Admin


Dashboard

Introduction

The Dashboard generates an Employee List and their status' for the current day selected. To reach this page, click on Admin on the side menu then click on Dashboard. Clicking on the three bars on the top left corner of the page expands the side menu to show more detail allowing for easier navigation. The page generates with todays date, but other days can be selected by clicking on the Previous or Next buttons next to the date. The page then shows a list of the following, Employee Name, Employee Iitials, Payroll, Schedule, Status, Clock in Time, Pay In, Resolved and Vehicle. The list is organized alphabetically by the Employees first name.

Employee Management

Employee Management

Editing and Adding New Employees

Introduction

The Employee Management page can be used to add a new employee to the system or edit a current one. To reach the Employee Management page, click on The Admin dropdown on the side menu then click on Employee Managaement. Clicking on the three bars on the top let corner on the page expands the side menu to show more detail allowing for Easier Navigation.

Editing or Adding a New Employee

The Employee Management page will then generate. From here clicking on the Select Employee dropdown gives the option to select a current Employee and edit their account or clicking on add Employee at the bottom of the dropdown clears all fields to allow data entry of a new employee. The page will then show the Employee Status, Their Application, Payroll, Employment and Profile Picture

Upon finishing filling out The Employees information, clicking on the Save button will save the employees information to the system. Filling out a blank page can be used to add a new employee to the system and changing the information of a currently selected employee allows the employees information to be edited

Payroll

Shift Schedules

Settings

Settings

Branding

Brands

The Branding page is where brands can be created for the company or for any sub-companies owned by them. Branding is used to show The Companies Logo and Name, which are shown when sending emails or giving invoices to customers. To reach the Branding page click on the Admin Dropdown, then click on settings. Once on the Settings page, click on the Branding tab to open the page. Clicking on the three bars on the top left corner of the page will expand the side menu showing more detail for easier navigation

Branding Page

The page displays with any brands that have already been created and shows The Brand, Status, Support, when it was last Updated and Actions that can be taken on the brand. New Brands can also be added here as well.

Adding a brand

Clicking on the +Add Brand button brings up the add brand page if any brands need to be added. The page can then be filled with all the information needed in order to create a brand for the company. The Following fields will then appear to be filled out

Once finished filling out the information, clicking on the Save Brand button will now upload the new brand for the company's use. Clicking cancel will close out the page and any information put in will be deleted.

Editing a Brand

To edit a brand, click on the edit button in the brand row in order to make any changes neccessary. The Edit page will pop up and look just like the Add Brand page, only with the fields already filled out. From here any changes can be made to the brand and saved by clicking on the Save Brand button. Hitting cancel will close the page and undo any changes that were made to the page

Settings

Custom Fields

Introduction

Custom Fields are where custom fields, that are seen when creating a system and equipment, are created and managed. To reach the Customs Fields page, open the settings page by clicking on admin then clicking on the Customs Fields. Clicking on the three bars on the top left corner of the page will expand the side menu for easier access

Custom Fields

Custom Fields are an additional field that allows for extra infomration to be added when creating a system or equipment. When arriving on the page, custom fields are shown as line items with the following columns

Adding a Custom Field

Adding a Custom Field is simple and is done by clicking on the Add Field button. Once clicked, the Add Custom Field popup will generate and the following should be filed out

Once all the fields are filled out, clicking on Create Field will generate the Custom Field and it will appear when creating a system or equipment for the customer. Clicking on cancel will close out the popup and the Custom Field will not be added

Editing A Custom Field

in order to edit a Custom Field, start by clicking on the Edit button under the actions side of a selected Custom Field. Once clicked, the edit Custom Field popup will appear, which is the same as the Add A Custom Field popup with the exception of the fields already filled out. Once the popup appears, all fields can be edited, and once finished, clicking on Update Field will update all information that was edited to the Custom Field. Clicking on cancel will close out the popup and void out any changes that might've been made

Settings

Fuels

Introduction

The Fuels page is where Fuels are created and managed based on the fuels that the company uses. To reach the Fuels page, open the settings page by clicking on admin then clicking on the Fuels. Clicking on the three bars on the top left corner of the page will expand the side menu for easier access

Fuels

As stated above, Fuels are created and managed here. Fuels are incredibly important to create as this is the product that is primarily being sold and without Fuels in the system, deliveries can't be routed or delivered for Customers. When arriving on the page, The page will show all Fuels created as line items with the following columns

Below that will show the Tank Size Template for the Fuel that was created and appears as follows

Creating Fuels and Tank Templates

Creating a fuel is simple and is done by simply typing the name of the fuel being created in The New Fuel Name Box and clicking on the Add Fuel button. This will now add the fuel to the system and will be added as a line item to the Fuel Page. From here the fuel can be used to set up fuels deliveries, but creating a fuel can be taken a step further by adding a Tank Size Template. To add a Fuel Template, click on the Add Template button after a fuel is created, this will bring up the Add Tank Size Template popup. A general warning will first appear stating that Capacity, Recommended Volume and Optimal Volume must be greater than 0 with a small guideline at the bottom of the page. Note that this is the tank that is on the companies property or where the company gets it's fuel from for management and keeping track of how much fuel is available for delivery. The following fields should then be filled

Once finished, simply click on the Create button and the Tank Template will be created and added to the Fuel. Clicking cancel will close the popup and void out any information that was filled in the fields

Editing Fuels and Tank Templates

While a created fuel cannot be edited, simple actions such as acitvating and deactivating a fuel can be done by clicking on the pause or play button. Of course the fuel can be deleted as well if need be. A Tank Size Template on the other can can be edited and is done simply by clicking on the edit button under the Actions part of the template. After clicking, the Edit Tank Size Template, which is the same as the Add Tank Size Template with the exception of the fields already filled out. The fields can then be edited and clicking on update will update the template if any changes were made and clicking on cancel will close out the window and void out any changes made.

Settings

Invoice Code

Introduction

The Invoice Codes page are where invoice codes are created and managed for service products. To reach the Invoice Codes page, open the settings page by clicking on admin then clicking on the Invoice Codes. Clicking on the three bars on the top left corner of the page will expand the side menu for easier access

Invoice Codes

Upon arrving on the Invoice Codes page, Invoice Codes will be generated in a table with each code as a line item and with the following columns

Creating a Invoice Code

Creating a Invoice Code is easy and is done simply by clicking on the Add Code button. Upon clicking on the code, The Add invoice Code popup will generate and the following fields need to be filled out

Upon filling out all fields, clicking on Create Invoice Code will generate the code for future use, clicking on cancel will close the window and delete all information filled out.

Editing a Code

Editing a code is simple and is done simply by clicking on the edit button on the actions part of the Invoice Code line item. After clicking on the code, the Edit Invoice Code popup will generate. It's the same popup as the Create Invoice Code one with the excception of the fields already filled out. From here any information that needs to be edited can be changed and once done, clicking on the Update Invoice Code will update any information changed. Clicking on the Cancel button will close the window and void out any information edited on screen.

Settings

Invoice Subtypes

Introduction

This page is where Invoice Subtypes can be created and/or managed. Invoice Subtypes are used primarily for categorizing invoices when they are generated. To reach the Invoice Subtypes, click on the Admin dropdown and click on settings, once on the settings page click on the Invoice Subtype to open the page.

Invoice Subtypes

As stated before, invoice subtypes are used to categorize invoices for easier sorting and organization. When reaching the page, all subtypes will be shown as a table with each type being a line item and with the following columns,

Creating an Invoice Subtype

Creating an Invoice Subtype is easy and can be done by clicking on the Add Invoice Subtype button. Once clicked, the Add Invoice Subtype popup will appear with one field needing to be filled out, the Type. The type is name of the type being created, once filled out, clicking on the create button will create the subtype. To active, just click on the status button under the actions part of the line item.

Editing an Invoice Subtype

Editing an Invoice Subtype is easy and follows the same process of adding one. To do so, click on the edit button under actions on the Subtype that needs editing. The Edit Invoice Subtype popup will appear which is the same as the Add Invoice Subtype. After editing the field, click on the Update button to update the edited page. Clicking on cancel will void out any changes and close the popup.

Settings

Labels

Introduction

The Labels section of settings is where label are created and managed and can be assigned for various purposes. A label can be attached to a Customer, Location, Employee and Service Visits to provide additional information. Examples are labels used to identify a type of customer, the type of property the loaction is, what job an employee is performing or service visits to identify ugency and type of service being performed. To reach the Labels section, click on the dropdown next to admin, click opn settings, then click on Labels. Clicking on the 3 bars on the top left corner of the page will expand the side menu for easier access. Upon landing on the Labels page, there will be 4 tabs that can be selected for creating labels

Labels

When arriving on the Labels page, There will be 4 tabs to identify what the label is being created for

Each tab will show each label as a line item with the following columns

Creating Labels

Creating Labels is simple and is done the same way for all categories with the exception of types under Service Visits. To creat a label

  1. Select a tab to add a label to that category

  2. Click on the Add Label button to bring up the Add Label popup

  3. Add the name of the Label

  4. Add the type of label

    • The type of label can be added simply by typing out what the type should be named and creating the label. Now that type will generate as part of the dropdown for types going forward. This can only be done for Customer, Location and Employee

    • Service visits only has 4 types to select from, each with it's own color attached for urgency

      • Other - Blue
      • Equipment - Purple
      • Action - Green
      • Problem - Red

  5. Click Create to generate a label for the category

Once labels are created, they can be attached to the category the were created for

In order to attach a label to any of the mentioned categories, the label must be created on the settings page first.

Editing Labels

Editing Labels is simple and is done by clicking on the Edit button under the actions section of a created label. After clicking on edit, the Edit Label menu will popup and any edits can be made to the label. Once completed, clicking on the Update Label button will update the label with the new information and clicking on cancel will close out the popup and erase any changed made on the label.

Settings

Promotions

What are Promotions?

Promotions allow you to offer discounts or apply surcharges to customer invoices automatically. Once configured, promotions are applied when invoices are created, helping you run marketing campaigns, seasonal pricing, or loyalty programs without manual calculations.

Types of Discounts and Surcharges

Discount Strategies

Promotions can reduce invoice amounts in three different ways:

1. Flat Amount

2. Percentage of Fuel Cost

3. Per-Unit Adjustment

Surcharges

You can also add charges to invoices by using positive values instead of negative ones. This is useful for:

When Promotions Apply

Application Methods

Promotions can be configured to apply in different ways:

Universal

Countdown

Limited Uses

Volume-Based

Negative Volume

Time-Based

Filtering Which Invoices Get Promotions

By Fuel Type

You can limit promotions to specific types of fuel:

By Date Range

Set when the promotion is active:

Example: Create a summer promotion active from May 1 to September 30 that automatically repeats each year (you'll need to update the year manually).

Applying Promotions

Promotions must be assigned to specific delivery locations to be used. This allows you to:

Setting Up a Promotion

Basic Setup

  1. Navigate to the promotions management section
  2. Click "Create New Promotion"
  3. Fill in the required information:
    • Name - What you'll see in lists and on invoices
    • Description - Optional notes about the promotion
    • Active - Toggle to enable/disable the promotion

Choose Your Discount Type

  1. Select a Strategy:

    • Flat Amount - Fixed dollar discount
    • Percentage - Percent off the fuel cost
    • Per-Unit - Discount per gallon/liter

  2. Enter the Value:

    • For discounts, use negative numbers (e.g., -10 or -0.05)
    • For surcharges, use positive numbers (e.g., 10 or 0.05)
    • For percentages, use decimals (5% = 0.05, not 5)

Choose How It Applies

  1. Select an Application Method:

    • Universal - Every qualifying invoice
    • Countdown - Count down to one final discount
    • Limited Uses - Fixed number of applications
    • Volume-Based - Based on delivery size
    • Negative Volume - For small deliveries
    • Time-Based - Only if paid quickly

  2. Configure method-specific settings:

    • Countdown: Set how many invoices until the discount
    • Limited Uses: Set total number of uses available
    • Time-Based: Set the payment window in days

Set Filters (Optional)

  1. Choose which invoices qualify:
    • Fuel Type - Leave blank for all, or select specific type
    • Fuel Subtype - Further narrow by propane, oil, etc.
    • Start Date - When the promotion begins (optional)
    • End Date - When the promotion ends (optional)

Assign to Locations

  1. After creating the promotion, assign it to the locations where it should be active
  2. Without location assignments, the promotion won't be used

Managing Active Promotions

Viewing Promotions

You can view:

Editing Promotions

You can update most promotion settings at any time:

Note: Changes apply immediately to new invoices but don't affect invoices already created.

Deactivating Promotions

When a promotion ends:

Inactive promotions won't apply to new invoices but remain in the system for reporting purposes.

Assigning to Additional Locations

To use a promotion at more locations:

  1. Find the promotion in the list
  2. Select "Assign to Location"
  3. Choose the location(s)
  4. Save

Removing from Locations

To stop using a promotion at a location:

  1. Find the promotion
  2. Select "Unassign from Location"
  3. Choose the location(s) to remove
  4. Confirm

Common Promotion Examples

Example 1: Spring Propane Sale

Goal: 5% off all propane deliveries in April, payment required within 15 days

Setup:

Example 2: New Customer Welcome

Goal: $25 off each of the first 3 deliveries for new customers

Setup:

Note: You'd create a separate promotion instance for each new customer or use a different tracking method.

Example 3: Volume Discount

Goal: $20 off deliveries of 150 gallons or more

Setup:

Example 4: Small Delivery Surcharge

Goal: $15 surcharge for heating oil deliveries under 100 gallons

Setup:

Example 5: Summer Service Discount

Goal: 10% off all summer deliveries (June-August), applies to every invoice

Setup:

Example 6: Loyalty Countdown

Goal: After 12 full-price deliveries, customers get their 13th delivery free

Setup:

How Time-Based Promotions Work

Time-based promotions are unique because they appear on the invoice but only actually apply when the customer pays:

At Invoice Creation

At Payment Time

For Automatic Payments

Example: Invoice created on January 1 with a 15-day early payment discount:

Tips for Success

Setting Up Percentages

Date Ranges

Testing Promotions

Volume Thresholds

Multiple Promotions

Communication

Troubleshooting

Promotion Not Appearing on Invoices

Check these common issues:

Wrong Discount Amount

Verify:

Time-Based Discount Not Applied

Confirm:

Promotion Deactivated Unexpectedly

This can happen when:

Check the promotion history or activity logs for details.

Getting Started

To start using promotions:

  1. Plan your promotion - Decide on the discount type, amount, and rules
  2. Create the promotion - Fill in all the details carefully
  3. Assign to locations - Choose where it should be active
  4. Test it - Create a test invoice to verify it works correctly
  5. Monitor usage - Keep track of how often it's applied
  6. Adjust as needed - Fine-tune the settings based on results

Promotions help you attract new customers, reward loyal ones, and manage pricing flexibility across your business. Set them up strategically to maximize their impact!

Settings

Taxes

Introduction

The Taxes page is where taxes can be created to be attached to any sales made that are taxable. The importance of creating taxes is that they are automatically applied to a customer's invoice once the service is completed rather than having to do them all manually afterwards and erases the need for additional calculations. This page will walk through how to create taxes and how they can be applied to customers automatically if need be. To reach the Taxes page, click on the Admin Dropdown on the side menu, then click on Settings and then Taxes. Clicking on the three bars on the top left corner of the page will expand the side menu to allow for easier access

Taxes

When reaching the tax page, it will show with each tax created as a line item and with the following columns

Adding Taxes

Adding Taxes is simple, in order to add one, click on the Add Tax button. Clicking on it will bring up the Add Tax Line Item popup and the following fields will need to be filled out

After filling out all the fields and enabling the tabs to be taxed, clicking on the Create Tax button will add the tax item to be applied to sales going forward, clicking on cancel will close out the popup and all information will be deleted.

Editing Tax Item

Editing a tax line item is the same as adding one with the exception of hitting the edit button on the actions column on the tax line item that needs to be adjusted. The same popup as the Add Tax Line Item as seen above will popup and any fields that need to be edited can be edited here. Once finished updating, clicking on the Update Tax button will update the selected tax item with the new information and clicking on cancel will canel out any updates made on the popup.

Settings

Terminals

Introduction

The Terminals page is where terminals can be created and/or managed. Terminals are the origin point for Drivers where fuels are picked up, transferred and or dropped off. They can either be the same location as the company or somewhere offsite, here is where that location is set on Kozy. To reach Terminals, click on the Admin dropdown and click on settings, once on the settings page, click on Terminals to open the page.

Terminals

Terminals are the origin point of a fuel and where drivers can pick up fuels for delivery and or drop off excess or leftover fuels. Terminals can have the same origin point as the company or even have it offsite and will be displayed here as a table with each terminal a line item with the following columns

Creating a Terminal

Creating a terminal is easy and can be done by clicking on the Add Terminal button. After clicking on the button, the Add Terminal popup will appear and the following fields need to be filled out

Once completed, clicking on Create Terminal will add the terminal to the system and it will appear on the list of terminals used by the company. Clicking on cancel will close the popup and delete any information filled out. With Terminals now created, prices can be set and routing can begin for drivers.

Editing a Terminal

To edit a terminal, simply click on the Edit button on the line item under the actions portion of the terminal. After clicking on edit, the Edit Terminal popup will appear, which is the same as the Add Terminal popup with the exception of the terminal information already filled out. Any edits can be made here and once finsihed, clicking on Update Terminal will update any information changed and clicking cancel will close the window and negate any changes made to the terminal.

Settings

Vehicles

Introduction

This page is where company vehicles can be created and/or managed. Vehicles are what transport the fuels from terminals to customers, or even transfer to other vehicles if need be. Vehicle's contain fuel containers and depending on the type of fuel, can carry multiple types of fuel at once. To reach the Vehicles page, click on the Admin dropdown and click on Settings, once on the Settings page, click on Vehicles to open the page.

Vehicles

As stated above, Vehicles are used to tranport fuel in containers from Terminals to customers. Vehicles will appear on this page as line items with the following columns

Creating Vehicles

Creating a vehicle is easy and can be done simply by clicking on the Add Vehicle button. After clicking on the button, the Add Truck popup will appear and the Name of the truck needs to be filled out. After giving the vehicle a name, clicking on Create will create the vehicle and containers can be added next. Clicking on cancel will close the window and delete the name added. After creating a vehicle, containers will need to be added and is done by clicking on Manage Containers on the vehicle line item under containers. The Manage Fuel Containers popup will appear and the following fields need to be filled out

After filling out the information, clicking on Create Container will add the container to the vehicle. Multiple containers can be added to a vehicle and can be done simply by clicking on Manage Containers again and adding the second containers information and clicking Creat Container. Clicking on Manage Containers also shows existing conatiners and they appear as

With all of that, a vehicle is now fully created in the system and is now ready for deployment.

Editing and Vehicle and Container

A Vehicles name can be edited simply by clicking on the edit button under the actions section of the a vehicle listed. Here the name of a Vehicle can be changed and clicking on update will update the name. Editing a container is easy as well and is done by clicking on Manage Containers. After the Manage Fuel Containers popup appears, simply click on the edit button next to the container that needs to be edited. The information of the container will generate below Edit Container and any information that needs to be edited can be changed here. Once all information has been edited, click on Update Container to update any information that was changed on the container

Settings

Zones

Zones

The Zones page is where Zones can be created to show locations that are covered under a specific zone umbrella. These Zones can range anywhere from being regional to what locations only use specific fuels. To reach the Zones page, click on Admin Dropdown on the side menu then click on Settings. Once on the settings page, scroll to the bottom of the page and click on Zones

Zones Page

Once on the Zones page, a list of zones already created will be generated. This list includes Name of The Zone, Description of the Zone, what Kind, when it became Active, when it became Inactive and any actions that can be taken on the Zone. Adding new Zones can also be done here

Adding New Zones

  1. Clicking on the Add Zones button will bring up the Add Zones page. Some fields will then be generated that need to be filled out in order to create a Zone

  1. After filling out those fields, next will be creating the zone itself on the map. Note that if a zip code or city are selected, a zone will be auto generated, this zone can be edited

  1. Once that's all finished, Zone coordinates will be generated to shows all coordinates for every point placed on the map. Once everything is filled out and looks satisfactory, clicking on the Save Zone button will save the zone. Clicking on the Clear Polygon button will clear the ploygon to start over again and clicking Close will close the window, deleting any information that was filled out.

Editing a Zone

In order to edit a zone, when on the Zones page, click on the edit button which will be under actions in a zone row. Clicking on the edit button will bring up the Edit Zones Page. The page is the same as the Add Zones page from above with the exception of the fields already being filled out. All of the information can then be edited including changing the zone polygon. After edits are complete, clicking on Save Zone will save all the edits made to the Zones. Clicking on Clear Polygon will clear the previous zone polygon if a new one needs to be generated and clicking on Close will close the window and no edits will be saved

Degree Day Plan