In the Users list select a user and click Edit Click Delete A message prompt appears Click OK Enabling and disabling users Use this procedure to enable or disable a user account in the Accounting application Note The Local Administrator must disable user accounts for personnel going TDY From the main menu click Reference Ta
101. on field descriptions 54 Express Edition User Manual FuelsManager Defense Field Description Data required Source Ship No Identifies the shipment number Conditional DD Form 250 Block 2 Required only for contract de receipts Description Order Identifies the shipment order Conditional DD Form 250 Block 1 Number number Required only for see DD Form 250 1 Block 10 contract receipts Description Batch Cargo An eight character Government Conditional DD Form 250 Block 4 Bill of Lading identifier used by see DD Form 250 1 Block 12 if Bill of Lading is Defense Fuels Supply Points Description used or Block 14 if Cargo Number is used DFSPs for truck shipments Section II DD E 1348 7 Block 9 Required if Trans Mode is W 2 ection Il orm a BIOG 8 V A or Z Not required for Trans modes Local 9 or Gov Truck 1 Trans Mode Means of delivering the fuel Required DD Form 250 Block 16 such as pipeline or truck Select DD Form 250 1 Block 15 from the drop down menu P DD Form 1348 7 Block 8 Carrier Four character alphanumeric Conditional DD Form 250 Block 9 or Block 11 Code code that identifies the see DD Form 250 1 Block 9 transport company assigned by Description the Defense Fuel Supply Point j DD Form 1348 7 Block 25 DFSP Also known as a Standard Carrier Alpha Code SCAC Required only if Trans Mode is W or A Buyer s Department of Defense Activity Automatic DD Form 250 Block 13 DODAAC Address Code D
102. ot editable Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Table 4 4 Receive transaction field descriptions continued Regrade Use Regrade transactions to record a change of product type or move product from one storage inventory to another This window shows an example of a Regrade transaction Note Obtain authorization from the Defense Energy Support Center DESC before you complete this type of transaction Type REGRADE Unit of Issue U S Gallons Date Q e MMDDYYYY 11 21 2006 Time 12 59 39 Grade From JP8 Grade To lupe y Quantity Type ID Change il v Mat Code B Capitalize Memo DESC Indicates required information Varec Inc 57 Processing Accounting Transactions Field Type Unit of Issue Regrade transaction field descriptions Description The transaction type Unit by which the product is measured Data required Automatic Not editable Automatic Not editable Source Auto populated Regrade Auto populated U S Gallons Date Date of fuel grade change Required Auto populated Defaults to current date Time Time of fuel grade change Required Auto populated Defaults to current time Grade From The grade of fuel that is Required Select from drop down menu currently selected Grade To The grade of fuel to which you Required Select from drop down menu are changing
103. oup and Minor Group 4 Select the Aviation check box if the product is to be used for aviation Leave this field blank for ground fuel 5 Select the Capitalize check box if the product is capitalized 6 If needed enter the Inflight Conversion Factor This factor is required for processing Inflight transactions 7 Click Add The system adds the new product to the database Editing existing products ih From the main menu click Reference Tables A list of current products appears by default Click the Edit icon next to the product you want to edit As needed edit the product Click Save The system saves the changes in the database 20 Express Edition User Manual FuelsManager Defense Deleting existing products 1 From the main menu click Reference Tables and then click products A list of current products appears by default 2 Select the Edit icon next to the product you want to delete The Products page appears Click Delete A message prompt appears 4 Click OK The system deletes the product Equipment Use the Equipment submenu command to create and maintain vehicles and equipment used to support the fueling service Equipment field descriptions Field Description Equipment ID Identifies the equipment piece Equipment Type Designates groups of similar or identical equipment pieces that are used for one purpose Required when adding a new equipment type Reference Code Reference code
104. ppears 3 Click Delete A message prompt appears 4 Click OK The system deletes the record from the database and the Equipment Types list appears Customer accounts Use the Customer Accounts submenu command to keep records of billing information for AFSS or MAFSS Customers When a FuelsManager Defense Accounting user uploads an AFSS or MAFSS file the system compares the incoming Registration IDs with this table If the system finds a match the system uses the corresponding customer account as the billing information AFSS or MAFSS transactions that do not have matching records in this table use the billing data from the file Customer accounts are only used for AFSS or MAFSS customers Customer account field descriptions Field Description Registration ID Registration ID for the customer account Model Identifies the model Grade Product represented by a three digit code APC Account Processing Code APC used by Army STANFINS for aviation and ground issues DODAAC Account code Supp DODAAC Supplemental account code Activity Requesting activity Doc Number Document number Table 3 5 Customer account field descriptions 26 Express Edition User Manual FuelsManager Defense Field Description Signal Code One position code that signals which Fund Code Two character code that is assigned by DODAAC is to receive the bill Valid codes are A B C D J K L M W and X the Service Act
105. product in a tank varies with the temperature and density a correction technique is needed to correct for variations in temperature and density of the product The goal is to calculate a Volume Correction Factor VCF and to use this factor to calculate standard volumes from measured volumes Corresponding volume correction method for the technique or standard Defines the pounds Ibs per gallon conversion factor used by tankers Converts pounds entered in Inflight transactions to gallons Required for Inflight transactions Examples JP5 6 8 JP8 6 7 Table 3 2 Product field descriptions continued Varec Inc 19 Configuring the Database Product ID l Grade Description A Aviation Volume Units yA Volume Precision Temperature Units zi Temperature Precision Density Units zi Density Precision Price booo Capitalize G ue Correction Major Novor zj Minor Group No VCF Inflight Conversion Factor o o Indicates required information Indicates information that MAY be required Add Close Adding new products 1 From the main menu click Reference Tables and then click Products A list of current products appears 2 Click Add New Product The Products page appears 3 Enter the Product ID Grade Description Aviation check Volume Units Volume Precision Temperature Units Temperature Preci sion Density Units Density Precision Price Volume Correction Major Gr
106. quired if fuel is capitalized by DESC Memo Specifies any additional Not Required The memo field is for local use only information that is relevant to Information entered in this field will not be the transaction processed to the FES DESC Identifies the status of the Automatic Auto populated after the record s have been transaction When the Not editable built into the Account transfer file The field is transaction has been sent to the not editable Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Table 4 8 Adjust transaction field descriptions continued Adjusting transactions on End of Month Entering or editing the Adjust transaction on the last day of the month automatically updates the Determine transaction Reversing and updating Adjust transactions You can reverse update an Adjust transaction in the same manner as reversing other transactions Reversing the Adjust transaction creates a Reverse transaction and a new transaction with the updated information For more information see the Reversing and updating transactions section If the Adjust transaction that you are reversing is the End of Month transaction and if the Determine transaction has already been sent to DESC then you cannot reverse post the Adjust transaction until the Determine transaction has been reversed Varec Inc 67 Processing Accounting Transactions
107. rs Click Save and then click Close Editing Regional Sites Use this procedure to edit a Regional Site l From the main menu click Reference Tables and then click Sites The list of current sites appears In the Sites list click Edit The Sites page appears Edit the units and precision for Volume Temperature and Density Click Save and then click Close Deleting Regional Sites Use this procedure to delete a Regional Site You can also use this procedure to delete a Local Site l From the main menu click Reference Tables and then click Sites The list of current sites appears In the Sites list click Edit The Sites page appears Click Delete A message prompt appears Click OK The Sites list appears Varec Inc Configuring Regional Sites Changing a Regional Site to a Local Site Use this procedure to change a site from a Regional Site to a Local Site 1 From the main menu click Reference Tables and then click Sites The Sites list appears In the Sites list select a site and click Edit The Sites page appears Clear the Regional Site check box Click Save and then click Close Security Policies Regional In FuelsManager Defense you must set security policies to control the following Maximum time that a password is in effect 60 days Maximum number of failed log in attempts 3 Strong password requirements selected Configuring security policies for the Site A
108. ry against your database to determine the number of transactions over 5000 gallons you processed in December If you want to know when a Specific truck was last used you can run a query of your accounting databases for transactions equipment and employees Query operators and logic The FuelsManager Defense Query utility uses standard query operators and logic as defined in the Query operators and logic table Operator Definition lt Less than lt Less than or equal to lt gt Not equal to Equal to gt Greater than gt Greater than or equal to IS BLANK Equals blank LIKE Is like Table 4 13 Query operators and logic Building transactions queries The Query page provides a step by step process for building a query There are two types of queries that you can build Transactions and Customer Accounts A Transactions query filters the transactions that are in the database The filter can include any of the fields available in the Transaction tables Example 1 Query all transactions 1 From the main menu click Query 2 InStep 1 select Transactions from the Query table 86 Express Edition User Manual FuelsManager Defense In Step 2 select the query results from the Available Fields list and then click Assign The fields move to the Selected Fields list To select multiple fields press the Ctrl key while selecting each field Use the up and down arrows to arrange the field order
109. s 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 Varec Inc Using This Publication The Fue sManager Defense Express Edition User Manual describes the basics of working with FuelsManager Defense Version 6 0 including set up menus queries and reports It also provides detailed steps and procedures required for using the Web Accounting application at Regional and Local sites Before reading this publication you should become familiar with the operation of Microsoft Windows This manual is intended for Site Administrators and Local Administrators For additional information about the FuelsManager Defense application contact the Help Desk in Atlanta at DSN 697 6733 or at the toll free number 1 800 446 4950 Express Edition User Manual FuelsManager Defense Windows Terminology The FuelsManager Defense user interface is based upon the Microsoft Windows Graphical User Interface GUI standard and is SAA compliant 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 elemen
110. s have posted on the online Ledgers Note Navy Base Level DFSPs issuing fuel to Navy Ships enter the MILSTRIP Document Num ber from Block 6 of the DD Form 1149 with a Use Code of S Not required for Sale Credit transactions Note Intermediate DFSPs that use commercial carriers to transport fuel sold to non capital ized customers must enter the Carrier Code for those commercial carriers You can enter Car rier Codes in the Routing Instructions Optional entry generally used to record squadron designators such as VFA125 TFTRWNG and 505th Med Grp This number is assigned by the system when the Dispatch transaction is sent to Accounting This is not a required field for the FES Sale and Defuel transactions field descriptions continued Varec Inc 49 Processing Accounting Transactions Field Description Data required Source Issue Pt Last two numbers of the issuing Automatic This number is assigned by the system when Num truck hydrant Sometimes used Not editable the Dispatch transaction is sent to Accounting to note when a truck has been This is not a required field for the FES issued more than 99 times in one day In this case the code is the Ist letter of the Issue Pt issue point and the last digit of the issuing truck original Issue Pt Num Serial Truck specific two digit number Automatic This number is assigned by the system when that increments when the truck Not editable the Dispatch trans
111. s DODAAC Date i e mM DDIYYYY Signal Code TEC Buno Number Serial Aviation SALE U S Gallons rosas mem 143 amar 164060 Insert FAIBC USN Grade Quantity Supp DODAAC Time Fund Code Trans Mode CardNum Seller DODAAC uc Doc Num Activity Iss Pt Num Capitalize JP5 E rro 14 54 50 78 9 LOCAL y FP5518 This window shows an example of a Navy Sale transaction Varec nc 45 Processing Accounting Transactions Type Unit of Issue Buyer s DODAAC Date i e MM DD YYYY Signal Code apc Tail Number MDS BOS Mat Code Aviation SALE Grade ops U S Gallons Quantity 125 wa3ra3 oo Supp DODAAC n6 2272006 Time 14 54 50 A 3 Fund Code 61 ESOC ans Mode Bucay 3 65247493 men CardNum AAA UH60 Seller DODAAC FP5518 USA mues A RU lss PtNum eo a Vv Capitalize Vv This window shows an example of an Army Sale transaction Sale and Defuel transaction field descriptions Field Description Data required Source Type The transaction type Automatic Auto populated Sale Defuel Not editable Unit of Issue Unit by which the product is Automatic Auto populated U S Gallons measured Not editable Grade Product represented by a three Required Select from drop down menu character code authorized to b
112. t Dialog box appears Select your desired print settings and click OK The ledger prints Close the Printer Friendly Version of the Web browser 100 Express Edition User Manual A Permissions Permissions Table The table below lists the 11 functional groups and the associated operations for those groups These permissions are applicable to the FuelsManager Defense Dispatch and Accounting applications The Contracting Officer Representative COR group is reserved for non fuels personnel such as contracting officers or supply commanders These permissions are the Role Based Access Controls in accordance with the DoD Instruction 8500 2 Controls for MAC III Sensitive Systems regulation Group Read Write Configure Operations Administrator X X Accounting X X Dis patch X X Equipment X X Maintenance X X X Quality Control X X Scheduler X X X Training X X Personnel X X Tank Inventory X X Reports X X Evacuate X X Site X X X Security Accounting X X Accounting Equipment X Tank Inventory Table A 1 Permissions Varec Inc 101 Permissions Group Read Write Configure Operations Xx Reports x Scheduler COR Accounting Dispatch Equipment Maintenance Quality Control Scheduler Training Personnel Tank Inventory XX XX XX Xx Xx Xx KK Reports Dispatch Dispatch Equipment Maintenance Quality Control XXX K x Personnel Tank Inventory Reports X Scheduler
113. t first upload the error file to see if the transactions appear in the table as rejects or errors Correct these errors rather than using the Reverse and Reverse Update options Repeat this step until there are no errors present For more information see the Upload error transactions to Accounting section Reversing transactions You can reverse a transaction that has already been sent to the FES and has posted as a valid transaction on the FES Reversing a transaction creates a transaction with the flags required to cancel the original transaction 1 From the Ledger table click the date of the transaction 2 Find the transaction you want to reverse and click the corresponding Edit icon The transaction appears in editable form 3 Review the data and verify that this is the transaction you want to reverse 4 Click Reverse A confirmation message appears 5 Are you sure you want to reverse this record If yes click OK The system creates the reverse post transaction and enters the reverse transaction to be sent to DESC the next time you upload to the FES If no click Cancel The system returns to the transaction with no reverse post action taken 96 Express Edition User Manual FuelsManager Defense Reversing and updating transactions You can reverse and update a transaction that has already been sent to the FES and has posted as a valid transaction on the FES Like reversing the Reverse Update option cre
114. the Observed Temperature Do one of the following To add additional seal numbers to this fuel load click Add Fuel Load Type the Seal Meter Number Use the same truck number for all seals entered on this fuel load To add another fuel load click Add Fuel Load and repeat steps 2 through 4 Go to the Adding shipping release information procedure Varec Inc 17 Processing Accounting Transactions Adding shipping release information Only one shipping release entry is required per transaction 1 In the Shipping Release Info section click Add Shipping Release Info A row appears in the Shipping Release Info table Type the Tank Number Density Flash Point Visual FSII and Conductivity Do you want to print the shipping document If yes go to the Saving and printing a shipping document procedure If no click Save and then click Close Saving and printing shipping documents 1 In the Shipment transaction click Save and Print Shipping Document A browser window opens Do one of the following Select File gt Print to print the document locally Select File gt Send to email the report Editing fuel shipments 1 2 From the FuelsManager Defense main menu click Ledger In the Ledger table click the date of the transaction The Ledger page appears Locate the Shipment transaction to edit and click the Edit icon The Shipment transaction page appears As needed mo
115. the up and down arrows to arrange the field order In Step 3 enter the Query criteria Select the Field and an Operator and then enter the value For example if you want to see all vehicles that use MUR records in your database select Grade for the Criteria equals as the operator and type MUR in the Value field Click Add Phrase The system adds the phrase to the Filter Phrase window Use the AND OR and NOT buttons to apply multiple phrases to the filter such as AND Signal Code A This example returns records that were marked as signal code A 88 Express Edition User Manual FuelsManager Defense 6 Click Clear Last to remove the last phrase added to query filter phrase box Click Clear All to remove all phrases in the query filter phrase box 7 In Step 4 click Save to store the query For more information see the Saving queries section 8 Click Submit to view the query results For more information see the Working with query results section Working with query results Use the Query Results page to view download and print query results 1 Inthe Edit Column click an icon to view a transaction Click Close to return to the Query Results page 2 Click the drop down arrow next to Records per page to change the number of records listed 3 Click the Printer Friendly Version link to print query results The FuelsManager Defense Query Results page appears Select File Print an
116. tinent Routing Instruction Notes This number appears in the Route Order field on DD Form 1348 7 Click the drop down arrow to select a Route Order Number stored in the Contracts table Note You must select a Contract before you select the routing information DFSP Name Name of DFSP Not Required Address DFSP address Not Required Address 2 Supplemental address information Not Required City Name of the city Not Required State Name of the state Not Required Zip Identifies the zip code Not Required POC Name Point of contact name Not Required POC Phone Point of contact phone number Not Required Table 3 9 Contract Line Items and Routing Entries fields 38 Express Edition User Manual 4 Processing Accounting Transactions Daily Transaction Processing This section describes the sequence of steps necessary to process daily accounting transactions The table below lists the required steps in sequential order and refers to sections where you can find detailed information about each step Step Action 1 10 Enter daily transactions Upload any AFSS MAFSS transactions on a daily basis Review daily transactions for accuracy and completeness by grade Review daily ledger totals by grade for accuracy Create the ACCOUNT SND file Upload the ACCOUNT SND file to the Fuels Enterprise Server FES Review the FES ledger by product and compare it to the FuelsManager Defense ledger Review the F
117. ting 67 deleting 42 filtering 43 reprocessing 97 reversing 67 96 reversing and updating 97 sorting 42 types 44 viewing 41 Transfer receipts 53 U uploading the error file 95 users Regional Sites 5 V viewing ledgers 41 products 41 Volume Correction Major Group 19 volume correction technique 19 Volume Precision 6 7 Volume Units 6 WwW wildcards 87 108 Express Edition User Manual Notes Document Code USM013GVAE0208 Varec Inc An SAIC Company 5834 Peachtree Corners East Norcross Atlanta GA 30092 USA Tel 1 770 447 9202 Fax 1 770 662 8939 www varec com 2006 Varec Inc All Rights Reserved This document is for information purposes only Varec Inc makes no warranties express or implied in this summary The names of actual companies and products mentioned herein may be the trademarks of their respective owners
118. tions are processed to the FES hub It also generates the automated End of Month EoM close out routine Required if fuel is capitalized by DESC see Description Specifies any additional Not Required information that is relevant to the transaction Automatic Not editable Identifies the status of the transaction When the transaction has been sent to the Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Source The Route Order Number is created in the Contracts database You must select a valid contract before you select the Route Order Number The Route Order Number then appears in the Route Order field on DD Form 1348 7 Auto populated from the Product table The product is specified as Capitalized from the Product table The memo field is for local use only Information entered in this field will not be processed to the FES Auto populated after the record s have been built into the Account transfer file The field is not editable Shipment transaction field descriptions continued 74 Express Edition User Manual FuelsManager Defense Field Fuel Load Truck Number Seal Meter Number Seal Location Gross Quantity U S Gallons Observed Density Degrees API Observed Tempera ture Degrees Fahrenheit Net Quantity U S Gallons Gross Weight Ib Tank Number
119. tract SIOATH Aviation Date i e MMIDD YYYY Seller DODAAC RECEIVE U S Gallons 03 29 2006 Grade JP8 y Quantity Time 12 25 54 a Date Commence i e MMIDD YY 03 29 2006 Order Number Trans Mode 9 LOCAL bd Buyer s DODAAC Final Flag CLIN Capitalize Vv Receive transaction field descriptions Field Description Data required Source Type The transaction type Required Auto populated Receive Grade Grade of fuel represented bya Required DD Form 250 Block 16 three character code DD Form 250 1 Block 23 DD Form 1348 7 Block 1 Unit of Issue Unit of measurement for the Required Auto populated U S Gallons product Quantity Amount of fuel received Required DD Form 250 Block 17 DD Form 250 1 Block 25 DD Form 1348 7 Block 5 Date Date the fuel receipt was Required DD Form 250 Block 6 completed DD Form 250 1 Block 27 DD Form 1348 7 Block 11 Time Time the fuel receipt was Required Auto populated to the current time completed Defaults to current time Seller Account code of activity from Conditional DD Form 250 Block 9 or Block 11 DODAAC which the fuel is shipped see DD Form 250 1 Block 9 Required only for transfer Descripti i ption z receipts DD Form 1348 7 Block 13a Date Start date of the receipt Conditional DD Form 1348 7 Block 10 Commence Required if Trans Mode is W 2 see 8 V or Z Description Table 4 4 Receive transacti
120. ts for step by step instructions Varec Inc Actions in Windows Actions Point Click Double click Drag Release Select Choose Description To move the mouse pointer until it rests on the item of choice To quickly press and release the mouse button once To quickly press and release the mouse button twice in succession To hold down the mouse button while moving an object across the computer screen To quit holding down the mouse button after dragging an item To pick an item on a menu button or to highlight text or graphics usually via a single click Selecting does not initiate an action To pick an item to carry out an action Often needed to select an item before choosing it usually via a double click Express Edition User Manual FuelsManager Defense Window Elements Elements Program Icon Title Bar Menu Bar Menu Dialog Box Window Window Title Close Button Maximize Button Minimize Button Restore Button Window Border Description Provides a pop up menu which allows window modification Shows the title of the application document or FuelsManager graphic window Lists of available menus Most applications have a File menu Edit menu and a Help menu as well as menus unique to the application A menu contains a list of commands or actions performed by the operator Also referred to as a pop up drop down menu A movable win
121. urce Memo Any additional information that Not Required Currently not supported by the Fuels is relevant to the transaction Enterprise Server FES DESC Identifies the status of the Not Required Currently not supported by the Fuels transaction When the Enterprise Server FES transaction has been sent to the Fuels Enterprise Server FES a check mark appears in the check box Note Transactions sent to the FES hub cannot be edited or deleted Table 4 6 Reissue transaction field descriptions continued Inflight Use Inflight transactions to record fuel that is transferred during inflight refueling The units of issue are determined by the configuration of the local site This window shows an example of an Inflight transaction Type INFLIGHT Grade JP8 Date i e MM DD YYYY 01 23 2007 Time 14 05 10 UG Unit of Issue Pounds Seller DODAAC FP4608 Tanker Supp From BOS Tanker MDS From ORG Code Tanker Tail From Sig Code Ay From Fund Code Buyer s DODAAC FP4608 Supp DODAAC Bos I mos Report Desig Tail Number Signal Code AY Fund Code Mission Number Serial Num Quantity Lbs Gallons Aviation Capitalize 62 Express Edition User Manual FuelsManager Defense Inflight transaction field descriptions Field Description Data required Source Type The transaction type Automatic Auto populated Inflight Not editable Grade Product represented by a three Required Select from drop
122. utlines the steps necessary to set up your local FuelsManager Defense database so you can begin using FuelsManager Defense Accounting These steps assume that your site has already been created in the FuelsManager Defense database If you do not have a user name password and site name contact the Site Administrator The table below lists the required steps and refers to sections where you can find detailed information about each step Step Add user accounts including passwords to the site Assign user accounts to functional groups Set security policies for passwords and log in attempts Define the products used by your Local Site Create customer accounts for AFSS and MAFSS customers Define the site engineering units and data precision required at your local FuelsManager Defense facility Add employees to the database Add equipment and equipment types to the database Create contracts used to generate documents for fuel shipments Table 3 1 Database tasks Reference Adding user accounts on page 14 Assigning users to groups on page 16 Configuring security policies on page 17 Adding new products on page 20 Adding customer accounts on page 27 Editing local sites on page 30 Adding employees on page 33 Adding equipment records on page 23 and Adding equipment type records on page 25 Adding new contracts on page 34 Vare
123. x X XX X X xXx XX Evacuate Equipment Status Equipment Maintenance Quality Control Tank Inventory Scheduler x XXX xXx gt x Reports Table A 1 Permissions continued 102 Express Edition User Manual FuelsManager Defense Group Read Write Configure Operations Inflights Xx Inflights x lt Accounting Maintenance Maintenance X Quality Control Tank Inventory Scheduler XXX K gt Reports Personnel X Personnel Scheduler Tank Inventory XXX X Reports Quality Assurance Maintenance Quality Control Scheduler Tank Inventory x XX Xx XK Reports Training X Training Scheduler Tank Inventory XXX gt Reports Trans Upload X Accounting Tank Inventory Scheduler x XxX X X Reports Table A 1 Permissions continued Varec Inc 103 Permissions 104 Express Edition User Manual Index A Account Lockout Threshold 10 17 ACCOUNT SND files creating 92 accounts administrators 1 customer 26 adding customer accounts 27 employees 33 98 new contracts 34 Regional Sites 7 transactions 43 additive flag 23 Adjust transaction 44 66 Admin password 3 AFSS and MAFSS accounts 26 AFSS file 92 importing and uploading 91 92 assigning users to groups 16 associating Regional and Local Sites 8 B building queries 86 C Commercial transaction 44 81 common queries Dispatch 90 configuring database 13 Regional Sites 5 security policies
124. xceed 24 hours Transfer shipments 9 Local or Gov Truck DD Form 1348 7 Block 10 Trans Mode Means of delivering the fuel Required Contract shipments such as pipeline or truck Select DD Form 250 Block 16 or DD Form 250 1 from the drop down menu Block 15 Transfer shipments 9 Local or Gov Truck DD Form 1348 7 Block 8 B Motor or 8 Pipeline See DD Form 250 Block 16 or DD Form 1348 7 Block 8 W Com Barge See DD Form 250 1 Block 15 K Rail See DD Form 250 Block 16 A Truck See DD Form 250 Block 16 Grade Product represented by a three Required Contract shipments character code authorized to be DD Form 250 Block 16 or DD Form 250 1 sold by the Seller and received Block 23 by the Buyer Transter shipments 9 Local or Gov Truck DD Form 1348 7 Block 1 2 Gov Barge V Seavan or Z MSC Tanker See DD Form 250 1 Block 23 B Motor or 8 Pipeline See DD Form 250 Block 16 or DD Form 1348 7 Block 1 W Com Barge See DD Form 250 1 Block 23 K Rail See DD Form 250 Block 16 A Truck See DD Form 250 Block 16 RIC Code Routing Identification Code Not Required Assigned by the FES hub Table 4 9 Shipment transaction field descriptions continued Varec Inc 71 Processing Accounting Transactions Field Description Data required Source Batch Cargo An eight character Government Conditional Contract shipments Bill of Lading identifier used by see

FuelsManager Defense Express Edition User Manual v6.0

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