FAQ

The system enables structured procurement planning by capturing supplier allocations, estimated costs, and expected stock entries. This helps OMCs align purchasing decisions with demand forecasts and depot storage availability.

ROCKEYE records all cost components related to the import process including product cost, freight, duties, and additional expenses. These costs are consolidated to generate an accurate landed cost per liter for financial and pricing decisions.

Yes. Supplier invoices can be captured against purchase transactions, enabling accurate tracking of product cost components and integration with financial accounting records.

The system automates the generation and management of key regulatory documents including TR-800/TR-830 (Entry) and TR-812 (Exit) forms to ensure duty accuracy and compliance with KRA requirements. It also supports ASE (Adjustment of Stock Entitlement) generation required by KPC, enabling the formal transfer of product ownership from the importer’s KPC account to the OMC’s KPC account.

ROCKEYE generates a purchase reconciliation by aligning the Purchase
Plan, Stock-In quantities, and final Supplier Invoice. The system compares
planned volumes, actual received quantities, and final supplier pricing to
ensure procurement accuracy before financial posting.

During reconciliation, the system highlights volume variances, pricing differences, landed cost adjustments, and duty-related changes. These controls help OMCs detect discrepancies before confirming the final purchase invoice.

Purchase reconciliation ensures that planned allocations, actual depot receipts, and supplier billing match accurately. This prevents cost distortions, protects margins, and ensures financial accuracy before payments are processed.

Once reconciliation confirms the final quantities and pricing, a Purchase Invoice is generated capturing the product cost and associated landed costs, ensuring accurate cost accounting.

The finalized purchase invoice is automatically synchronized with the Finance module, allowing finance teams to process supplier payments and maintain accurate cost accounting records.

By comparing planned allocations, actual stock received, and final supplier pricing, ROCKEYE provides a clear breakdown of the true product cost, enabling OMCs to accurately determine margins and financial exposure.

ROCKEYE maintains a bond ledger linked to imported product transactions, ensuring that every bonded import is tracked against the applicable customs bond. This provides full visibility into bond utilization, balances, and associated inventory movements.

The system continuously tracks bond usage and remaining balances based on import quantities and bonded transactions, allowing users to monitor available bond capacity before executing new imports.

Yes, ROCKEYE provides a real- time bond listing of all generated bonds, displaying active, partially utilized, and expired bonds along with linked product imports and remaining bond balances.

By consolidating all bonded imports, duty obligations, and linked transactions, the bond ledger ensures transparent tracking of inventory, financial exposure, and compliance adherence across teams.

The system supports various bond types, including import,transit and warehouse bonds, all linked directly to the corresponding product entries and import transactions.

When a bond is nearing expiry, ROCKEYE allows renewal of the bond with updated validity and limits, ensuring uninterrupted compliance and continuity of bonded transactions.

Yes, Rebounding enables creation of child bonds linked to a parent bond, allowing allocation of bond limits to individual shipments or product categories while maintaining a consolidated view for compliance and audit purposes.

The TR-800 links each imported purchase transaction to its corresponding bond, allocating the bond amount against the imported products. It serves as the primary record for customs entry and duty obligations.

The TR-830 is generated from the TR-800 and indicates the exact quantity of products covered by the bond amount allocated in the TR-800, providing precise tracking of bonded inventory.

The TR-812 tracks the physical release of petroleum products from the bond. It releases the corresponding bond value, and makes it available for reuse in future imports.

When a TR-812 exit is processed, the system releases the bond amount associated with the exited quantity, updating the bond ledger and allowing the remaining bond balance to be reused for new imports.

The ASE document formalizes the transfer of product ownership from the importer’s KPC stock account to the respective OMC’s KPC account. It acts as an official record confirming that the imported product entitlement has been reassigned to the purchasing OMC.

The system supports approval workflows where designated authorized signatories review and approve the ASE before it is finalized. This ensures that ownership transfers comply with company and KPC authorization requirements.

Once approved, the ASE document can be emailed directly from the system to relevant stakeholders, including KPC and the receiving OMC, ensuring timely communication and proper documentation of the ownership transfer.

Yes, the system records all seal purchases, including supplier details, seal costs, batch numbers, start and end seal numbers, and total quantities, ensuring every seal is accounted for before depot allocation.

Seals are assigned in batches to specific KPC depots, with ROCKEYE capturing the allocated range of seal numbers, total quantity, and linking them to the depot for accurate tracking and accountability.

Seals are assigned in batches to specific depots, with ROCKEYE capturing the allocated range of seal numbers, total quantity, and linking them to the depot for accurate tracking and accountability.

Yes, sequential seal numbering allows traceability of each seal, ensures accountability, simplifies audits, and maintains the integrity of petroleum stock movements.

Adjustments are applied quarterly, based on KPC reconciliations, ensuring that OMC inventory balances reflect actual storage and movement discrepancies.

Reconciling gains and losses ensures accurate inventory valuation, proper reporting, and prevents discrepancies in billing or product accountability with KPC.

Adjusted quantities are updated in inventory summaries, WAC reports, and depot-level stock views, ensuring that operational teams have an accurate real-time picture of stock.

WAC adjustments occur when there are changes in product cost due to product pricing updates, import costs, or reconciliation of inventory gains/losses.

WAC adjustments occur when there are changes in product cost due to product pricing updates, import costs, or reconciliation of inventory gains/losses.

Yes, ROCKEYE supports WAC adjustments at both depot and product levels, giving precise control over valuation for different storage locations.

Once applied, the updated WAC affects inventory valuation, cost of goods sold, and WAC summary reports, ensuring that all reports reflect the latest cost structure.

ROCKEYE maintains a history of all WAC adjustments, showing the previous cost, updated cost, effective date, and reason, which supports audit and regulatory compliance.

It shows product movement across depots, cost breakdowns per transaction, weighted average costs, and total inventory value, giving a comprehensive valuation view.

Yes, ROCKEYE allows filtering to analyze specific depots, product lines, or transaction periods, making the report flexible for operational and financial review.

By providing detailed cost and movement breakdowns, the report offers transparency for audits, KPC reporting, and internal financial controls.

It provides an official record of storage penalties billed by KPC, enabling OMCs to reconcile their accounts, update inventory costs, and maintain compliance with KPC storage agreements.

It is created after KPC has issued the storage penalty bill, providing a finalized and auditable record of penalties incurred for inventory held beyond the free storage period.

The system maps each product and depot to the allowed free storage period and automatically monitors the number of days each product remains in storage.

Late lifting tracks product movements across terminals, measuring the duration products remain in storage beyond free days and calculating the corresponding aging costs incurred.

ROCKEYE monitors product storage against free storage periods at each KPC depot and terminal. It tracks aging days, storage charges, and late lifting risks in real-time, allowing OMCs to plan timely lifting or transfers preventing penalties and unnecessary costs.

Yes, the system allows multiple import shipments to be allocated to the same vessel, maintaining capacity, scheduling, and load tracking for operational efficiency.

Each vessel record is linked to TR-800/TR-830/ASE forms and imported product entries, ensuring seamless tracking from arrival to depot allocation.

Vessel details should be updated whenever new vessels are used for shipments, or if operational changes occur, such as schedule changes, capacity adjustments, or ownership updates.

Depot records link to product inventory, storage charges, transport scheduling, and KPC reporting, ensuring complete visibility of product flow and associated costs.

Yes, each depot can store multiple products, with capacities and charges tracked per product for accurate inventory and cost management.

Accurate mapping ensures all costs are tracked against the correct depot, helping OMCs manage operational expenses and invoice customers correctly.

Trucks and drivers are mapped to specific deliveries, products, and routes, ensuring accurate tracking, compliance, and operational accountability from depots to customers.

The platform provides real-time depot-level stock tracking, allowing users to monitor available quantities, allocations, aging, and inventory valuation across multiple storage locations.

Users can generate sales quotations with configurable pricing, customer details, and product allocations. Quotations can be revised, approved, or converted into proforma invoices when confirmed by the customer.

Yes. The quotation module supports multi-currency pricing and flexible rate structures, allowing OMCs to manage local and international trade scenarios efficiently.

ROCKEYE tracks Validity dates for each quotation, alerting users if a quotation is used past its validity, ensuring that price and terms are honored correctly.

While the SQ itself does not reserve stock, it provides visibility into potential demand, helping operations forecast and plan inventory availability.

Once a quotation is approved, users can convert it directly into a proforma invoice with relevant bank details.It can be printed or emailed directly from the system

ROCKEYE applies the price build-up from the quotation including depot charges, handling fees, and applicable adjustments for accurate unit pricing.

Each SO allocates products in the depot inventory, ensuring that stock is reserved for the customer and tracked for dispatch and billing.

It initiates the physical dispatch of products, specifying quantities, depots, and trucks, and is integrated with TMS to assign trips for delivery.

ROCKEYE monitors trip progress in real-time via TMS integration, showing loading, in-transit, and delivery stages.

ROCKEYE Loading Ticket allows multiple products to be loaded on the same truck, with each product assigned to specific compartments for accurate quantity allocation and operational tracking.

A single product can be distributed across multiple compartments within the same truck, allowing precise tracking of quantities per compartment during dispatch.

The Waybill records the product assigned to each compartment, providing a verifiable link between loaded quantities and their physical location on the truck, preventing mix-ups or diversion.

Yes. ROCKEYE supports configurable workflows, transaction rules, approvals, charges, pricing, and operational parameters to align the platform with each OMC’s business requirements.

ROCKEYE centralizes KPC/KRA compliance activities, including customs documentation, bond tracking, ASE processing, inventory records, and audit trails, helping organizations maintain consistent and traceable compliance records.

ROCKEYE covers the end-to-end downstream petroleum Trade lifecycle, from Purchase Planning and imports through Customs and Bond Management, KPC stock ownership transfer, depot operations, Inventory & Valuation, Seal Management, the complete sales cycle from Quotation to Invoice, Reconciliation, and Finance processing.

ROCKEYE Trade is designed for organizations involved in downstream petroleum trading operations, including OMCs and teams managing procurement, imports, customs, depot operations, inventory, sales, and finance.

ROCKEYE Trade is a unified platform designed for downstream petroleum trading operations in Kenya. It manages the end-to-end Trade lifecycle, including procurement and imports, KPC lifting and depot operations, bond and customs compliance, inventory and WAC management, sales, reconciliation, and finance.