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Fuel Sales

Use Fuel Sales to start, control, and complete prepay, preset, and postpay fuel workflows.

Overview

Use Fuel Sales to start, control, and complete dispenser transactions at the POS.

A fuel sale can be part of any sales transaction allowed inside at the terminal or outside at the dispenser card reader.

Choose the workflow that matches the sale:

  • Prepay — customer pays before fueling.

  • Preset — pump stops at a target amount or volume. Payment happens after fueling.

  • Postpay — customer fuels first and pays inside.

  • Manual fuel — use for dispensers that are not connected to the system.

Use Fuel Manager for site controls. Use Methods of Payment for tender setup. Use Reports for fuel-related reporting.

What this guide includes

This duplicate includes the full Fuel Sales chapter:

  • prepay, preset, postpay, and manual fuel workflows

  • pump control, status, and reprint functions

  • the full Other Fuel menu coverage

  • configuration and troubleshooting references

Fuel Control Buttons

The icons on the buttons for stop pump, help requested, calling pump, and drive-off blink.

Amounts with a + sign are for customers owing money. Amounts with a - sign are for money owed to the 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

Authorized Credit Card or 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 are happening at the pump. Watch the pump and take immediate action.

  • Yellow — watch the pump and take action.

  • Green — normal events are happening at the pump. Watch the pump. No action is required.

  • Black and gray — light and dark themes. No action is required.

To access [OTHER FUEL] functions in POS, a soft key must be programmed. Refer to the Soft Key.

Start a Prepay Sale

Prepay Fuel Sale by Amount

The customer pays for fuel before dispensing. The pump stops when the dollar amount is reached or when the tank is full.

1

Choose the pump

Press [PREPAY] and enter the pump number.

2

Confirm the selection

Press [ENTER].

3

Enter the amount

Enter the amount.

4

Tender the sale

Select the method of payment to continue or tender the transaction.

You can also:

  1. Enter the pump number.

  2. Press [PREPAY].

  3. Enter the amount.

  4. Select the method of payment to continue or tender the transaction.

Prepay fuel sale by volume

The customer specifies the fuel product and volume before paying. The pump stops when the specified volume is reached.

  1. Press [PREPAY] and enter the pump number.

  2. Press [ENTER] and then press [QTY].

  3. Enter the volume, including two decimal places, and press [ENTER].

  4. In the fuel products list, select the fuel product and tender the transaction.

You can also:

  1. Enter the pump number.

  2. Press [PREPAY].

  3. Press [QTY].

  4. Enter the volume, including two decimal places, and press [ENTER].

  5. 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 charges the customer for the amount actually dispensed.

  1. Enter the pump number and press [PREPAY].

  2. Enter the amount.

  3. Touch [CREDIT] and swipe the card through the card reader.

  4. If prompted with the fuel products list, touch the product.

Rest in Gas

This feature allows a customer to make in-store 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.

  1. Ring up the merchandise.

  2. Enter the amount received.

  3. Press [REST IN GAS]. The system prompts for the pump number.

  4. Enter the pump number and press [ENTER].

Move or Clear a prepay

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.

There must be an undispensed prepay on the selected pump before the move.

  1. Press [OTHER FUEL] and then select Fueling Point Move.

  2. In the overlay, enter the pump number to move from.

  3. In the overlay, enter the pump number to move to.

The prepay transaction moves to the chosen pump number.

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.

Use this when a prepaid fuel sale is in the Reserved state and does not need to be dispensed.

  1. Touch the pump number and press [PREPAY].

  2. Press [STOP] and [OK] to change the prepay fuel sale status to due sale or refund.

To clear the pump:

  1. Touch the pump number and press [TOTAL].

  2. Touch the original method of payment used for the prepay transaction.

Clear Reserve using the Clear Reserve button

  1. Select the pump number from the fuel panel.

  2. Select CLEAR RESERVE.

Start a Preset Sale

Fuel Preset

A preset fuel sale approves a pump for a specific dollar amount or volume. If the approval is by volume, specify the fuel product.

The pump automatically stops when the dollar amount or volume is reached, or when the tank is full. The sale is paid after the fuel is dispensed.

Preset fuel sale by dollar amount

  1. Press [FUEL PRESET] and enter the pump number, then touch [OK].

  2. Enter the amount and touch [OK] to authorize the pump for fueling up to the preset dollar amount.

  3. Touch the pump number to add the sale into the transaction, then press the method of payment.

Preset fuel sale by volume

  1. Press [FUEL PRESET], enter the pump number, and touch [OK].

  2. Press [QTY] and enter the fuel volume to be dispensed, including two decimal places, then touch [OK].

  3. If prompted with the fuel products list, touch the fuel product.

  4. The customer dispenses fuel up to the preset volume.

  5. Touch the pump number to add the sale into the transaction.

  6. Press the method of payment.

Complete and adjust a postpay sale

Postpay fuel sale

In a postpay fuel sale, the sale comes due inside after the customer dispenses fuel.

If the fueling point has uncollected or stacked sales, a separate fuel detail overlay displays first. Touch the correct fuel sale box to bring that sale into the transaction.

  1. Touch the fuel icon, or enter the pump number and press [FUEL].

  2. Press [TOTAL].

  3. Tender the sale and touch the correct method of payment.

Postpay fuel tax exemption or addition

This function adds a fuel tax to a fuel type that is displaying a tax-free price at the pump. It also allows the cashier to remove taxes, or portions of a tax, from a fuel sale.

Available for postpay fuel sales only.

  1. Touch the pump number and select Fuel Tax Exemption or Fuel Tax Addition.

  2. In the list, touch the correct exemption or addition.

Fuel Tax Exemption and Fuel Tax Addition can be accessed in one of the following ways:

  • press a soft key

  • use Other Fuel

  • touch the pump number and then the line item

Manual fuel sale

Use [MANUAL FUEL] to manually enter a fuel sale into the system. This is typically used for dispensers that are not connected to the system.

  1. Enter the fuel sale price and touch [MANUAL FUEL].

  2. Enter the pump number and press [ENTER].

  3. In the fuel products list, touch the fuel product name or enter the fuel product number and press [ENTER].

Fuel Discount with Fuel Disc key

The Fuel Discount key discounts fuel purchases by a fixed dollar amount per gallon. The cashier can indicate the number of gallons or liters to discount, or apply the discount to the full 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 [FUEL DISC].

  1. Touch the pump number and apply the discount to the total fuel dispensed by touching or pressing [FUEL DISC].

  2. Enter the number of gallons to which the discount should apply, or press [ENTER] to apply the discount to the full volume dispensed.

Fuel Convert

If a customer dispenses fuel at one price level but wants to pay at the other price level, use Fuel Convert to switch the sale.

  1. Touch the pump number.

  2. Select the transaction to convert by touching the desired current or stacked sale.

  3. Touch [Fuel Convert].

  4. If the customer wants to purchase merchandise, enter the item or items.

  5. Enter the customer’s method of payment.

Pump Test

The Pump Test method of payment closes out a sale where the store pumps a test amount of fuel into a container and rings it 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 method of payment.

The Pump Test is a payment type that accepts postpay fuel sales only.

If the site setting Auto Collect is set to Cash or All, and a technician is performing calibrations, set Auto Collect to None in Configuration Client → Forecourt → Fuel Config → Fueling Positions for the pumps being calibrated.

A receipt prints with the words PUMP TEST at the bottom.

  1. Touch the pump number and press [TOTAL].

  2. Touch [PUMP TEST] or press [OTHER MOP] and then touch Pump Test in the Other MOP list.

Control pumps

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 operating conditions:

  • Automatic Approval — if Autoapproval is enabled for a specific pump number, the pump does not need to be approved before dispensing.

  • Approve Specific Pump — in all cases, a specific pump can be approved if the pump number is entered before [APPROVE]. Two messages display briefly: nn APPROVING and nn APPROVED.

  • Approve All Pumps — if enabled, all fueling points requesting approval can be approved at the same time by pressing [APPROVE]. If not enabled, a specific pump can still be approved by entering the pump number before pressing [APPROVE]. Two messages display briefly: APPROVING CALLING PUMPS and 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 restart, or if the pump is stopped from the POS with [STOP] and one of the following is true:

  • the transaction at the pump has not ended

  • the pump is a Dresser or Wayne brand

The following two messages display briefly when approving a pump that has timed out or been stopped:

  • nn RESTARTING

  • nn RESTARTED

Stop or 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 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 and pump state

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 fuel is dispensed. Other pumps send information only after dispensing is finished.

There are two types of view:

  • due sales

  • pump and fuel sales status

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 that more sales are available. Press [VIEW] to see the rest.

If no sales are due, NO DUE SALES displays until another sales function is run.

View pump status

Check the fuel sale state or pump state of the current or second stacked sale.

  1. Enter the pump number.

  2. Press [VIEW]. The > points at the current sale.

  3. Press [VIEW] again. The > points at the stacked sale.

  4. Press [VIEW] again. The pump status and detailed fuel sale information for the current sale appears.

  5. Press [VIEW] again. The pump status and detailed fuel sale information for the stacked sale appears.

  6. Press [VIEW] again to repeat the cycle.

Pump Status

Status
Description

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

Status
Description

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.

Reprint tickets

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:

  1. Press [TICKET PRINT].

  2. In the overlay, press [ADVANCED OPTIONS].

  3. In the Advanced Options menu, select Fuel Only.

  4. Press [SHOW LIST] to display transactions filtered by fuel only.

  5. Choose a transaction to print.

DCR Ticket Print

This function reprints DCR and completed prepay transaction receipts.

  1. Enter the pump number.

  2. Press [VIEW].

  3. Touch [Reprint DCR Tran].

  4. Choose a transaction to print.

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:

FP MOVE FROM PUMP# n1 TO PUMP# n2

You can perform the move in either of these ways:

  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 Move Fuel Point.

  3. Enter the current pump number.

  4. Enter the new pump number and 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 is based on the new price level.

  1. Touch the pump number.

  2. Select the transaction to convert 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 or items.

  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 or liters to discount, or applies the discount to the full 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 [OTHER FUEL].

  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, enter the amount and press [FUEL DISC]

    • if the discount applies to the whole amount of fuel dispensed, 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, enter the amount 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 approves a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product.

The pump automatically stops when the dollar amount or volume is reached, or when 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, and then press [ENTER].

  2. Enter the pump number and press [ENTER].

  3. Enter the dollar amount.

  4. Press [ENTER] or the method of payment.

Or:

  1. Enter the pump number and press [FUEL PRESET].

  2. Enter the dollar amount and then press [ENTER] or the method of payment.

The customer dispenses fuel before paying.

Preset Fuel Sale by Volume

  1. Press [OTHER FUEL] and then press Preset Fuel.

  2. Press [ENTER], enter the pump number, and then press [ENTER].

  3. Press [QTY] and enter the volume of fuel to be dispensed, including two decimal places.

  4. Press [ENTER] or the method of payment, select the fuel product to be purchased, and then press [ENTER].

Or:

  1. Enter the pump number, press [FUEL PRESET], and then press [QTY].

  2. Enter the volume of fuel to be dispensed, including two decimal places.

  3. Press [ENTER] or the method of payment, select the fuel product to be purchased, and then press [ENTER].

Manual POP Discount

This option can provide either a coupon or free POP code with the Basic + Code program type.

The cashier can offer the award at their discretion.

  1. Touch [OTHER FUEL].

  2. In the Other Fuel Functions menu, select [Manual POP Discount].

  3. In the POP Award menu, touch [Generate Code] or [Generate Coupon].

  4. The code or coupon prints.

Fuel Tax Exemption

This function exempts a fuel tax from a fuel type that is displaying a tax-free price at the pump.

The automatic adjustment is available only for postpay fuel sales.

  1. Enter 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 adds 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.

  1. Enter 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].

Configuration and reporting

See the Fuel Manager configuration details in Fuel Manager.

For Pump Test configuration, see the method of payment setup in Methods of Payment.

Use Reports for fuel sales reporting.

Troubleshooting

Code
Message
Description or action

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 displays again so 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 the 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 specific 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 Fuel Tax Addition, but the fuel department for that item already has a fuel tax assigned.

E1273

FUEL TAX NOT ALLOWED WITH % DISC

A discount using [DISC] 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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