Fuel station workspace

For petrol pumps, CNG and fuel stations — tanks and dip charts, nozzles, prices and OGRA / OMC price changes, attendant shifts with meter readings and cash-up, fleet customers with fuel cards and statements, tanker receipts with short-receipt claims, dips, day close and the DSR.

The Fuel station workspace runs the forecourt of a dealer of PSO, Shell, TotalParco, Attock, Go, Hascol, Byco or any other OMC, and of Gulf stations (OQ, Al Maha, ADNOC, ENOC). A station is a branch: its tanks, pumps, attendants, prices and shifts belong to that branch. Fuels are set once for the whole company.

Lubricants, filters, the tuck shop and the car wash are ordinary items sold at a normal POS till — nothing special is needed for them.

Sign in

Station staff sign in at fuel.hayaterp.com with their Hayat email and password. It shows only the fuel screens, the Helpdesk and — for admins — users, roles and settings. The same screens are in the ERP under Fuel station.

Every screen has the same pill bar at the top: Dashboard, Shifts, Prices, Dips, Tanker receipts, Stock book, Day close, DSR, Fleet customers, Statements, Reports, and for managers Station setup and Settings. With more than one station, pick it with Station on the right; when the top-bar branch is a station, that one is used.

Who does what

The Dealer margin report also needs reports.view.

The fuel dashboard

Litres today, Sales today (and credit), Cash short / excess of the shifts closed today, and the Fleet receivable with what is overdue. Below: each tank with a fill bar, the saleable litres, a low flag and the last dip; Today by fuel; Prices now with Change prices; the Last 7 days chart; Open shifts; open short-receipt claims; and what attendants owe.

+ Open shift, Record dip and Tanker receipt start the daily jobs. On an empty company, a Fuel Admin sees Load demo station (a PSO pump with tanks, nozzles, prices, a fleet customer and two shifts) to practise with.

Station setup

Station setup (fuel.manage) has five tabs.

Prices and price changes

Prices shows each fuel's price now (per litre or kg), since when, and any scheduled price. Below are the Price changes and the History by fuel.

When OGRA or the OMC notifies new prices, a Fuel Admin clicks Change prices:

A Scheduled change has Enter readings in the list: when the time comes, type the readings of the open shifts. A shift that crossed a scheduled change cannot be closed until its readings are in.

Shifts and meter readings

A shift is one attendant on a set of nozzles.

The tiles at the top show Litres sold, Credit & non-cash, Cash expected and Short / Excess. Warnings (for example a missing reading) are listed above them.

Collections and the cash count

• Collections (not cash): + Line for each method — Card, Wallet (Easypaisa / JazzCash / Raast), Bank transfer, OMC fuel card, Voucher, Company coupon — with a label (PSO Card), the amount, how many and a reference.
• Card machine: when a POS till with a linked card machine is at the pump, pick it, type the amount and press 📟 Send to card machine. An approved charge is added to the collections by itself; Cancel stops a pending one.
• Cash count: type the count of each note and coin, or just the Cash counted total. Save collections & cash.

Cash expected = sales − credit slips − fleet discount − non-cash collections.

Close the shift

Save the readings and the cash first. Under Close the shift, if the cash is short choose Attendant owes it or Write it off, add notes and click Close shift. Closing posts the sales, cost, collections and the shortage to the ledger and cannot be undone — fix a mistake with a correcting slip, payment or journal.

🖨 Shift report prints the readings, collections, slips and cash; Send shares it by WhatsApp, SMS or email.

Credit slips and fuel cards

Fleet customers

Fleet customers → + Customer (fuel.credit): code, name, contact, Phone (portal sign-in), email, city, NTN, STRN, Credit limit (0 = none), Payment terms (days), Billing cycle (Monthly, Fortnightly 1–15 / 16–end, Weekly) and Discount per litre. On hold stops new credit slips.

Open a customer for Balance, Not billed yet, Advance and This month, and the tabs:

• Vehicles & drivers: + Vehicle (registration, fuel, tank capacity, Monthly litre limit) and + Driver (name, phone, CNIC, licence).
• Fuel cards: + Card — Card, RFID tag or QR sticker (blank number = a random QR code), vehicle, driver, PIN (4–6 digits), PIN needed at the pump, Daily amount, Daily litre and Monthly amount limit (0 = none), Allowed fuels, expiry and status (Active, Blocked, Lost). Five wrong PINs block the card; saving it as Active again resets the count. A blank PIN on edit keeps the old one; PINs are never shown.
• Slips, Statements and Payments.

Write a credit slip

In an open shift, + Credit slip:

The slip is priced at the pump price less the customer's discount per litre. The customer's balance moves at once; the ledger moves when the shift closes. A slip can be cancelled only while its shift is open.

Statements and payments

• Make statement on a customer (or Statements → Make statements for a period for everyone) bills the unbilled slips of closed shifts in the period, with the previous balance. With Make fleet statements automatically in the settings, statements are made at the end of each billing period.
• Open a statement to 🖨 Print, Send it, make a 🔗 Fuel pay link for online payment, Receive payment or Cancel statement (only without payments).
• Receive payment applies the money to the statement you choose, else oldest first; anything left is an Advance used on the next statement.
• Overdue statements get reminders when Fleet statement overdue is on in Marketing → Reminders.

Fleet customers see their statements (View, Pay), vehicles with this month's litres against the limit, and every fill with its slip in the customer portal when the portal shows the fuel section — they sign in with the customer's phone number.

Dips, tanker receipts and the stock book

Tank dips

Dips → + Dip (fuel.stock): the Tank, Kind (Morning, Evening, Other), Dip (mm), Water (mm), temperature and time. The litres from the dip chart (net of water), the book litres and the variance show before you Save dip.

Tanker receipts and short-receipt claims

Received = dip after − dip before + sold during. A shortage up to the short-receipt allowance stays in the cost of the fuel; anything beyond it becomes a claim on the OMC at the invoice price. A density difference above 3 kg/m³, more litres than invoiced, or a dip above the tank capacity raises a warning and a notification.

With the OMC as a supplier, the receipt is booked as a supplier bill (PB-…) in Trading → Bills. When the OMC answers the claim, open the receipt and choose the Outcome: Settled by Supplier credit note, Bank or Cash with the amount, or Rejected (loss). Save claim outcome.

Stock book

Stock book shows each tank by day: Receipts, Sales, Adjustments, Book closing, the Dip and Dip − book.

Day close and the DSR

Losses beyond the allowance raise a notification. Closed days lists every day close (FDC-…).

DSR (daily sales report) is the report the dealer keeps for the OMC and the bank: litres, sales, credit and cash with short and excess; products with rate, opening, receipts, sales, test, book, dip and variance; every nozzle's opening and closing by shift; collections by method; and credit by customer. 🖨 Print DSR opens the printable version.

Reports has the Dealer margin by fuel (net sales, cost and margin against the official margin per litre) and Attendants (shifts, litres, sales, shortage, excess and what each one owes now).

The public price board

With Show today's prices on a public page ticked on the station, my.hayaterp.com/fuel/your-page shows the station's name and one large tile per fuel with the price and since when. It refreshes every 5 minutes, so it can run on a TV on the forecourt. Prices show as plain numbers, without a currency sign.

Hayat Fuel on the phone

Hayat Fuel is the forecourt app (permission fuel.view). It opens on the station of the active branch, or lists the stations to pick (Change station in the menu).

• Meter readings: each nozzle's closing, mechanical and test litres on a large keypad pinned at the bottom; Next walks from box to box and shows the litres sold.
• Collections & cash: the non-cash lines with quick labels (Easypaisa, JazzCash, Raast, PSO Card, Shell Card…) and the cash by notes; the expected cash updates as you type. Card-machine charges made on the web show locked.
• Fleet slip: scan the fuel card, RFID tag or QR sticker with the camera (or type it), the driver types the PIN on the hidden keypad, Check card; or search the customer and pick the vehicle and driver. Then the nozzle, litres or amount, odometer and the paper slip number. The saved slip has Print and Send; tap a slip in the shift to open, send or cancel it.
• Offline: readings and slips without a card wait on the phone and are sent when the connection returns. Card slips, collections, opening or closing a shift, dips, receipts and prices need the internet — the PIN is never stored on the phone.

Settings

Settings (fuel.manage) holds, for the whole company:

• Accounts — fuel sales, cost of fuel sold, fuel stock, fleet receivables, OMC fuel cards, company coupons, vouchers, attendant shortages, cash over / short, stock gain / loss and short-receipt claims. Blank uses the default shown in grey.
• Rules — Evaporation allowance % (day close, default 0.5), Short-receipt allowance % (tanker, default 0.2), Meter mismatch warning % (0.5), Statement due in (days) (15), Post the dip variance at day close, Make fleet statements automatically and Refuse credit slips beyond the customer's credit limit.

Where the money goes

Every posting has the source Fuel; tanker bills and credit notes post through Trading. See How every module reaches the accounts.

These are the defaults; Settings can point each one at your own accounts. Document numbers: FSH shift, FSL slip, FST statement, FPR fleet payment, FRC tanker receipt, FDC day close, FPC price change.