Fuel Station Management › Sales lists every dispense at your station across all your clients. You need Sales › View all; with View (own) you see only the dispenses you recorded, and a member limited to some sites sees those sites' dispenses only.
The sales list
Columns: Receipt, Date, Client, Site, Business unit (with business units), Vehicle, Fuel, Litres, Unit price, Total and Status (with the badges Voided, Disputed and Invoiced where they apply). Dates are in your team's timezone.
The filter drawer offers Client, Site, Business unit (with business units: a unit with its sub-units, or the main business), Fuel type, From and To, Invoiced or not (Invoiced / Not invoiced), Disputed or not (Disputed only) and the status. The list shows up to 2,000 sales, newest first; narrow the dates to see more of an older period.
A sale
Select a sale's receipt to open it. It shows the client, date, site and pump, the business unit (with business units), vehicle, driver, fuel, litres, unit price (and the pump price when the agreed price differs), total, the meter reading, who recorded it, the vehicle photo, why it went over a quota if it did, any dispute, whether it is invoiced, and the History of what happened to it. It never shows the client's quota or Finance details. A sale's business unit is its site's at the moment it was recorded, set in Station setup; your client never sees it.
Void a dispense
Use Void when a dispense was recorded by mistake (wrong vehicle, wrong litres). It needs Void a dispense on Sales.
- Open the sale and select Void.
- Enter the reason. A reason is required: "Say why the dispense is voided."
- Confirm. A toast says "Dispense voided".
The dispense stays in the list as Voided and is left out of reports and invoices. In the client's system its fill is voided too, so the quota used, the meter reading and the cost are taken back.
A dispense can be voided only while it is not invoiced and within the Void window (hours) in the Fuel station settings (24 by default). An invoiced dispense is corrected through its invoice: credit the line instead, see Invoicing.
Disputes by the client
A client can dispute a dispense that is not invoiced yet. The sale shows Disputed with the client's reason, and everyone holding Sales › View is told ("A client disputed a fuel dispense"). A disputed dispense is left out of the next invoice until the dispute is settled (the client withdraws it), unless you invoice it anyway with the dispute open on its line, see Invoice a disputed dispense.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "This dispense is already voided." | It was voided before. | Reload the page. |
| "This dispense is invoiced: correct it through the invoice." | The dispense is on an invoice. | Credit the line on the invoice. |
| "Dispenses can be voided only within n hours." | The void window has passed. | Ask the client to dispute it, or raise a credit note after invoicing. |
| "Someone else is changing this dispense; try again." | Another person is working on the same dispense. | Try again. |
Current limitations
- A voided dispense cannot be brought back; record a new one.