SECTION 1.5.9U.1 - FUELTRAC TABLE MAINTNENACE
USAGE: To maintain a list of Debtors that are included in the FUELTRAC system. This list is then used by other programs for exporting and reporting of data.
DISCUSSION: When you start the program, the screen looks as follows:
Here you can add up to 180 Debtors. Enter the Debtor code and HiFinance will search to see if that Debtor exists. Irrespective of how you enter the codes, HiFinance will display the Debtors in code order. You cannot enter the same Debtor more than once.
The other columns that you need to fill in are:
CSV This relates to whether a CSV file is to be exported for the client.
TXT This relates to whether a TXT file is to be exported for the client. You must answer Y to at least one of the two questions CSV and TXT.
HEADER This relates to whether a header will be included as the first entry in any CSV file that might be created (see above).
BY CARD This specifies if the export it to be separated by card. If you answer N here, only totals by account will be exported.
BY DEPT This specifies if the export it to be separated by department. If you answer N here, only totals by account will be exported.
DEPARTMENT This is the department code. Some customers need this information on their reports.
INC.DISC. This is only required by some customers. If you enter Y here, there will be 2 extra fields at the end of the export. The first will be the theoretical discount for this customer. This is based on the current discount value and is calculated by transaction. There might be round-off errors because it might not exactly match the total computed at EOM. Vis The EOM loyalty calculation is the total sales (in litres) multiplied by the rate. The FUELTRAC report will calculate the litres by discount for each transaction and add these up. There is bound to be some round-off and it will be different for each calculation method. It is not expected that this will be large. The second field represents any transaction fee and is also calculated by transaction. There may be round-off differences, for the same reason.
LT/100K This option will attempt to compute the average fuel usage for the transaction. HiFinance will look at the odometer reading of the current transaction and the previous transaction (for the same card). If both are non-zero and the current one is greater than the previous one, HiFinance will compute the usage as Quantity purchased divided by the difference between the odometer readings divided by 100. Note that this may not work for every transaction, eg if either odometer reading is zero, HiFinance will leave the average as zero.
PDF This relates to whether a pair of PDF files will be created. These are the same as the EOM Statement/Invoices. The difference is that a PDF is created rather than a print or email or fax. The PDF’s will be placed in the same directory as the CSV and/or TXT files. If your client requires a PD with the CSV and/or TXT, this is a convenient way of creating them. The only other way is to run the Statement and email it to yourself or direct them to the WEB page.