A client can buy fuel on credit at your station only through a credit account between its organization and yours. The account carries the terms you agreed (credit limit, payment days, how you bill, what price you charge) and shows how much the client owes you. Open Fuel Station Management › Clients. You need Clients › View all to see the list and an account, and Offer, accept and change credit account terms to act on one.
The client list
One row per account: Client, Status, Credit limit, Exposure, Uninvoiced and Unpaid. Exposure is what the client owes you now: the dispenses you have not invoiced yet plus the invoices not yet paid. A row says "Waiting for you" when the client asked for an account and you have not answered. Select a client to open its account.
| Status | Meaning |
|---|---|
| Requested | The client asked for an account, or you offered one, and the other side has not accepted. Nothing can be dispensed. |
| Active | The vehicle can be served at the pump. |
| On hold | You paused it. New dispenses are refused until you release it. |
| Suspended | The client paused it. New dispenses are refused until the client resumes it. |
| Closed | Ended for good. |
Accept a client's request
A client finds your station in Find a station and asks for an account; you and the people holding the credit-account permission are told ("A fuel credit account was requested or changed").
- Open the client from the list. It says "The client asked for an account. Set the terms to accept."
- Select Accept with terms, set the terms and select to save. A toast says "Account accepted".
- The account becomes Active and the client is told. Its vehicles can now be served.
Offer an account with the client's link code
You can start the account yourself. Ask the client for the link code shown on its Fuel settings page.
- On the client list select Link a client by code.
- Enter the Client's link code, set the terms and select Offer the account. A toast says "Account offered to name".
- The account is Requested and shows "Waiting for the client to accept." The client sees the terms and accepts them to open the account.
"No client has this link code." means the code is wrong or the client has made a new one. Codes can be tried 20 times a minute.
Terms
| Term | Meaning |
|---|---|
| Credit limit | The most the client may owe you (uninvoiced dispenses plus unpaid invoices). 0 means no limit. |
| Over the limit | Block it refuses a dispense that would take the account over the limit; Warn and allow it lets the attendant record it and flags the dispense. It applies only when the limit is above 0. |
| Payment terms (days) | How many days after the invoice date an invoice falls due. |
| Invoiced | Weekly, fortnightly or monthly: the period suggested when you issue an invoice. |
| Price | Pump price, pump price minus an amount per litre or pump price minus a percentage. The price is worked out from your product prices when the dispense is recorded and shown to the client. |
| Fuel types | The fuels the client may take. None ticked allows every fuel type. |
The terms of a new account start from the defaults in the Fuel station settings. Change terms on an active account saves a new version; the client is told, and the earlier versions stay in the account's history. A dispense is priced by the terms in force when it was recorded.
Hold, release and close
- Put on hold (and Release hold): use it, for example, when invoices are overdue. A note for the history is optional. The client is told.
- Close account ends it for good (on a request that is not accepted yet, the button is Withdraw or decline). Closing is refused while dispenses are not invoiced or invoices are not paid: "n dispenses are not invoiced yet." / "n invoices are not paid yet." The client can also close the account, with the same rule.
- A closed account cannot be changed: "A closed account cannot be changed." To work with the client again, ask it for a new account.
The account page also shows History: every step with its time, who took it (your own people by name, the client by its team name) and the note. Statement opens the statement of the account.
What a client can see of you, and you of a client
You see the client's team name, the account and its terms, the dispenses at your station and, when a vehicle is scanned, only whether it may fuel and how much it may take. You never see the client's vehicles, drivers, quotas or Finance. The client sees your team name, your sites, the terms, the dispenses and your invoices.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "Only a requested account can be accepted." | The account is already active or closed. | Reload the page. |
| "The other side has to accept this request." | You tried to accept an account you offered yourself. | Wait for the client. |
| "There is already an open credit account between these teams." | You offered an account the client already has with you. | Open the existing account. |
| "Only an active account can be put on hold." / "Only an account on hold can be released." | The account was already changed. | Reload the page. |
| "Someone else is changing this account. Try again." | Another person is changing the same account. | Try again. |
Current limitations
- The terms cannot name particular sites; every site serves every account, apart from the member's own site limits in the settings.