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Introduction/Purpose

The main purpose of this module is to enable the administrator to manage the Retails Stations that are functioning and selling the products supplied by the company. This module is the master for Retails Stations that will be frequent used in the system. Admin will be able to add, update and manage the products available in the station, inventory of the retail station, Tanks assigned to the station, Pump that are assigned to the station, Loading tickets applied by the station, Pricing component of the retail station, Expenses of the retail station, Users of the retail station using the application, Maintenance activities. View daily sales of the retail stations, Cash/eShop Sale done by the retail station and maintenance activities of the retail stations.

Dependencies

1. Station Data Accuracy: The actual station’s data depends on the accurate recording of all the activity performed on other assets of a station and other data  in the system related to stations.
2. Company Name: The “Station” module has dependencies on the company data integrated within the system. It depends on the data in the “All Companies” module.
3. Station Tanks: The station tanks are assigned to stations. Every tank has a capacity. The station’s data relies on the data of all tanks assigned to that station.
4. Station pumps: The accuracy of station data relies on the data of all pumps assigned to that station. The pumps are assigned to the station’s tank.
5. Day Closure/Daily Sales: The accuracy of the “Day Closure/Daily Sales” data also provides the data accuracy for the stations.

View Station List

All the stations added in the system for different companies will be displayed at the station list screen.

To view the station list, there are two ways as mentioned below.

• Click on the “Stations” from the menu under the “Assets” module as shown below.

• Click on the “Stations” from the site map under the “Assets” module as shown below.

Multiple View Options On Station List

To change the view option of the station list , follow the mentioned steps.

Step 1: To view the user list, follow the steps for section “View Station List”.

Step 2: To change the view of the station list, click on “Change View” as shown below.

Step 3: Change the  view option by clicking any of the available view options as shown below.

Add New Station

Station Details

To View the details of a station, follow below steps.

Step 1: To view the station list, follow the steps mentioned in the section  “View Station List”.

Step 2: Click on the station name in the station list to view station details as shown below.

Click A Station Name From Grid View:

<<Add Image>> (No Available Data)

Click A Station Name From Table View:

<<Add Image>> (No Available Data)

Step 3: Scroll down to view all other station related information as mentioned and shown below.

1. Financial Summary
2. Retail Station Location Details
3. Emergency Contact Details
4. Retail Station Guarantor Details
5. Retail Station Images
6. Advertisement Details
7. Operated By Company
   1. Basic Info
   2. Contact Details
   3. Operator Details

Actions On The Station Details Screen

Dashboard

Dashboard Beta

Manage Station Stock

Station Stock List

To view the list of all stocks and stock related details for the station, follow the below steps.

Step 1: To open the station details screen, follow the steps mentioned in section “ Station Details”.

Step 2: Click on “Stocks” to view the list of the stocks with other related information as shown below.

Update Available Qty

To Update available quantity of product stock, follow the below steps.

Step 1: To view the stock list screen of the station, follow the steps mentioned in section “Station Stock List”.

Step 2: Click on the “Other Action” of a product from the stock list and select “Update Available Qty”, as shown below.

Step 3:   Set the “Actual Available Qty” and Fill all other mandatory fields (marked with *) in the “Update Available Qty Form” as shown below.

Step 4: Click on the “Update” button to update available quantities as shown below.

Update Min. & Lowest Min. Qty

To update min. & lowest min.  quantity of product stock, follow the below steps.

Step 1: To view the stock list screen of the station, follow the steps mentioned in section “Station Stock List”.

Step 2: Click on the “Other Action” of a product from the stock list and select “Update Min. & Lowest Min. Qty”, as shown below.

Step 3:   Set the “Minimum Qty” and “Lowest Minimum Qty” in the “Update Min. & Lowest Min. Qty Form” as shown below.

Note: Minimum Qty and Lowest Minimum Qty are used as  flags. When the available quantity reaches the minimum quantity, then the system will notify. When the available quantity reaches the lowest minimum quantity, then the system will not allow it to sell and will notify. Value Of Minimum Qty Will Be Greater Than Lowest Minimum Qty.

Step 4: Click on the “Update” button to update min. & lowest min. qty as shown below.

Edit Cost

To update the purchasing cost per ltr of product, follow the below steps.

Step 1: To view the stock list screen of the station, follow the steps mentioned in section “Station Stock List”.

Step 2: Click on the “Other Action” and select “Edit Cost” of a product from the stock list as shown below.

Step 3: Enter the “Weighted Average Rate” to set the purchasing cost per ltr and Fill all other mandatory fields (marked with *) in the “Update WAC Form” as shown below.

Step 4: Click on the “Update” button to update cost as shown below.

Update Selling Price

To update the selling price per ltr of a product, follow the below steps.

Step 1: To view the stock list screen of the station, follow the steps mentioned in section “Station Stock List”.

Step 2: Click on the “Other Action” of a product from the stock list and select “Update Selling Price” as shown below.

Step 3: Enter the “New Selling Price” and Fill all other mandatory fields (marked with *) in the “Update Selling Price Form” as shown below.

Step 4: Click on the “Update” button to update the selling price as shown below.

Update Prices

To update all the stock details and price details of a product at once, follow the below steps.

Step 1: To view the stock list screen of the station, follow the steps mentioned in section “Station Stock List”.

Step 2: Click on the “Other Action” of a product from the stock list and select “Update Prices” as shown below.

Step 3: Update the details as required, mentioned and shown below.

• Actual Available Qty
• Minimum Qty
• Lowest Minimum Qty
• New Selling Price
• Weighted Average Rate (Purchasing Cost/Ltr)

Note: Minimum Qty and Lowest Minimum Qty are used as  flags. When the available quantity reaches the minimum quantity, then the system will notify. When the available quantity reaches the lowest minimum quantity, then the system will not allow it to sell and will notify. Value Of Minimum Qty Will Be Greater Than Lowest Minimum Qty.

Step 4: Click on the “Update” button to update the quantity and price details, as shown below.

Company Products

Company Products List

To View the list of all the lube products of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Company Product” to view the list of all the lubes products and the available quantity, as shown below.

View WAC Log

To view all WAC logs with the current stock and credit stock information, follow the below steps.

Step 1: To open the company products list screen of the station, follow the steps mentioned in the section “Company Product List”.

Step 2: Click on the “Other Actions” and select “View WAC Log” as shown below.

Update Selling Price

To update the selling price of a company product, follow the below steps.

Step 1: To open the company products list screen of the station, follow the steps mentioned in the section “Company Product List”.

Step 2: Click on the “Other Actions” and select “Update Selling Price” as shown below.

Step 3: Enter the new selling price and click on the “Update” button to update the selling price.

<<Add Image>>

Other Products

Station Invoice

Invoice List

To view the list of all invoices and the payment status of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Invoice” view the list of all the Invoices with the payment details and due amount as shown below.

Download Invoice

To download an invoice, follow the below steps.

Step 1: To open the invoice list screen, follow the steps mentioned in the section “Invoice List” under “Station Invoice”.

Step 2: To download the invoice regarding a transaction from the invoice list, click on the “File Download” logo under the “ invoice” field of that particular invoice record as shown below.

LTs

LT’S List

To View the list of all the generated LTs for a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “LTs” to view the list of all LTs with Loading information and other details as shown below.

Search & Filtration Options

There are multiple options to search and filter on the LTs list screen. Follow the below steps for search and filtration.

Step 1: To open the LTs list screen, follow the steps mentioned in the section “LTs List”.

Step 2: The Following Search and Filtrations are available in the LTs List, as mentioned and shown below.

• Keyword Based Search:
  • LT Code
  • Product Name
  • Truck

• Numeric Search:
  • Programmed Qty (Ltrs)
  • Loaded Qty (Ltrs)

• Date Based Search/Filtration:
  • Loading Date
  • Delivered Date

• Filtration On Status: Click on dropdown of status to select a status for filtration as shown below.

LT Details

To View the LT details follow the below steps.

Step 1: To open the LTs list screen, follow the steps mentioned in the section “LTs List”.

Step 2: Click on a LT Code from the list to view the LT details as shown below.

Station Daily Sales

Daily Sales List

To view the list of daily sales data of different products for a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Daily Sales” to view the list of all Daily Sales with sales information and other details as shown below.

Add Daily Sales

To add daily sales for a station, follow the below steps.

Step 1: To open the daily sales list screen of the station, follow the steps mentioned in the section “Daily Sales List” under “Station Daily Sales”. 

Step 2: To enter the sales data,  click the “Add Sales” button as shown below.

Step 3: Select a product from the dropdown and fill all other mandatory fields (marked with *) of the sales data in the “Add Sales Form” as shown below.

Step 4: To add sale details of multiple products, click on “Add New” as shown below.

Step 5: Follow the “Step 3” to enter sale details.

Step 6: Click on the “Submit” button to save the daily sales data as shown below.

Add Day Closure

Product Deliveries (Lubes Stock Inward Deliveries)

Lubes Inward Deliveries List

To View the list of all the lubes products stock inward deliveries, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Product Deliveries” under the “meat-ball” ( . . . ) menu to view the list of all the “Lubes Stock Inward Deliveries” with the information of lubes product inward request code, order request code, order date, current status as shown below.

Search & Filtration Options

There are multiple options to search and filter on the Product Deliveries list screen. Follow the below steps for search and filtration.

Step 1: To open the “Product Deliveries” list screen, follow the steps mentioned in the section “ Lubes Inward Deliveries List ”.

Step 2: The Following Search and Filtrations are available in the LTs List, as mentioned and shown below.

• Keyword Based Search:
  • Stock Request Code
  • Order Code
  • Customer Name
• Request Date Based Search/Filtration:Click on the “Calendar” icon and select an option as shown below.

• Filtration On Status: Click on dropdown of status to select a status for filtration as shown below.

Product Order Details

To view the lubes product order related details, follow the below steps.

Step 1: To open the “Product Deliveries” list screen, follow the steps mentioned in the section “ Lubes Inward Deliveries List ”.

Step 2: Click on “Order Code” from the list to view the order details, product and requested quantity, as shown below.

Product Delivery Details

To view the Delivery Related Information, Product Information, Lubes Received Product Documents, Lubes Damaged Product Documents, Receiver Details of lubes product inward delivery, follow the below steps.

Step 1: To open the “Product Deliveries” list screen, follow the steps mentioned in the section “ Lubes Inward Deliveries List ”.

Step 2: Click on a “Stock Request Code” from the list to view the lube product stock inward summary with all the necessary information and status of delivery, as shown below.

Retail Sales

Retail Sales List

To View the list of all the Retail Sales for a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Retail Sales” to view the list of all the Retail Sales with the information of Total Amount of sales, Transaction Type and Date Of Sales, as shown below.

Retail Sale Details

To View the Retail Sales details follow the below steps.

Step 1: To open the Retail Sales list screen, follow the steps mentioned in the section “Retail Sales List”.

Step 2: Click on a “Transaction Code” from the list to view the sales details with all the necessary information, as shown below.

Day Closure

Day Closures List

To view the list of day closures for a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Day Closure” to view the list of all day closure information and other details as shown below.

Add Day Closure

To add day closure for a station, follow the below steps.

Step 1: To open the day closure list screen of the station, follow the steps mentioned in the section “Day Closures List” under “Day Closure”.

Step 2: To enter a day closure, click the “Add Day Closure” button as shown below.

Step 3: Content will be Add (No Available Data)

Site Working Hours

View Site Working Hours

To view all the working hours ( Fueling Working Hrs, ePay Store Working Hrs, ePay Cashback/Topup Working Hrs ) of the  station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Site Working Hours” under the “meat-ball” ( . . . ) menu to view the details of working hours of the station, as shown below.

• Open “MeatBall” Menu.

• Click On “Site Working Hours” From The Menu.

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Update Site Working Hours

To update working hours for a station, follow the below steps.

Step 1: To open the working hours details screen of the station, follow the steps mentioned in the section “View Site Working Hours”.

Step 2: To update working hours, click on the “Update” button on the working hours details screen as shown below.

Step 3: Select an option from the “Timing For” dropdown for which working hours will be updated, as shown below.

Step 4: Update the timing of working hours as required. Click “Update” to update the new working hours as follows:

CC Packaging Buyback Transaction

ePay Cashback

Payments

Payments List

To view the list of all payments added manually in the system, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Payments” under the “meat-ball” ( . . . ) menu to view the list of all the Payments with the payment details as shown below.

• Open “MeatBall” Menu.

• Click On “Payments” From The Menu.

<<Add Image>>

Payment Documents

To view documents regarding payments, follow the below steps.

Step 1: To open the payment list screen, follow the steps mentioned in the section “Payments List” under “Payments”.

Step 2: To download the document regarding a payment from the payment list, click on the “Image” logo under the “Documents” field of that particular payment record as shown below.

Add Payment

To add payment details for a station/shop of the  company, follow the below steps.

Step 1: To open the payment list Screen, follow the steps mentioned in the section “Payments List” under “Payments”.

Step 2: Click the “Add Payment” button as shown below.

Step 3: Fill all other mandatory fields (marked with *) of payment in the “Add Payment Form” as shown below.

Step 4: Click on the “Submit” button to save the payment information as shown below.

Expenses

Reports

Users

Maintenance Activities

Station Items

Station Items are other types of assets utilized in the station. The types are as follows:

• Appliances
• Fire Extinguisher
• Generator
• Others
• Tableware

Items List

To View the list of all the items of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Station Items” under the “meat-ball” ( . . . ) menu to view the list of all the other items of the station, as shown below.

Add Item

To add an item of a station, follow the below steps.

Step 1: To open the station items list screen of the station, follow the steps mentioned in the section “Items List”.

Step 2: To add items,  click the “Add Items” button as shown below.

<<Add Image>>

Step 3: Select a type from the dropdown, fill all other mandatory fields (marked with *) of the item details, as shown below.

<<Add Image>>

Step 4: Click on the “Submit” button to save the item, as shown below.

<<Add Image>>

Item Details

To view the details of the item for a station, follow the below steps.

Step 1: To open the station items list screen of the station, follow the steps mentioned in the section “Items List”.

Step 2: Click on “Item Code” to view the item details as shown below.

<<Add Image>>

Update Item

To update item details, follow the below steps.

Step 1: To open the station items list screen of the station, follow the steps mentioned in the section “Items List”.

Step 2: Click on the “Other Actions” and select “Edit ” as shown below.

<<Add Image>>

Step 3: Update the required details and click on the “Update” button to update the item.

<<Add Image>>

Pricing Component

Pricing Component Details

To View the list and the details  of all the pricing components of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Pricing Component” under the “meat-ball”         ( . . . ) menu to view the list and details of all the pricing components, as shown below.

Update Pricing Component

To update the details of the pricing components, follow the below steps.

Step 1: To open the pricing component list screen of the station, follow the steps mentioned in the section “Pricing Component Details”.

Step 2: Click on the “Edit ” button as shown below.

Step 3: Update the pricing details of the components and click on the “Update” button to update the tank, as shown below.

Transfer to Wallet

View Transaction

Station Pumps

Pumps List

To View the list of all the pumps of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Pumps” under the “meat-ball” ( . . . ) menu to view the list of all the “Pumps”, as shown below.

Add Pump

To add a pump for a station, follow the below steps.

Step 1: To open the pumps list screen of the station, follow the steps mentioned in the section “Pumps List” under “Station Pumps”.

Step 2: To add a pump,  click the “Add Pump” button as shown below.

Step 3: Select a maker company name by keyword-search and select from the dropdown, fill all other mandatory fields (marked with *) of the pump details and the details of pump nozzles and in the “Retail Pumps Form” as shown below.

Note: To add more pump nozzles, click on “Add More”  in the “Retail Pumps Form” as shown below.

Step 4: Click on the “Submit” button to save the pump, as shown below.

Pump Details

To View the details of the pump for a station, follow the below steps.

Step 1: To open the pumps list screen of the station, follow the steps mentioned in the section “Pumps List” under “Station Pumps”.

Step 2: Click on “Pump Code” to view the pump details as shown below.

Update Pump

To update pump details, follow the below steps.

Step 1: To open the pumps list screen of the station, follow the steps mentioned in the section “Pumps List” under “Station Pumps”.

Step 2: Click on the “Other Actions” and select “Edit ” as shown below.

Step 3: Update the required details and click on the “Update” button to update the tank.

<<Add Image>>

Tanks

Tanks List

To View the list of all the tanks of a station, follow the below steps.

Step 1: To view the station details, follow the steps mentioned in the section “Station Details”.

Step 2: Click on “Tanks” under the “meat-ball” ( . . . ) menu to view the list of all the tanks, as shown below.

Add Tank

To add a tank for a station, follow the below steps.

Step 1: To open the tanks list screen of the station, follow the steps mentioned in the section “Tanks List” under “Tanks”.

Step 2: To add a tank,  click the “Add Tank” button as shown below.

Step 3: Select a product from the dropdown list which will be kept in the tank , fill all other mandatory fields (marked with *) of the tank details, as shown below.

Step 4: Click on the “Submit” button to save the tank, as shown below.

Tank Details

To View the details of the tank for a station, follow the below steps.

Step 1: To open the tanks list screen of the station, follow the steps mentioned in the section “Tanks List” under “Tanks”.

Step 2: Click on “Tank Code” to view the tank details as shown below.

Update Tank

To update tank details, follow the below steps.

Step 1: To open the tanks list screen of the station, follow the steps mentioned in the section “Tanks List” under “Tanks”.

Step 2: Click on the “Other Actions” and select “Edit ” as shown below.

Step 3: Update the required details and click on the “Update” button to update the tank.

Documents

Attendant Sales Shift

ePay Top Up

KPI