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Fuel

Fuel Inventory Maintenance​

Purpose To add new fuel items to inventory, change information for existing items, or delete items from fuel inventory.

DockMaster stores the price and cost for fuel items out to three places (1.995) past the decimal and regular inventory items out to two (1.99). For this reason, the two files must be maintained separately.

Important: Do not duplicate the part number for a fuel item in the regular inventory file. If this should happen, the fuel item will never be sold.

For example, if the part number for diesel fuel is "D", then you cannot have an item called "D" in the regular inventory file.

Rules for Entering Fuel Part Numbers

  • A maximum of 16 alphanumeric characters may be used. However, normally this would be a one-digit number or letter (G = Gas, D = Diesel).

  • Do NOT use a period or backslash as the first character in your part number.

  • Do NOT duplicate a part number that exists in your Parts Inventory File.

From the menu select Inventory Management, Maintenance Functions, Fuel,

  • The Fuel Maintenance program uses three (3) tabs to enter part information. The tabs include the following information:
  • The General tab contains pricing, description and quantity information.
  • The Vendor Information tab contains cost, buy quantity, and vendor information.
  • The Miscellaneous tab contains General Ledger and quantity break information.

General Tab

  • Part Number - Enter a Part Number to put this item into inventory.

  • The cursor will move to the right and allow you to enter a Description for this part. Part descriptions appear on reports, displays, and invoices. An accurate description immediately identifies the item to the reader.

  • Short Description - Enter a Short Description for this part or press Enter to copy the first 16 characters of the first description.

Selling Prices

DockMaster allows you to establish multiple selling prices for each item in your inventory. The actual price column used when selling an item can be dictated by the Customer File or Pay Type File. All selling prices for fuel can be entered out to three decimal places. Retail Price is the price you most often charge for the item. Selling Prices 2 – 5 may be alternate selling prices, such as a group discount price, a special sale price, or the price of the item when sold to another marina.

  • Retail Price - Enter the Retail Price of this part. This is the default price for any part, and is also referred to as price column 1 or List Price. This price should be left blank if you are using price factors to calculate your selling prices based on vendor cost.

  • Selling Prices 2 - 5 - Selling Prices 2 - 5 are user-defined and may be used as cost, list price, sub-dealer price, or a discount off the retail price for certain customers. These prices should be left blank if you are using price factors to calculate your selling prices based on vendor cost or retail price.

  • Tax Schema - Enter a Tax Schema for this fuel part. If the fuel is non-taxable, use the "NoTax" Tax Schema. The Tax information in the Customer File will be used to dictate the taxability of a part sold through the Point of Sale, Order Entry or Service module.

  • Department - Enter a Department for this part or press Enter to accept the default maintained in the Inventory Parameters. The Department File for each item determines the General Ledger accounts to which sales and other transactions are posted. Use a different department for items whose sale should be posted to different General Ledger accounts. Departments can be maintained through the File Maintenance Menu.

Careful assignment of Departments, Class codes, and Sub-class codes can maximize DockMaster's ability to control and report on very specific inventory data. Departments are also used to categorize parts for printing inventory labels and reports. Revenue reports can be printed by department in the Point of Sale module.

  • Class Code - Enter a Class Code for this part or press Enter to bypass this field. Class codes can be used to create smaller classifications of parts within a department or include several departments in a class of parts. Class Codes can be maintained through the Maintenance Functions Menu in the Inventory Control module.

  • Sub-class Code - Enter a Sub-class Code for this part or press Enter to bypass this field. Sub-class codes can be used to create smaller classifications of parts within a class. Sub-class Codes can be maintained through the Maintenance Functions Menu in the Inventory Control module; this is the same file as Class Codes.

  • Quantity on Hand - Enter the current Quantity on Hand for this part or press Enter to bypass this field. If you are loading inventory for the first time, you can bypass this field and enter your initial quantities through the Initial Quantity Load program at a later date. This will always be the case if you are using vendor diskettes to load your inventory.

  • Note: Once you save a part, you cannot use Inventory Maintenance to change the Quantity on Hand. You must use the Inventory Adjustments or Initial Quantity Load program to modify the quantity.

  • Unit of Measure - Enter the Unit of Measure for this part or press Enter to default to Ea (each). You can use any unit of measure up to ten characters: for example, Qt, Gal, Drum, etc.

  • Maximum Order Qty - Enter a Maximum Order Qty for this part or press Enter to bypass this field. While not mandatory, this field is very useful; a message will appear whenever this maximum is exceeded while creating a purchase order for this part.

  • Minimum Order Qty - Enter a Minimum Order Qty for this part or press Enter to default to 1. This field can be used to ensure that a minimum quantity is ordered when creating a purchase order for this part.

  • Multiple Order Qty - Enter a Multiple Order Qty for this part or press Enter to bypass this field. This field further defines the limits of an order by specifying the minimum increment by which you can exceed the Minimum Order Qty. The size or the order must be divisible by this Multiple Order Qty.

  • For example, when two-cycle oil is purchased by the case and each case contains 24 1-quart containers; the correct entry is 24. The system will not accept an order for 100 quarts of oil since 100 is not divisible by 24.

  • Safety Stock - Enter the Safety Stock (minimum stock level) for this part or press Enter to bypass this field. When the Quantity on Hand plus the Quantity on Order is less than or equal to this level, the Low Stock Report will include this part.

  • Recommended Level - Enter the Recommended Level (reorder point) for this part or press Enter to bypass this field. This field is used by the system to do Recommended Purchase Orders.

  • When the Quantity on Hand plus the Quantity on Order is less than or equal to the Safety Stock level, the system will order a quantity equal to the Recommended Level minus that quantity.

  • For example, you have 400 gallons on hand and 600 on order. If your Safety Stock level is 1500 and your Recommended Level is 2000, the system will recommend that you purchase 1000 gallons.

  • Note: The Minimum and Multiple Order Quantity fields may force the system to order more than the Recommended Level.

  • Desired Margin % - Enter a Desired Margin Percentage for this part or press Enter to bypass this field. Enter this number without the percent sign. This margin percentage is used on inventory analysis reports to show a variance between the desired margin and actual margin.

  • IMPORTANT: If you do not enter a vendor and cost for this item when you first enter the item, the weighted average cost (WAC) of this item will be zero. The cost will not be updated until you receive inventory through Purchase Order Receiving or change the WAC through the program Change Weighted Average Cost. This program can be accessed through the path System Administration… Utility Menu… Change Weighted Average Cost.

Vendor Information Tab

The Vendor Information tab allows you to enter the vendor(s) from whom this part is purchased. Your Primary Vendor should be entered first, followed by any alternate vendors you can get this part from. DockMaster uses the primary vendor designation in certain areas to recommend order quantities, etc. The number of vendors you can add to a part is unlimited. Note: If you want to move a vendor into the first position (row), left click on the vendor and drag and drop it into the first row; the other vendors will be repositioned in the list.

  • Vendor ID - Click in the Vendor ID column to enter Vendor cost information for this part; you can also type a backslash "" followed by the vendor's name to access a cross-reference list.

  • If you want to move a vendor into the first position (row), left click on the vendor and drag and drop it into the first row; the other vendors will be repositioned in the list.

  • Vendor Name – The Vendor Name is displayed for information purposes; you cannot modify this column.

  • Cost - Enter the Cost of this part from this vendor. This cost should represent the price you must pay to get this item. For example, if you can only buy this part by the case from this vendor, enter the case price. This cost figure may vary between vendors for two reasons: 1) one vendor just charges more for the part, 2) one vendor may allow you to buy a single item, while others make you purchase a specific quantity.

  • Effective Dt - Enter an Effective Date for this cost or press Enter to default to the current date.

  • Part Number - Enter the Vendor's Part Number (if different than yours) or press Enter to default to your part number. This should be the part number that identifies this part to your vendor. This number will print on all purchase orders, vendor returns, warranty claims and any other correspondence concerning a part with this vendor.

  • Ld Time - Enter the Lead Time (Number of days) required to receive this part from the vendor once the part is ordered (optional) or press Enter to bypass this field. If you enter a lead-time for this part, the expected delivery date will automatically be calculated on the purchase order.

  • Buy Qty - Enter the Buy Quantity corresponding to the cost you entered. The Buy Qty is used by the system to calculate weighted average cost, margin and profit analyses, pricing for purchase orders, and other related functions. Most fuel items have a buy quantity of 1.

Miscellaneous Information Tab

-- G/L Accounts --​

The G/L Accounts section should only be used if this part requires special accounting entries for this part only; otherwise, the Department entered on the General Tab will dictate the accounting entries. These accounts take precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

  • Note: It is recommended that you leave these accounts blank and allow the Department File to make your accounting entries.

  • Inventory - Enter a G/L Inventory account number or press Enter to bypass this field. Press F6 to list the available accounts. The Point of Sale and Service modules use this account. These accounts take precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

  • Sales - Enter a G/L Sales account number or press Enter to bypass this field. Press F6 to list the available accounts. The Point of Sale module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

  • Cost of Sales - Enter a G/L Cost of Sales account number or press Enter to bypass this field. Press F6 to list the available accounts. The Point of Sale module uses this account; this account takes precedent over the Department File and Inventory Parameter G/L accounts when formulating the accounting entries in Point of Sale and Service.

--Quantity Breaks --​

A quantity break is the point at which a discount is given for the purchase of a specific number of parts. For example, you sell a one gallon of gas for $2.00, and you give a quantity discount of 5% when a customer buys 100 gallons.

  • The 1st Qty Break point is 100, and the Qty Discount % is 5%. A discount can be figured with the following formula:

[Single Unit Price X Quantity Break Amount] - [Quantity Break Price]

[Single Unit Price X Quantity Break Amount]

  • Quantity Break - Click in row one of first column to enter the first Quantity Break point for this part. From the example, this would be 100.

  • Quantity Discount % - Click in the 2nd row of the first column to enter the first Quantity Discount %. From the example, this would be 5%.

  • Enter additional quantity breaks if applicable; you can enter up to 6 Quantity Break points for each fuel part.

  • Click the Save button to save this part.