Fuel Sales
Overview
A fuel sale can be part of any sales transaction allowed either inside at the terminal or outside at the Dispenser Card Reader (DCR).
Using Fuel Sales
The following are the Fuel Sales functions:
Fuel Control Buttons
The icons on the buttons for stop pump, help requested, calling pump and drive-off blink. The amounts with + sign are for customers owing money and amounts with - sign are for money owed to customer. The following fuel buttons represent a pump's status:
Icon
Description
Icon
Description
Idle Pump
Reserved Pump
Pump Calling
Offline Pump
Pump Ready
Fueling
Stacked Postpay Sale
Sale Amount
Authorizing: Customer has swiped card at DCR
Stopped Pump
Authorised Credit Card/DCR Sale: DCR ready to dispense
Network Message or Help Requested
Prepaid Sale
Fueling: DCR fuel sale in progress
Colored Text on Fuel Buttons
Colored text on fuel buttons represents the following:
Red - Critical events happening at the pump. Watch pump and take immediate action.
Yellow - Watch pump and take action.
Green - Normal events happening at the pump. Watch pump; no action required.
Black and Gray - Light and dark themes; no action required by the cashier.
To access [OTHER FUEL] functions in Ruby2, a soft key needs to be programmed. Refer to store manager to program soft keys.
Prepay Fuel Sale by Amount
The customer pays amount for the fuel before dispensing. The fuel is entered for a specific dollar amount. The sale must be tendered before the system approves the pump. The pump stops when the dollar amount is reached or when the tank is full.
Press [PREPAY] and key pump number
Press [ENTER]
Key <amount> and select MOP to continue or tender the transaction
OR
Key <pump number> and press [PREPAY]
Key <amount> and select MOP to continue or tender the transaction
Prepay Fuel Sale by Volume
The customer specifies the fuel product and volume and then pays for the fuel before dispensing. The sale must be tendered before the system approves the pump. The pump stops when the specified volume is reached.
1. Press [PREPAY] and key pump number
2. Press [ENTER] and then press [QTY]
3. Key the volume including two decimal points and press [ENTER]
4. In the Fuel Products list, select the fuel product and tender the transaction
OR
1. Key <pump number> and press [PREPAY]
2. Press [QTY]
3. Key the volume including two decimal points and press [ENTER]
4. In the Fuel Products list, select the fuel product and tender the transaction
Prepay Fuel Sale with Merchandise
The network pre-authorizes a card for a fuel purchase and just charges the customer for the amount actually dispensed.
1. Key <pump number> and press [PREPAY]
2. Key <amount>
3. Touch [CREDIT] and swipe the card through the card reader
4. If prompted with the fuel products list, touch the product
Fuel Prepay Move
This function moves a preset or prepay fuel sale that has not been dispensed from the original pump number to a new pump number.
To perform this function there must be an undispensed prepay on the selected pump for the move.
Press [OTHER FUEL] and then select Fueling Point Move.
In the overlay, enter the pump number to move from.
In the overlay, enter the pump number to move to The prepay transaction moves to the chosen pump number.
Fuel Preset
A preset fuel sale occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product. The pump automatically stops dispensing when the dollar amount or volume is reached or the tank is full. The sale is paid after the fuel is dispensed.
Preset Fuel Sale by Dollar Amount
A preset fuel sale by dollar amount occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount. The pump automatically stops dispensing when the specified dollar amount is reached.
Press [FUEL PRESET] and key <pump number> and touch [OK]
Key <amount> and touch [OK] to authorize pump for fueling up to the preset dollar amount.
Touch <pump number> to add the sale into the transaction and press method of payment (MOP)
Preset Fuel Sale by Volume
A preset fuel sale by volume occurs when the Preset Fuel function is used to approve a fuel sale for a specific volume and specify the fuel product. The pump automatically stops dispensing when the volume is reached, or the tank is full. The sale is paid after the fuel is dispensed.
Press [FUEL PRESET], key <pump number>, and touch [OK]
Press [QTY] and key volume of the fuel to be dispensed (including two decimal places) and touch [OK]
If prompted with the Fuel Products list, touch the fuel product
The customer dispenses fuel up to the preset volume
Touch <pump number> to add the sale into the transaction
Press method of payment (MOP)
Rest in Gas
This feature allows a customer to make instore purchases, present cash for payment and request that the clerk put the “Rest In Gas.” The system calculates the change due and uses that amount to prepay the pump.
Ring up merchandise
Key <amount>
Press [REST IN GAS]. The system prompts for pump number
Key <pump number> and press [ENTER] for the system to set prepay for the calculated amount on the selected pump
Postpay Fuel Sale
In a postpay fuel sale, the sale comes due inside after the customer dispenses fuel.
If fueling point has uncollected sales or stacked sale, in Step 1, a separate fuel detail overlay will be displayed, touch the appropriate fuel sale box to bring the sale into transaction.
Touch the appropriate fuel icon or press <pump number> and [FUEL] to bring sale into the transaction and press [TOTAL]
Tender the sale and touch the correct method of payment (MOP)
Postpay Fuel Tax Exemption or Addition
This function allows the ability to add a fuel tax to a fuel type that is displaying a “tax free” price at the pump. The automatic adjustment is available only for postpay fuel sales or allows the cashier to remove taxes, or portions of a tax, from a fuel sale.
Available for postpay fuel sales only.
Touch pump number and Fuel Tax Exemption or Fuel Tax Addition
In the Fuel Tax Exemption or Addition list, touch the correct exemption or addition
Fuel Tax Exemption and Fuel Tax Addition can be accessed in one or the following ways:
Press softkey
Use Other Fuel Functions
Touch pump number and then the line item
Manual Fuel Sale
Use the [MANUAL FUEL] key to manually enter a fuel sale into the system. This is typically used for the dispensers that are not connected to the system.
Key fuel sale price and touch [MANUAL FUEL]
Key <pump number> and press [ENTER]
In the Fuel Products list, touch the name of the fuel product or key <fuel product number> and press [ENTER]
Fuel Discount with Fuel Disc Key
The Fuel Discount with Fuel Discount key discounts fuel purchases by a fixed dollar amount per gallon. The cashier can indicate the number of gallons/liters to be discounted or the discount can be applied to the whole fuel amount.
Fuel discounts can be used in postpay fuel sales. Fuel dispensed at a POP discount rate is not eligible to receive a discount using the [FUEL DISC] key.
Touch <pump number> and the discount is applied to the total fuel dispensed: Touch or press [FUEL DISC]
Key number of gallons to which discount should be applied or press [ENTER] to apply discount to total volume dispensed
Clear Reserve and Place in Idle
The Clear Reserve function removes the “Reserved” state from a prepay pump. This may happen when fuel communications are temporarily interrupted and then re-established.
In a prepaid fuel sale, clear that is in the “Reserved” state that does not have to be dispensed.
1. Touch <pump number> and press [PREPAY]
2. Press [STOP] and [OK] to change prepay fuel sale status to Due Sale or Refund
To clear pump:
1. Touch <pump number> and press [TOTAL]
2. Touch the method of payment (MOP) originally used for prepay transaction
Clear Reserve Using Clear Reserve Button
1. Select pump number from the fuel panel
2. Select ‘CLEAR RESERVE’ button
Pump Test
The Pump Test is a payment type that accepts postpay fuel sales only.
The Pump Test MOP closes out a sale where the store pumps a test amount of fuel into a container, and it is rung up as a sale. When the fuel is returned to the tank, the sale is treated as a No Sale. The fuel is dispensed normally and then tendered with the “Pump Test” MOP.
If the site has the setting of “Auto Collect” set to “Cash” or “All”, and if the site has a technician performing calibrations, set “Auto Collect” to “None” from Configuration Client > Forecourt > Fuel Config > Fueling Positions on the pump(s) being calibrated.
A receipt prints with the words "PUMP TEST" at the bottom
Touch <pump number> and press [TOTAL]
Touch [PUMP TEST] or press [OTHER MOP] and then touch Pump Test in
Other MOP list
Fuel Ticket Print
This function reprints postpay fuel transaction receipts.
1. Press [TICKET PRINT]
2. Choose a transaction to print
To search for transaction receipts containing fuel, follow these steps:
1. Press [TICKET PRINT]
2. In the overlay, press [ADVANCED OPTIONS]
3. In the Advanced Options - Multi Select Allowed menu, select Fuel Only
4. Press [SHOW LIST] to display a list of Filtered by Fuel Only
5. Choose a transaction to print
DCR Ticket Print
Reprints DCR and completed prepay transaction receipts.
1. Key the pump number
2. Press [VIEW]
3. Touch [Reprint DCR Tran]
4. Choose a transaction to print
Fuel Convert
If a customer dispenses fuel at one price level but wants to pay in the other price level, then use Fuel Convert function to switch.
1. Touch the pump number
2. Select the transaction to be converted by touching the desired current or stacked sale.
3. Touch [Fuel Convert]
4. If the customer wants to purchase merchandise, key the item(s)
5. Enter the customer’s method of payment
Approve One Calling Pump
1. Select the pump number.
2. Press [APPROVE].
Approve All Calling Pumps
Press [APPROVE].
Whether a fueling point can be approved before a customer can dispense fuel depends on the following operating conditions:
Automatic Approval: If “Autoapproval” is enabled for a specific pump number, the pump does not need to be approved before a customer can dispense fuel.
Approve Specific Pump: In all cases, a specific pump can be approved if the pump number is keyed before [APPROVE]. Two messages display briefly: nn APPROVING nn APPROVED
Approve All Pumps: If enabled, all fueling points requesting approval can be approved at the same time by pressing the [APPROVE] key. If not enabled, a specific pump can still be approved by keying the pump number before pressing [APPROVE]. Two messages display briefly: APPROVING CALLING PUMPS CALLING PUMPS APPROVED
If a pump is approved while the cash drawer is open, the change for that transaction continues to display. The journal records pump approvals.
Disapprove a Pump
Disapprove a pump that is approved but has not started dispensing.
Select the pump number and press [STOP].
Restarting a Stopped Pump
1. Select the pump number.
2. Press [APPROVE].
A pump can be restarted if the system is set up to allow a pump restart or if the pump is stopped from the POS ([STOP] key) and one of the following is true:
■ The transaction at the pump has not ended.
■ The pump is a Dresser®/Wayne® brand.
The following two messages display briefly when approving a pump that has timed-out or been stopped (also called re-approving or restarting) (‘nn’= the pump number):
nn RESTARTING nn RESTARTED
Stop/Disapprove
The [STOP] key does one of the following:
■ Stops fuel dispensing at a specific pump or all pumps.
■ Disapproves one pump or all approved pumps that have not started dispensing.
The following two messages display briefly if a pump is stopped (‘nn’= pump number):
nn STOPPING nn STOPPED
The following two messages display briefly when all pumps are stopped:
STOPPING ALL PUMPS ALL PUMPS STOPPED
Stop One Pump
1. Select the pump number.
2. Press [STOP].
Stop All Pumps
Press [STOP].
View Fuel Sales
The View function displays the status of the current fuel sales. The information that displays depends on the pump manufacturer. Some pumps send information as the fuel is dispensed. Other pumps send information only after dispensing is finished, and display only the fueling point, current/stacked indicator, and pump status while fuel is being dispensed.
There are two types of view: due sales and fuel sales.
View Due Fuel Sales
1. Press [VIEW]. All fuel sales that are due appear.
2. Press [EXIT].
The pump number, status (‘C’ = current, ‘S’ = stacked), and dollar amount due display. Up to eight sales are listed. If there are more than eight sales, a down arrow in the bottom left corner of the display indicates there are more. Press [VIEW] to see the rest of the sales.
If no sales are due, “NO DUE SALES” displays until another sales function is run.
View Pump Status
Check the fuel sale state or the pump state of the current or second (stacked) sale.
Key the pump number.
Press [VIEW]. The > points at the current sale.
Press [VIEW] again. The > points at the stacked sale.
Press [VIEW] again. The pump status and detailed fuel sale information for the current sale appears.
Press [VIEW] again. The pump status and detailed fuel sale information for the stacked sale appears.
Press [VIEW] to repeat the cycle (steps 2 through 5).
Pump Status
AUTHORIZED
The pump is approved, but dispensing has not started.
CALLING
The customer has lifted the handle and is requesting approval to dispense fuel.
FUELING
Fuel is being dispensed.
IDLE
The pump is not in use.
LOW PAPER
The receipt paper in the dispenser card reader is low.
OFFLINE
The pump controller is not communicating with the dispenser.
RESERVED
The pump is being prepaid and is locked until the transaction is complete.
STOPPED
A cashier has stopped the pump by pressing [STOP].
Fuel Sale Status
BUSY
The pump is in use (but not necessarily actively fueling).
DUE
The customer has finished dispensing and the sale or refund is due.
HOLD
This sale has already been included in a transaction on another POS or on the current ticket.
SOLD
This fuel sale has already been collected.
Other Fuel
The Other Fuel function is a soft key and contains a menu of the following functions:
■ Fueling Point Move
■ Convert Fuel MOP
■ Fuel Discount
■ Fuel Preset
■ Manual POP Discount
■ Fuel Tax Exemption
■ Fuel Tax Addition
Fueling Point Move
This function moves a preset or prepay fuel sale that has not been dispensed from the original pump number to a new pump number.
The following message prints on the journal (‘n1’ = the original pump; ‘n2’=the pump to which the sale moves):
FP MOVE FROM PUMP# n1 TO PUMP# n2
1. Touch [FP MOVE]
2. Enter the current pump number and select OK
3. Enter the new pump number and select OK
OR
1. Press [OTHER FUEL]
2. Select the Move Fuel Point function
3. Key the current pump number
4. Key the new pump number and then select OK
Convert Fuel MOP
The Fuel Convert function switches the price level of the fuel line item from cash to credit or credit to cash.
The final price for the fuel in the transaction will be based on the new price level.
1. Touch the pump number
2. Select the transaction to be converted by touching the desired current or stacked sale
3. Press [Other Fuel] and select Convert Fuel MOP
4. If the customer wants to purchase merchandise, add the item(s)
5. Tender and complete the sale
Fuel Discount
The Fuel Discount function discounts fuel purchases by a fixed dollar amount per gallon. The cashier indicates the number of gallons/liters to be discounted or the discount may apply to the whole fuel amount.
Fuel discounts can be used in preset or postpay fuel sales.
The Fuel Discount function may be set up as either a separate [FUEL DISC] key or as a menu choice under the [OTHER FUEL] key.
1. Bring the fuel sale up on the display
2. Do one of the following:
If the discount applies to part of the fuel dispensed, key the amount (gallons/liters) and press [FUEL DISC] key
If the discount applies to the whole amount of fuel dispensed, just press [FUEL DISC]
OR
1. Press [OTHER FUEL], press Fuel Discount, and then press [ENTER]
2. Do one of the following:
If the discount applies to part of the fuel dispensed, key the amount (gallons/liters) and press [ENTER]
If the discount applies to the entire amount of fuel dispensed, press [ENTER]
Fuel Preset
A preset fuel sale occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product. The pump automatically stops dispensing when the dollar amount or volume is reached, or the tank is full. The sale is paid after the fuel is dispensed.
Preset Fuel Sale by Dollar Amount
1. Press [OTHER FUEL], press Preset Fuel function, and then press [ENTER]
2. Key the pump number and press [ENTER]
3. Key the dollar amount
4. Press [ENTER] or the method of payment
OR
1. Key the pump number and press [FUEL PRESET]
2. Key the dollar amount and then press [ENTER] or the method of payment
The customer dispenses fuel before paying.
Preset Fuel Sale by Volume
Press [OTHER FUEL] and then press Preset Fuel function
Press [ENTER] and key the pump number and then press [ENTER]
Press [QTY] and key the volume of fuel to be dispensed (including two decimal places)
Press [ENTER] or the method of payment and press the fuel product to be purchased and then press [ENTER]
OR
Key the pump number, press [FUEL PRESET], and then press [QTY]
Key the volume of fuel to be dispensed (including two decimal places)
Press [ENTER] or the method of payment and then press the fuel product to be purchased and then press [ENTER]
Manual POP Discount
This is an option that can provide either a coupon or free POP code (with Basic + Code program type). The cashier has the option of offering the award to customers at their discretion; perhaps to an especially loyal customer or to a customer who has experienced some perceived inconvenience.
1. Touch [OTHER FUEL]
2. In the Other Fuel Functions menu, select [Manual POP Discount]
3. In POP Award menu, touch [Generate Code] or [Generate Coupon]
4. The code or coupon prints
Fuel Tax Exemption
This function allows the ability to exempt a fuel tax to a fuel type that is displaying a “tax free” price at the pump.
The automatic adjustment is only available for postpay fuel sales.
1. Key the pump number, press [FUEL], and then press [OTHER FUEL]
2. Press Fuel Tax Exemption and press [ENTER]
3. Select the fuel tax exemption from the menu
4. Press [ENTER]
Fuel Tax Addition
This function allows the ability to add a fuel tax to a fuel type that is displaying a “tax free” price at the pump.
The automatic adjustment is only available for postpay fuel sales.
1. Key the pump number, press [FUEL], and then press [OTHER FUEL]
2. Press Fuel Tax Addition and press [ENTER]
3. Select the fuel tax addition from the menu
4. Press [ENTER]
Configuring Fuel Sales
See the "Configuring Fuel Manager" section in the Fuel Manager topic for configuration details.
For Configuring Pump Test, see "Configuring MOP" section of the Methods of Payment topic.
Reporting
See the Reports topic for various reports related to Fuel Sales.
Troubleshooting
E1274
FUEL PRICE NOT SETUP
Entered a sale for a fuel product that does not have a price set up in the system.
E1142
INVALID ENTRY
An invalid selection is made when a fuel tax exemption is attempted. The fuel tax menu re-displays and the user can reenter the selection.
E1259
FUEL TAXES UNDEFINED
No fuel tax exemptions have been defined in the Fuel Tax Exemption File.
E5008
FPD SIGN OFFLINE
Fuel Price Sign Controller is not responding to controller.
E5009
FPD POLL ERROR
Communications between the controller and the Fuel Price Sign Controller are working, but the Fuel Price Sign Controller indicates that a sign position is offline. There is a problem with a particular sign or signs.
E1260
EXEMPTION MUST BE BEFORE % DISC
Attempted to apply a fuel tax exemption on discounted fuel. Apply the tax exemption first, then apply the fuel discount.
E1266
FUEL TAX ALREADY ADDED
Attempted to add a fuel tax using the Fuel Tax Addition function and the fuel department for that item already has a fuel tax assigned to it.
E1273
FUEL TAX NOT ALLOWED WITH % DISC
A discount using the [DISC] key is attempted on an item that has a fuel tax exemption applied or a fuel tax exemption is attempted on an item that already has a discount applied.
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