Open Fuel Station Management › Setup (Station setup). You need Setup › View all. The page has two tabs, Products & prices and Sites. What you add here is what the attendant picks at the pump and what clients see when they look for a station.
Products and prices
A product is a fuel you sell: for example Petrol 92 or Auto Diesel. Each has a Fuel type (what the client's vehicle must take) and a price per litre.
Add a product (needs Setup › Create)
- Select Add product.
- Choose the Fuel type and give a Name.
- Leave Active (sold, and priced at the pump) ticked and select Add product. A toast says "Product saved".
Edit or delete (needs Setup › Edit or Delete): select the product's edit button to rename it or change its fuel type (not once the product has a price: "The fuel type cannot change once the product has a price."), or Delete, which asks "Delete name? Its price history is kept for the record." Untick Active to stop selling a product without deleting it.
Change a price (needs Setup › Edit)
- On the product's row select Change price.
- Enter the New price per litre and, if you want it later, Effective from. Leave the date empty to start now. "A later date and time does not change today's pump price." The price can start today or later: a day that has passed, in your team's timezone, is refused with "The price can start today or later." Today is accepted at any time of day.
- Select Change price. A toast says "Price changed".
The row shows the Current price and Since when it started. History lists every price with its start; a price set for the future shows Scheduled. A product with no price shows "No price has been set yet." The price clients pay is worked out from this price and their terms: pump price, pump price minus an amount per litre, or minus a percentage.
Sites
A site is a place you sell from, with its pumps. A station with no sites sells from nowhere in particular; once you add sites, the attendant says which one they are at, and a client's account can be limited to some of them.
Add a site (needs Setup › Create): select Add site, give the Name, an optional Address ("Clients see the name and address when they find your station.") and the Pumps, "Optional labels, separated by commas. The attendant picks one when dispensing." With business units, the Business unit list starts with your default; every sale recorded at the site takes that unit (a site with none is the main business). Leave Active ticked and select Add site. A toast says "Site saved".
Edit or delete a site: edit changes the details (changing the Business unit applies to later sales only; past dispenses keep theirs; with business units the Sites tab also shows a Business unit column); Delete asks "Delete name? Staff limited to it lose that site." A site that has dispenses is deactivated instead of deleted, and its past dispenses keep its name.
Staff can be confined to certain sites in the Site limits table of the Fuel station settings.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "You may not do that." | You lack the Setup permission for the action. | Ask an administrator. |
| "Could not save the product." / "Could not save the site." / "Could not change the price." | The details were refused; the fields show why. | Correct the fields. |
| "The price can start today or later." | Effective from is a day that has passed. | Choose today or a later day, or leave it empty. |
| "The fuel type cannot change once the product has a price." | You changed the fuel type of a product with price history. | Keep the fuel type, or add a new product. |
Current limitations
- A new price does not change dispenses already recorded.
- A price per litre is held to four decimal places, because fuel is priced to fractions of a cent; totals and invoices are in two.