Customer Start-Up Procedures:  Fuel & Mileage

HOW MILEAGE AND TAX WORKS

The Fuel and Mileage module allows you to enter miles traveled and purchases of inside fuel, non tax fuel and outside fuel. From the data entered, you are able to print several informative listings which include the Monthly Fleet Mileage and Fuel Summary, the Monthly Vehicle Mileage and Fuel Summary and the Fuel Summary listing.

Setting up the Fuel and Mileage programs requires you to define state codes with individual state qualifications. The Bordering State file is, also, required setup. If you have fuel pumps on your premises, pump numbers for inside fuel entries are required entry. The Truck Stop Master file should be set up, also.

FUEL and MILEAGE FEATURES

STATE TAX MASTER FILE:  Reporting qualifications for each state may be entered and maintained by you as updates are released.

FUEL AND MILEAGE CONTROL FILE:  You may somewhat customize the Trip Entry program by specifying criteria in the Fuel and Mileage Control File. You select whether you enter odometer readings or number of miles, if the computer should generate trip numbers or verify drivers, if you want to enter the route actually driven, if you want to record empty or toll miles and if you want to update Non Tax Fuel to Cost Analysis module. The data entered here determines what fields will be required entry in the Trip Entry program. You will, also, need to determine whether you want to match fuel to trips. Indicating yes to this option will give you Tractor, Trailer, Driver and Trip Number information in the Cost Analysis module.

TRIP ENTRY:  Identifies the trip number, the driver, tractor and trailer used on the trip, along with the number of miles by state and whether the miles are empty or laden, toll or non toll within each state.

INSIDE FUEL TICKET ENTRY:  By pump number and date combination, you can identify ticket number, unit number, trip number, card number, gallons and dollars used. Oil costs may be entered, but are not updated further.

OUTSIDE FUEL PURCHASE ENTRY:  Allows you to keep track of fuel purchases made by your drivers while on the road. Entry includes unit number, ticket number, date, trip number, stop information, fuel gallons purchased, fuel cost, quarts of oil, oil cost, repair costs, miscellaneous costs, sales tax and total costs. Fuel gallons and fuel costs are the only data updated for further reporting.

NON TAX FUEL ENTRY:  Whether or not non tax fuel is updated to the Cost Analysis module depends upon what is specified in the Fuel and Mileage Control File. Non tax fuel does not update within the Fuel and Mileage system.

INTEGRATING WITH OTHER MODULES

The Fuel and Mileage program updates the Cost Analysis system.

INFORMATION YOU NEED TO GET STARTED

Before beginning the Fuel and Mileage system startup process, you should have the following information assembled and available for use:

1. Each state's mileage and tax information
2. Vehicle information defined by tractor or trailer
3. Your General Ledger Chart of Accounts
4. Freight Vendor (Owner Operator) information
5. Employee driver information
6. Bordering States information
7. Inside Fuel Pump information
8. Truck Stop information

FUEL and MILEAGE STARTING PROCEDURES

NOTE: All the files required to be setup before using these programs are not within the Fuel and Mileage module, therefore, following the correct sequence is very important.

The startup process consists of:

1. Setting up the Vehicle Master file. This program is accessed by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 16 (VEHICLE MASTER INITIALIZATION).
   
   
2. Setting up the Tractor Pool file. This program is accessed by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 21 (TRACTOR POOL INITIALIZATION).
   
   
3. Setting up the Trailer Pool file. This program is accessed by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 17 (TRAILER POOL INITIALIZATION).
   
   
4. Setting up the Freight Vendor file. The Freight Vendor file requires a General Ledger Account Number entry. If you do not have General Ledger Account Numbers already setup, you may do this by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 4 (GENERAL LEDGER ACCOUNT INITIALIZATION). IMPORTANT! Consult with your accountant for General Ledger Account Number information. Once your General Ledger Account Numbers have been entered, you may setup the Freight Vendor file. This program is accessed by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 11 (FREIGHT VENDOR INITIALIZATION).
   
   
5. Setting up the Employee Master file. The Employee Master file is found within the Payroll module. There are several steps that need to be done before the Employee Master file can be setup. These procedures are found in the Payroll manual under PAYROLL STARTING PROCEDURES. If you are not already using the Payroll System, you need only follow the Payroll Starting Procedures through step 3f.
   
   
6. Setting up the Driver Pool file. This program is accessed by selecting option 12 (SPECIAL REPORTS) from the Master Selector, then 8 (INITIALIZATION SELECTOR) and then selecting 19 (DRIVER POOL INITIALIZATION).
   
   
7. Setting up the Mileage and Tax Maintenance files. These files are accessed by selecting 8 (MILEAGE AND TAX MAINTENANCE) from the Mileage and Tax Selector and then selecting the number corresponding to the desired option. The following Mileage and Tax Maintenance files are required:

• The State Master file
• The Bordering States file
• The Pump Master file  (If you do not have fuel pumps on your premises, you do not need to setup this file.)
• The Fuel and Mileage Control file
• The Truck Stop Master file

CONVERTING FROM YOUR EXISTING FUEL and MILEAGE SYSTEM

In order to obtain correct information from your Fuel and Mileage module, you must first bring it 'up to date' with your current Fuel and Mileage totals. This is true whether you are currently using a manual system or a different computerized system.

If you convert your Fuel and Mileage system at the beginning of the year, follow the 'Fuel and Mileage Starting Procedures'. Additional information is not required to be entered.

If you convert your Fuel and Mileage and Tax system at any time other than the beginning of the year, follow the 'Daily Procedures' for the entire quarter you wish to report.