Every part of your operation. One connected platform.

Overview

The Fuelsoft sales order processing software allows the entry of quotations and prospective customers, with full integration into Post Code look-up software to help enter the precise address detail and the ability to convert prospects to customers and quotations to sales orders.

The entry of an order has been designed to include the absolute minimum number of key presses, so that on a busy winter's day it takes only seconds to enter an order and print a ticket.

The method of pricing can be set up per company and can include load premiums, surcharges for credit cards, run outs, waiting time, difficult deliveries, late payers, etc. Tight controls can be put in place for holding orders that have exceeded pre-defined rules for credit limits or payment terms.

If your customers are paying for their order by credit card, then online authorisation and ringfencing of funds is available while entering an order, with the collection of the funds after confirmation to insure the exact funds are taken. The routines to collect the funds automatically match the customer's invoices on the ledger against the payment.

Key features

• Quotations
• Convert quotations to orders
• Set up prospects
• Convert prospect to customer
• Set up customers
• TAPI interface for screen popping the address
• Quick Address interface for identifying the address by post code
• Priced Orders
• Un-priced orders with credit control based on cost
• Load premiums
• Bulk and lubricants
• Replacement cost and FIFO cost used for margins
• Stock levels displayed for lubricants
• Customer tank details displayed
• Historical sales and margins visible
• Profit per order visible
• Check for duplicate order
• Invoice pence per litre surcharge/discount facility
• Credit, debit and purchase card authorisation and ring fencing of funds
• Facility to charge more for different credit cards
• Option not to charge for credit cards
• User definable margin add on to cost: customer and order specific
• A margin add-on/deduction could typically include payment method, late payer, 4 wheeler or baby tanker requirement, difficulty of delivery, run out
• User definable fixed amount add on/deductions to cost are dissolved in the pence per litre price. A fixed amount add on/deduction could typically include waiting time at a delivery address
• User defined held facility for orders that exceed credit, payment terms etc

Overview

The scheduling module can either be used for manually scheduling orders from filtered lists or by loading Map Point and by viewing and selecting the orders from a map to create the schedules. Scheduling orders then provides full visibility to the office staff of when orders will be delivered.

Please refer to the Routing module for the automated routing with vehicle optimisation, where we interface into VIST+ systems.

Key features

• Ability to assign a driver and vehicle to a schedule
• Ability to attach orders to a schedule by:
  • Keying in the ticket number
  • Dragging and dropping to orders from a list
  • Receiving data file back from automated routing software that has built the load
  • Held orders highlighted
  • Late orders highlighted
• Printed schedule of orders with delivery details
• Drivers documentation
• Loading Authority
• Allocating vehicles to a schedule changes the status of the order
• Order enquiry will display that the order is scheduled
• Stock will be transferred to that stock point/vehicle
• Rapid confirmation by load only changing individual orders as required
• Easy removal or addition of orders to the schedule
• Manual pot allocation or automated with VISIT Plus...

Overview

The sales ledger allows excellent control of your debtors. Not only are tight controls available from implementing the 'held order facility' in order entry, but the comprehensive date based sales ledger provides you the flexibility to process orders and post cash in multiple periods at the same time. This eliminates the bottleneck that some companies experience at the month-end. All sales ledger reports, debtor's reports, statements and history reports can be run back to a specific date and will report the information at that point in time for essential audit purposes.

A comprehensive BACS facility allows you to collect funds for fixed monthly amounts or variable amounts, interfacing into a number of 3rd party BACS applications. This modern sales ledger has been specifically tuned to the demands of the fuel industry and is fully integrated into sales order processing application.

Key features

• Date based ledger with no laborious month-end processes
• More than one period open at any one time
• Batch processing of invoices, cash and credit cards
• Date based reporting
• Discount/surcharge facility in cash posting
• Collection of debit card and purchase card transactions after the order confirmation process with the automatic allocation and matching of invoices paid
• Debtors report period and date based
• Statements printed or e-mailed
• A4 reporting onto laser
• Audit report for reconciliation
• Sales history statement reconstructing historical month-end balances.
• Copy invoices e-mailed
• BACS output facility
• Ability to amend and change BACS output
• Auddis facility
• Notes facility that interfaces into Microsoft Outlook
• Multiple delivery addresses per account
• Different payment terms for bulk, non bulk and fuel cards
• Reversal of bounced cheques and direct debits
• Credit control letters for domestic and commercial

Overview

This versatile stock system can be managed by company, depot or stock point, which can also be defined as a tank or tanker and is invaluable for audit purposes. The Fuelsoft stock system is date based, enabling easy reconciliation of stock,back to a specific day.

Stock receipts can be reconciled to purchase invoices providing visibility of any un-reconciled receipts or invoices.

Stock take data can be exported into an Excel spreadsheet, while the actual stock figures are keyed into the spreadsheet before being imported back into the Fuelsoft stock system.

Key features

• Date based stock reconciliation
• Handles bulks, lubricants, tanks, bottles, parts and sundries
• Stock enquiry
• Multiple stock points
• Multiple levels (company, terminal, tanker, tanks)
• Location movement report
• Dips entered create audit adjustments
• Gains and losses can be created in confirmation
• User defined transaction types - issues, receipts, transfers, rebrands, adjustments
• Download stock take data into excel
• Key actual stock figures into Excel and import into database
• Stock receipts are matched against purchase invoices
• Month end reports highlighting stock receipts without invoices
• Stock valuation report
• Stock orders by location report
• Lubricants price book
• Lubricants price book import from supplier price book
• Mixed products for handling blending
• Bunkered stock for specific customers

Overview

A modern, unified set of financials eliminates the need to have control accounts. Comprising purchase, sales, cashbook and nominal, the ledgers are fully integrated into the sales order processing application. Our purchase ledger system is also integrated in to the Lightyear automated accounts payable system, saving you time and money.

Our system is also fully 'Making Tax Digital' compliant.

Profit and loss reporting can be handled at Group, Individual Company or Department level, with consolidated reporting for Group companies. The ledgers are fully Euro compliant and allow multi-currency transactions.

Key features

• Unified ledger system without control accounts
• User definable periods
• Date based
• Reporting back to dates
• User definable code and cost centre structure
• Full drill down into ledgers from invoice to postings
• Comprehensive audit trails
• VAT reporting and returns
• Integrated cash book
• Bank reconciliation
• Budgets and forecasts
• Journal import from excel
• Accruals and prepayments
• Batch entry and posting
• Cash reversals
• Debtors and creditors reporting
• Ledger movement reporting
• Invoice register accrual
• Tax journal input
• General ledger export to excel
• Chart of accounts
• Profit and loss reporting
• Balance sheet reporting
• Trial balance

Fuelsoft has developed a seamless interface into market leading Routing and Scheduling software vendors.

Due to the high level of integration between the software packages the need to have cumbersome downloads of data between the two systems has been entirely eliminated. As soon as the orders have been routed they are clearly visible to users of the Fuelsoft scheduling enquiry screens. The benefits of using such an integrated system means that the final schedules do not need to be created until much later in the day with 100-200 orders being able to be routed and scheduled in as little as 15 minutes. However, most users of the software start the scheduling much earlier in the day, constantly checking the loads against the transport capacity for a specific day, so that the sales department can be advised whether they need to inform customers of longer lead times.

We currently have a number of customers, who are benefiting from the routing and scheduling software in conjunction with Fuelsoft. These include: Oil NRG, Tinknells Fuels, WP Group and ATF.

Fuelsoft integrates with both Touchstar Systems and Dreamtec, enabling us to supply the UK and Ireland's market leading 'In Cab' systems. Our application has been designed to interface into 'In Cab' computer systems with the facility to build orders into loads for transmission to the 'In Cab' computers.

One of the significant benefits of introducing such a system is that it will transmit back confirmed quantities after each delivery and prints invoices for customers at the point of delivery. This improves cash flow and provides a high degree of visibility to the office staff showing which orders have been completed and who is due the next delivery.

We have a number of companies using on-board computer systems, including Ribble Fuels and WP Group who currently have vehicles fitted with in-cab computers interfacing with the Fuelsoft back office software.

Overview

Repeat Orders and Top Ups can be set up, with each customer having a master file, allowing the orders to be generated automatically with very little manual intervention. The fuel orders are created in a work file that can be edited before converting into actual orders.

Due to this system and approach, significant time savings may be achieved and significantly, customers are never let down.

Key features

• Set up by customer and product
• Volume
• Start date
• End date
• Contract number if applicable
• Multiple repeat options:
  • Fixed day in month
  • Days since last order
  • Fixed day of the week
  • Fixed day of the week after a number of days
  • Fixed day of the week in fixed week number
  • Fixed week of the year
• Pricing options:
  • Normal pricing
  • Unpriced
  • Fixed
• Generates pre-list
• Faciltiy to edit prelist, amend / delete
• Print pre-list
• Convert pre list automatically into orders

Overview

Fuelsoft integrates with several market leading tank monitoring systems including Signalman, Dunraven, Kingspan and Apollo.Tank monitoring rental details can be set up in the rental module, with an invoice frequency (which will automatically generate the invoices), for the annual rental charges.

Data from tank monitoring system highlights customers who are low on fuel, can be imported into the database to generate the orders automatically, without the need for manually keying the details, saving a significant amount of time.

We have a number of customers processing thousands of tank monitoring generated transactions on a monthly basis.

Key features

• Customer/tankmonitoing maintenance records
  • Delivery address
  • Product
  • Tank size
  • Minimum delivery
  • Maximum delivery
  • Minimum daily usage
  • Priority
  • Transmitter serial number
  • Renewal date
  • Renewal amounts
• Automatic renewal invoicing
• Import of Tank Monitoring data

Overview

The RDCO (Registered Dealers in Controlled Oil) return is a legislative return that has to be made to HMCE (Her Majesty’s Customs and Excise) by Oil Suppliers and the Fuelsoft application not only manages the data but also has a facility to electronically transmit the data to the HMCE web site.

Key features

• Electronic returns
• Manual reports
• Maintenance tables: user definable
  • Table 1 delivery limits: user definable
  • Table 1 monthly period limits: user definable
• Stated usage codes: user definable
• Rebated fuel codes: user definable
• User types: user definable
• Full transactional history for audit purposes on each table
• Checking within order entry for stated use against each customer classification i.e. registered dealer, bulk domestic, bulk VAT registered etc. Each classification has a user definable number of days set against it
• Fully approved by HMCE

Overview

The Equipment Rental module is primarily used for renting LPG (Liquefied Petroleum Gas) tanks but can be used for the rental of any equipment.

Key features

• Customer record attached to equipment record
• Serial number of equipment
• Manufacturer and date of manufacturer
• Design and pressure detail
• Vessel use details
• Method of filling
• Certificate type
• Usage type
• Product required with minimum and maximum levels
• Link to product file for raising rental charges and picking up the price
• Renewal and termination dates
• Contract dates
• Rental invoice frequency
• Invoice re-list created
• Ability to amend or delete
• Automatically create invoices
• Print rental invoices

The Lubricant module, within Fuelsoft, has been developed in conjunction with some of the UK’s leading lubricant distributors.

The module encompasses comprehensive warehouse management functionality, providing stocking levels at bin level, recommended re-order levels that create work files and then automated purchase orders, put away lists, picking lists, despatch lists, flexible price lists by a variety of methods, importing of manufacturer’s price list, data export for reporting back to manufacturer’s such as Castrol.

The stock take system allows you to continue trading as you count facilitating partial stock takes.