The station list holds the fuel stations your organization buys from. A fill can name a station from the list, or just "somewhere else". Naming a station lets you report spend by station, limit a quota to certain stations and cost fills against the station's vendor.
The list has two kinds of station: the ones you add yourself, and linked stations — fuel stations that use this system and have a credit account with you (see Credit accounts with fuel stations).
The station list
Open Fuel Management › Stations. You need Stations › View. Columns: Name (linking to the edit form with Stations › Edit), Address or terms, Phone, Vendor, Status (Active or Inactive) and Actions. Add station needs Stations › Create; Find a station needs Request, accept and close station credit accounts.
A linked station shows a Linked badge, its credit limit, payment days and price instead of an address, and the account's status (Active, On hold, Suspended or Closed). Its name and Account button open the account page. A linked station cannot be edited or deleted here; it changes only through its account.
Requests for an account that neither side has answered yet are listed above the stations under Credit account requests.
Add or edit a station
- Select Add station, or Edit on a row (needs Stations › Edit).
- Complete the form. Only Name is required.
- Select the save button. A toast says "Station added" or "Station updated".
| Field | Notes |
|---|---|
| Name (required) | Up to 120 characters. |
| Vendor | A Purchasing vendor. Fills at this station are costed against this vendor in Costs. |
| Address, Phone, Notes | |
| Active | Ticked: offered when recording a fill. Untick to stop offering it. |
Deactivate or delete a station
Select Delete on a row (needs Stations › Delete) and confirm "Delete name? A station that has fills is made inactive instead."
- A station nobody has used is deleted: "Station deleted".
- A station that fills or quotas refer to is kept and made Inactive: "Station has fills, so it was made inactive". Its past fills keep their label, and it is no longer offered on new fills.
Untick Active on the edit form to deactivate a station without deleting it, or tick it again to bring it back.
Credit accounts with fuel stations
A fuel station that uses this system can sell to you on credit: its attendant scans your vehicle's QR label, records the fuel and invoices you later. That needs a credit account between your organization and the station. Every step below needs Stations › View to see the account and Request, accept and close station credit accounts to act on it.
Find a station and ask for an account
- On the station list, select Find a station.
- Search by the station's name. Only fuel stations that use the system are listed, with their name and sites.
- Select Request link on a station, enter your own account reference if you have one (optional, up to 100 characters), and select Send request.
- The account page opens with the status Requested and "Waiting for the station to accept." The station's staff are told.
A station you already have an open account or request with shows Open account instead of Request link. Asking again is refused with "There is already an open credit account between these teams."
A station offers you an account
A station can also offer you an account using your link code, shown in Fuel settings. The offer appears under Credit account requests with "The station offered you an account.", and the people who hold the link permission are told. Open it, read the terms and select Accept.
The account page
The page shows the station's name, the status and the Terms the station set: Credit limit (No limit when the station set none; amounts on the account are in the station's currency, not yours), Payment terms, Invoiced (weekly, fortnightly or monthly), Price (pump price, or pump price less an amount per litre or a percentage), Fuel types (all when none are named), what happens Over the limit, the current Exposure and your Account reference. History lists every step with its time and who took it — a person from your organization by name, the station by its name. When the station changes the terms, a new version takes effect at once, you are told, and the earlier versions are listed under Earlier terms.
When the station accepts your request, the station appears in your list as a linked station and can be chosen on quotas.
Select Statement on an account that is not just requested to see its invoices, credit notes and confirmed payments with the balance and its ageing; see Statement.
Suspend, resume or close
- Suspend an active account to stop the station serving your vehicles; Resume turns it back on. You can add a note for the history.
- The station can put the account On hold (for example when invoices are overdue) and release it; you are told when it does.
- Close account ends it for good (on a request, the button is Withdraw or decline). The linked station becomes Inactive on your list. Closing is refused while the station still has fuel to invoice or invoices are unpaid. To work with the station again, ask for a new account; it reuses the same station on your list.
Stations in imports and quotas
An import matches the station column to a station name on the list, ignoring capitals; a name not on the list is kept as "somewhere else". Only active stations are matched: a name two active stations share is skipped ("More than one active station is called name. Rename one of them, or leave the station blank."), and a name only an inactive station has is skipped too ("The station name is inactive. Reactivate it, or leave the station blank."). A quota can be limited to certain stations.