Routing / Fuel Department

Pricings Basics / Fuel Assistance
Fuel Pricing Basics
Pricing begins with the selected fuel and pickup terminal. Review the current effective price before building or dispatching the day's routes. A new price entry takes over until the next entry occurs.
Term
What It Means
Terminal
The in-house or third-party location where a truck picks up fuel. Each terminal can carry its own fuel pricing.
Rack price
The fuel cost charged to the company at the selected terminal.
Base cost
The company's per-gallon cost of doing business, such as driver and truck costs, as configured by the company.
Margin constraints
Configured minimum and maximum guardrails used to protect the intended margin.
Special margin
A commercial, wholesale, or other special margin. When used, it replaces the base-cost component rather than being added on top of base cost.
Usage modifier
A company-configured adjustment based on factors such as delivered gallons or tank size, including small-delivery fees or volume discounts.
Fuel Assistance Pricing
Enter the approved program rate for the applicable date and fuel type.
Do not create a second customer account solely because the customer receives fuel assistance; the assistance designation is connected to the customer's account.
Program allotment and remaining assistance are tracked through the vendor area. Amounts owed by the assistance provider are separated from the customer's ordinary balance.
CONFIGURATION NOTE: Exact rates, margins, modifiers, effective dates, and assistance programs are company configured. Only authorized users should change pricing or Admin settings.

Create a Route and Stage the Load
A route identifies the driver and truck. A staged load organizes the pickup and planned stops before the load is assigned to that route.
A. Create the Route
Open Fuel, then Routing.
Select the fuel type being routed.
Set the routing date for the work being planned.
In Routes, select the plus action to add a route.
Select the appropriate driver.
Choose the truck assigned to the route.
Save or confirm the route so it is available for load assignment.
B. Create or Select a Staged Load
Move to Staging.
Select the plus action to create a load.
Choose the terminal where the load will be picked up. Terminal selection connects the load to the applicable terminal pricing.
(Optional) Enter the load number for the driver's sequence of pickups that day.
Assign the Route to the appropriate Driver/Truck.
MULTIPLE PICKUPS: When a truck must refill during the day, the route may use more than one load. Each load can identify its pickup terminal, which matters when terminal pricing differs.
Add Stops, Assign, and Finalize the Route
Add Delivery Stops
Add an individual delivery by selecting the appropriate customer marker and adding it to the active load.
To select a geographic group, choose the lasso tool and draw a polygon around the intended stops.
Finish the polygon, review the number of customers selected, and confirm the selection.
Review customer delivery requests and add the appropriate requests to the active load.
Check which requests are already routed and which remain unrouted so no request is assumed complete before assignment.
Review the expected gallons against the truck's available capacity and planned pickup sequence.
Assign and Review
Assign the staged load to the correct route.
Use Optimize or Recalculate Path to generate a suggested stop order.
Review the suggested route. Drag and drop stops when known road conditions, customer timing, or operating needs require a different order.
Confirm the fuel type, date, driver, truck, terminal, load number, stops, expected gallons, and pickup plan before moving to delivery pricing.
Routing Term
How to Recognize It
Staged load
A planned pickup and group of stops still being prepared. It is not yet the driver's assigned route.
Assigned route
A route tied to the selected driver and truck, with a staged load assigned for field work.
Routed request
A customer delivery request already placed on a route; the routing screen indicates its routed status.
Unrouted request
A submitted request that has not yet been added to a driver's load or route.

Pricing Deliveries
Review and Price Deliveries
Pricing review normally happens after routing and before the driver leaves. This places the expected price information on the delivery ticket and gives the office a final chance to catch account or quantity issues.
Open Fuel, then Deliveries.
Set the correct delivery date or date range.
Select the applicable fuel type.
Filter by route when it helps isolate the deliveries being reviewed.
Select all deliveries for the intended group, or select individual deliveries when only part of the list should be priced.
Review customer pricing notes and delivery notes before applying prices.
Use Price Selected for the selected records.
Confirm that the intended deliveries now show the expected pricing status before dispatch.
What to Review on Each Delivery
Pricing notes, including a quoted price or other customer-specific instruction.
Fuel assistance, budget, or fuel-contract indicators when present.
Delivery notes that affect access, safety, placement, or the requested amount.
Quantity Review
Question
Expected gallons
Does the planned amount make sense for the customer and route?
Delivered gallons
After completion, does the entered or metered amount match the delivery record and ticket?
Tank capacity
If delivered gallons exceed capacity, is the tank record wrong or was the delivery amount entered incorrectly?
PRINTABLE RECORDS: Use Cover Sheets for available route cover sheets and Print Tickets when the company's physical ticket process requires a printable PDF. Confirm the date, route, and deliveries first.

Driver Workflow
Driver Workflow and Delivery Exceptions
The mobile workflow connects the assigned load back to office review. Exact options depend on the driver's permissions, the truck, the meter connection, and company procedure.
Typical Driver Flow
Open the assigned fuel load and review the listed stops.
Complete the required pre-trip, post-trip, vehicle, or safety checklist when configured.
Record the fuel pickup (or transfer), including the fuel, gallons, and destination container or compartment.
Open the first delivery stop and confirm the location and delivery notes.
Complete the delivery through the connected meter when automated (Start), or enter the delivered amount when manual entry is permitted (Start).
Stop (metered) or complete (manual) the delivery, then continue to the next stop.
Record an authorized transfer when fuel is moved between approved trucks, containers, or compartments.
When a Stop Cannot Be Completed
Skip or reorder the stop when conditions require it and company procedure permits.
Record a clear note describing the condition, such as an unsafe or inaccessible driveway, road obstruction, blocked access, or another delivery issue.
Attach a photo when the field workflow supports it and documentation is appropriate.
Use the available short- or undelivered-delivery process so the office can see that the stop still needs attention.
Return to the stop or reschedule it according to the company's dispatcher and driver procedure.
DO NOT LET AN EXCEPTION DISAPPEAR: A skipped stop is not the same as a completed delivery. The driver should document what happened, and the office should confirm whether the stop will be retried, moved, or rescheduled.
Office Handoff
When the driver completes the load, the office reviews completion status, delivered quantities, ticket information, exceptions, pickups, and transfers before creating or posting invoices.

Posting Fuel Invoices
Create and Post Fuel Invoices
Return to Fuel, then Deliveries, and open the completed delivery date or range.
Filter by fuel type and/or route when helpful.
Confirm delivered gallons, the related ticket information, and any exception notes. Correct supported data issues before billing.
Select the completed deliveries and Mark as Checked.
Open Billing, then Invoices.
Filter by the correct date, fuel, and the fuel-sales invoice subtype configured by your company.
Open an individual invoice when detailed review is needed; otherwise select the verified group for bulk processing.
Use Post Selected to post the approved group. Emails send automatically; you only need to print the ones you mail.
Confirm the invoices and payments appear as expected after posting.
AUTOMATIC FUEL PAYMENTS: When an account is configured for automatic fuel payment, its stored payment method may be charged as the fuel invoice is posted. Existing account credit may reduce the amount charged. Verify the company's payment configuration and confirm the result after posting.

Fuel Inventory Overview
Open Fuel, then Inventory, to review company-configured fuel inventory. The dashboard can summarize fuel quantities, vehicles, terminals, low-stock information, and scheduled activity.
Vehicles and containers: Review truck capacity, named containers or compartments, fill levels, routes, and recent activity.
Pickups: Drivers can record the fuel type, gallons, and receiving container permitted for the truck.
Transfers: Authorized users can record movement between allowed sources and destinations, including fuel, gallons, date and time, notes, and purge status when applicable.
Saddle-tank or truck fueling: Record the pickup or truck-fueling activity using the container names and workflow configured by the company.
History and reports: [cut off — what's the rest of this bullet?]

Quick Reference
Stage
Daily Check
1. Price
Confirm fuel, terminal, current effective price, margins, and applicable customer indicators.
2. Route
Set date and fuel; create the route; assign the correct driver and truck.
3. Stage
Select terminal and load number; add stops and requests; review expected gallons.
4. Finalize
Assign the load; use Optimize or Recalculate Path; manually reorder and perform final dispatch review.
5. Deliver
Complete checklists, pickups, stops, transfers, and exception documentation.
6. Verify
Compare delivered gallons, tickets, tank capacity, notes, and completion status.
7. Bill
Create invoices; filter the correct subtype; review, email, post, and verify payment results.
8. Reconcile
Review truck fill levels, containers, transfers, history, and inventory reports.
Common Mistakes to Avoid
Using the wrong fuel type, route date, driver, truck, terminal, or load number.
Customer needs to have a tank for the appropriate fuel type.
Assigning a staged load before reviewing its stops and expected gallons.
Treating a staged load as though it is already assigned to a driver.
Leaving a submitted customer request unrouted.
Pricing the wrong selection or failing to review pricing before dispatch.
Ignoring customer pricing notes, delivery notes, or assistance, budget, contract, and promotion indicators.
Posting invoices before confirming delivered gallons and ticket information.
Failing to investigate delivered gallons that exceed recorded tank capacity.
Using a demo-specific invoice subtype instead of the subtype configured by the company.
Letting a skipped or undelivered stop go undocumented or unassigned for follow-up.
FINAL CHECK: After every major action (assign, price, complete, create, post, or transfer), open the next screen in the workflow and confirm the record moved forward correctly.