Fuel Manager - Dip Readings
Quick Intro
The Fuel Manager Dip Readings screen enables you to log, and automatically compares it to your expected stock, based on deliveries, sales, and other usage that has been recorded.
Where To Find It
Open the Fuel Manager from your Nav Bar (this will be in the Marina Administration section). Then, navigate to the Stock Management tab at the top, and within that, the Stock Levels tab on the left-hand side.
Entering Readings
Entering a new reading is quite simple. Simply enter the date that the reading was taken, the member of staff who took it, the reading itself, and any relevant notes.
The system will calculate the expected number of litres, based on the stock history (sales, deliveries, etc.), and automatically calculate the magnitude of any deviation of the reading you've entered from the expected stock level.
You can enter back-dated readings, and the expected stock level calculation will account for the expected stock levels at the time you've said the reading was taken. Enter the time that the reading was actually taken, or as close to it as you can.
If the variance is outside the maximum threshold, you will be required to enter a note to explain the discrepancy. You will also receive a warning that this is the case.
Once all the details are correct, simply click the yellow Save button to log the reading. Future stock calculations will use this new reading as a base. Otherwise, you can click the red Cancel button to clear what you've entered, and cancel entering the reading.
Resolving Discrepancies/Making Corrections
In the event that you've entered something incorrectly, you cannot edit a reading once it's been committed, but you can log additional readings.
If the reading is significantly off, you will want to do some investigation to ascertain the reason for the discrepancy. This may a combination of checking fuel delivery systems, as well as the transaction history in Havenstar.
Checking the History
The grid at the bottom of the Stock Levels screen shows a history of all stock movements for the selected fuel type. It collates and combines stock level changes from all sources - sales, refunds, deliveries, dip readings, and internal consumption (marina usage). Each record will show the time of the movement, the type, the document number (if relevant), the user who recorded it, and any notes they entered.
You can use the search box to search stock data for specific invoice numbers, delivery note numbers, resources, and the contents of notes that other users have entered. By default, the results are limited to 100 items, most recent first (since there could be many thousands of records), but you can increase this limit. You can also export the data to Excel.
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