Fuel Delivery Operations Guide

 

Overview - Worksteps For Fuel Delivery:

 

1. For the first delivery, create a work order for the delivery.
2. Create the standing order for on-going deliveries, if required.
3. Print the work orders (delivery tickets).
4. Create invoice entries from the work orders (tickets), either one at a time, or through the work order conversion utility for the day. This single step creates the invoice and updates the standing order service date so the degree and Julian day calculations are started again for the next delivery.
5. Run the menu option “Dispatch /Standing order generation", and select Fuel interval.  Set the selection values and click populate. This will generate a list of all standing orders that are due to be serviced.  Either click the create work order command button to create the work orders for each date separately of select the “force schedule date” check box to create all the work orders on a single date, i.e., Sunday of the next week( this allows you to move then into the correct day to keep truck loads balanced
6. This restarts the cycle.

 

Delivery Scheduling Options

 

TAC handles fuel delivery scheduling with several sets of tools:

 

• Degree days  (Summer and Winter)
• Julian days  (Summer, Winter or Always)
• Calendar days (Any number of days, weeks, months with a fixed quantity)

 

Common Steps:

Add Site

Go to the Site Master and add the site information, filling in the site and billing address. Click the “Save” button to save the entered site information.

Setup Equipment (For each site)

This is not a required step.  If you want to, you can enter a list of equipment at the site, i.e., heater, pool, stove, etc.  Later you can optionally link each piece of equipment to a different standing order to deliver fuel. Most propane companies only have entries for pools and group all other heating equipment as a single entry.

 

You do not have to add any equipment entries.  Standing orders for fuel delivery do not require any linking to site equipment.

Setup Standing Orders for Delivery

Go to the standing order tab and right click and select the add action menu to create a standing order for this site.

 

 

Field	Description	Notes
Item	Number 1 through 99	Computer will add 1 -- you can then enter any number manually to override.
Rate Code	Code used to store the charge per gallon for this specific standing order	Reference file 15
Type Service interval	Use Type “F” for fuel	Other type service intervals are for calendar fuel delivery discussed later in the document
Service interval	Number of intervals
Quantity	Size of delivery expected
Equip/tank	Equipment number	Optional
Last service date	Date of last service
Next service date	Date of last service
Type order	Type or work order to be created	Reference file 01 has list
Comment		Optional
Note		Optional
Julian days (Y/N)	If you enter a Y, only Julian  days used to determine if a delivery is due.
Summer K-factor	Degree days that must pass to trigger a new delivery
Winter K-factor	Degree days that must pass to trigger a winter delivery
Summer Julian days	Number of days that must pass to trigger a summer delivery
Winter Julian days	Number of days that must pass to trigger a winter delivery
Interval since last service	Degree days and Julian days since the last service date	These numbers are automatically populated when the degree day entries are made.  Good visual way to see if a site is due for a delivery.

Degree Day

Step 1.0 – Update degree days from local paper or web site

Degree-day scheduling is a simple process.  Each day, you get your local paper and get the degree-days for yesterday.  Go to menu option “Admin/degree days” and select the add new command button on bottom of the form and fill in the “degree days” with numbers from the paper or wed site for your area.  All other fields are optional. Then click save to record the entry.

Step 2.0 - Update site standing orders for delivery

After degree-day has been added, right click on grid and select calculate ytd/itd values. Then repeat and select update standing order and delivery date option. This resets all the standing orders for the most recent degree day values.

Julian Days

The Julian days works the same as degree days, except that it looks at Julian day entries to determine if a site should receive a delivery.

Step 1.0 – Update date in degree day reference file

Make an entry in the degree-day file using 1 for degree days, so the computer can calculate the correct Julian interval. If you want, you can pre-populate the entire year so you do not have to do it daily.

Step 2.0 - Update site standing orders for delivery

After degree-day has been added, then click the button to update standing orders and the actual degree days and Julian days since last delivery will be updated on all standing orders for delivery (very, very fast).

Calendar

Calendar does not use the fuel option, and schedules deliveries based upon calendar intervals.  You can choose interval type Day, Week, Month or Year, and the number of intervals and work orders will be created whenever a site is up for delivery.