Fuel Station Management › Dispense is the pump page, made for a phone held at the pump. You need Dispense › Create. The attendant scans the QR label on the client's vehicle, sees whether the vehicle may fuel, records the litres and gets a receipt reference.
Record a dispense
- Open Dispense. If your station has several sites, choose the Site you are at ("Choose the site you are at"); a member limited to one site has it chosen. With no site chosen the scan is refused with "Choose the site you are at first."
- Select the camera to Scan the vehicle and point it at the vehicle's QR label, or type the code. (The label is the one printed from the client's Fleet QR labels.)
- The entitlement card shows the Client, the Vehicle and Driver, the Fuel allowed, and the quota left: Litres left, Spend left and Until. "No quota limits this vehicle." appears when the client has no quota for it. If the vehicle may not fuel, the card says why and Record dispense is not offered; Scan again starts over.
- Select Record dispense and complete the form.
- If the client's checks find something, the warnings are listed above Record dispense (see Warnings from the client's checks); tick I have checked these warnings.
- Select to record. The page shows the Receipt reference, the vehicle, fuel, litres and total. Next vehicle starts again.
| Field | Notes |
|---|---|
| Vehicle number | Filled in from the label and locked; typed in when the label names no vehicle. |
| Driver | The driver's name, as free text. |
| Vehicle photo | A photo of the vehicle. Required unless Fuel station settings turn it off: "Take a photo of the vehicle." |
| Fuel (required) | A fuel the vehicle takes and the account allows and you sell. |
| Pump | One of the site's pumps, if it has any. |
| Litres (required) | Up to two decimals. |
| Unit price | Shown, and fixed at the agreed price unless the settings let the attendant change it. The price is read again when the sale is saved, so a price changed after the scan is the one charged. "The price is the agreed price of n per litre." (n in your team's number settings) |
| Total | Litres times the unit price. |
| Odometer / Engine hours | The vehicle's meter reading, asked when the client's settings or yours require it. |
The same receipt cannot be recorded twice: a retry after a dropped connection returns the dispense already recorded.
When the vehicle is refused
The scan answers in plain words:
| Message | Why |
|---|---|
| "This code is not recognised." | The label is not a vehicle's current label, or it was replaced. |
| "Not authorised at this station." | The client has no account with you. |
| "The credit account is on hold." | You put it on hold. |
| "The client has suspended the credit account." | The client paused it. |
| "Not authorised at this site." | The account or your own site limits do not cover this site. |
| "The vehicle is out of service." | The client has marked the vehicle inactive. |
| "Not authorised — no quota." | The client has no quota for the vehicle and your settings refuse that. |
| "The quota is used up." | A hard quota has nothing left. |
| "The account is over its credit limit." | The limit is set above 0, the account is at or over it and the terms say Block it. |
Scanning is limited to 30 a minute for each person: "Too many scans: wait a minute and try again."
Going over a quota
If the litres go over a quota the client set:
- Hard quota: "This goes over the quota and cannot be dispensed. Lower the litres."
- Soft quota: "This goes over the quota: give the reason. The client's fuel managers are told." Choose the Reason and add Details (required for Other).
- Quota that needs approval: "This goes over a quota that needs the client's approval." Select Ask for extra fuel; the client's approvers decide. The page waits and shows "The client approved the extra fuel. You can record the dispense." (or Ask again if it was rejected). See the client's fuel requests.
Warnings from the client's checks
As you enter the fuel, litres and meter reading, the page runs the client's own fuel checks on the sale, with the client's settings. Any warning is listed under Check before recording:
| Warning | Means |
|---|---|
| "The litres entered are more than this vehicle's tank holds." | The litres are more than the client's record of the tank allows. |
| "This vehicle does not take this fuel." | The fuel does not match the client's record of the vehicle. |
| "This vehicle was filled with a similar amount a short time ago." | The client recorded a fill of almost the same litres shortly before. |
| "This vehicle was filled recently." | The vehicle was filled sooner than the client expects. |
| "The meter reading is lower than the vehicle's last reading." | Check the reading you entered. |
| "This vehicle is not active with the client." | The client has marked the vehicle inactive. |
The warnings do not show the client's limits or other fills. A vehicle can be checked 20 times in 15 minutes at your station; after that the page shows "Too many checks for this vehicle. Wait a few minutes and try again." and you can still record (the checks run when you record). Check the vehicle and the figures, then tick I have checked these warnings: Record dispense stays disabled until you do. The sale is recorded with the warnings, your confirmation is in its history, and the client's fuel managers review it in their exceptions queue. If the client refuses the wrong fuel outright, the sale is refused: "This vehicle takes fuel."
Over the credit limit
With Warn and allow it in the account's terms, a dispense that takes the account over its limit is recorded and flagged; with Block it it is refused: "This dispense would take the account over its credit limit of n."
What happens in the client's system
A dispense is stored once and each side sees it its own way. In the client's Fuel Management it becomes a fill with a Station badge: it counts against the quotas, adds a vehicle cost and a meter reading, and is included in the client's overview and reports. If the client's side cannot be updated at once, the dispense is still recorded and the client's side is completed by the overnight run.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "Choose a fuel this vehicle takes and the station sells on this account." | The fuel does not match the vehicle, the account or your products. | Choose another fuel. |
| "Enter the litres dispensed." | Litres are missing or zero. | Enter the litres. |
| "Enter the odometer reading." / "Enter the engine hours." | A reading is required. | Enter it. |
| "Enter the vehicle number." | The number is missing. | Type it. |
| "The photo could not be found; take it again." | The photo upload expired. | Take it again. |
| "That extra-fuel request is not approved for this station." | The request was for another station or was not approved. | Ask again. |
| "Confirm the warnings to record this sale." | The client's checks found something you have not confirmed (for example the figures changed). | Read the warnings and tick I have checked these warnings. |
| "This vehicle takes fuel." | The client refuses a fuel that does not match the vehicle. | Choose the vehicle's fuel. |
| "Another pump is charging this account right now; try again." | Two attendants recorded for the same account at the same moment. | Try again. |
| "This request was already made with different details. Check whether it was recorded before you try again." | Record dispense was pressed again after a lost connection with changed figures, and the first press may have saved the sale. | Check Sales; if the sale is not there, scan the vehicle again and record it. |
Current limitations
- A dispense is not checked for unusual economy before it is recorded; the client can dispute it.
- The warnings compare the sale with the client's fills and the station dispenses to the vehicle; two sales recorded for the same vehicle from different stations at the same moment may each miss the other.
- The pump page needs a camera or a typed code; there is no bulk entry.