ProFuel 2. Fleet Fuel Management User Reference Manual. Part No Revision 0305

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3 ProFuel 2 Fleet Fuel Management User Reference Manual Part No Revision 0305 Computrol Fuel Systems Inc Commerce Court, Burnaby, British Columbia, Canada V5A 4N4 All Rights Reserved. All information in this manual is subject to change without notice and does not represent a commitment on the part of Computrol Fuel Systems Inc. The Software is furnished under a licence agreement and may not be copied except as allowed under the terms of that licence agreement.

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9 Table of Contents Chapter 1: ProFuel Installation... 5 INTRODUCTION... 5 Installing ProFuel Registering the program... 6 Software Support Contract Renewal... 7 Installing the Renewal Datekey... 8 Networking ProFuel... 9 Locating the Database on the Network... 9 Navigating ProFuel ProFuel 2 Menu and Screens ProFuel Drop-Down System Settings: C600: Configuration All PCUs: Message Groups: Compact MS Access Database: Send Database to Computrol Fuel Systems Inc: System Settings Transactions Drop-Down Menu All Transactions: Delivery: Rejected Transactions: Import Transactions: System Settings ProFuel Configuration System Tab Users Tab Transactions Tab Chapter 2: ProFuel (Daily) Operations OVERVIEW OF DAILY OPERATIONS Sending Cards/Numbers to PCU s Polling Transactions Automated Polling Transactions List Rejected Transactions Reasons for Transactions in Reject File Processing Rejected Transactions Importing Raw Transactions Storing Raw Transaction Files Importing Raw Transactions Chapter 3: Locations, Products, Tanks ENTERING THE DATABASE Logical Order of Database Entry Locations Products Tanks PCUs Message Groups Accounts Users Product List Adding Products Editing Products Page i

10 Table of Contents Chapter 3: Locations, Products Tanks (cont d) Deleting Products Product Groups Modifying Product Groups Location List Adding Locations Editing a Location Location Groups Tanks Update Tank Balance Recording Deliveries to Tanks Adding or Editing Deliveries Chapter 4: PCU C6000 SETUP INTRODUCTION TO C6000 SETUP Setting Up the Pump Control Units PCU List Screen Adding PCUs Tab (1) System Network Settings Tab (2) Display Prompts Tab (3) Out Going Messages this feature is not used Tab (4) Error Messages Tab (5) Setting Up Pumps Printers or UI (Front Panel UI Board) Pump Parameters and Settings No., and Pump No. and Product and Tank: Address Pulser Ratio Pulser Offset Unit Name: Unit Conversion Fuel Limit: Stop Offset: Minimum Value: Explanation of Pump Time Outs Global (G1): No Start (T1): Counter (T2): Flow Switch (T3): Run-On (T4): Sense Debounce (T5): No Pulse (T6): *No Start Alarm *No Pulse Alarm Alarm Recovery Tab (5) Setting Up Front Panel Interface Board Pump Mask Tab (6) Communications Setup : Physical Connection Modem Number Page ii

11 Table of Contents Chapter 4: PCU C6000 Setup (cont d) Modem Initialization String Automatic Data Switch Arming Character and Arming Code Login UserID and Password Tab (7) Transaction Format Screen Tab (8) Receipt Format Screen Tab (5) Receipt Printer Configuration Message Groups Chapter 5: Users, Cards and Accounts USERS DATABASE Accounts Adding an Account Users Cards and IDs Adding Cards / Numbers User s Data Fields Card / Number Coil Mag Stripe Cards Proximity Reader Type Account Number Location Group Product Group Message Group PIN Group Unit Description Miscellaneous Fuel Limit - Transaction Fuel Limit - Polling Pre-Paid Limit Outgoing (Message) Status Chapter 6: ProFuel Reports REPORTING Report List Report Options Miscellaneous Reports Chapter 7: Invoicing, Taxes and Discounts Invoicing Module Product Pricing Taxes and Discounts Setup for Tax and Discounts Tax Groups Discount Groups Updating Prices Page iii

12 Table of Contents APPENDIX A: Transaction Export Module APPENDIX B: Prepaid Credit Option APPENDIX C: PCU Communications Communication Links Communications Commands and Messages Sample PCU Commands Logging In Enabling and Disabling the System Setting the Date or Time Listing the Transactions Clearing the Transactions Enabling a Pump Authorization Table Samples of Authorize Number - A N Command APPENDIX D: Troubleshooting Tips Display Message is Computrol Display Message Pump Disabled No Communications with PCU Page iv

13 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Chapter 1: ProFuel Installation INTRODUCTION ProFuel 2 is the very latest product in Computrol s line of Fuel Management Software. ProFuel 2 has been carefully developed to provide network based management of Computrol s C6000; the newest generation of pump site controller. ProFuel 2 not only retains the best features of the original design but also incorporates features requested by our many clients in fleet management and petroleum sales. ProFuel 2 also operates efficiently under the many different versions of the Windows operating system. With easy to operate graphic screens and new automated functions, ProFuel 2 simplifies the task of daily fuel management and provides an expanded range of capabilities: Manage your vehicle fuels or fuel sales in a single PC computer of in a network Track and report fuel movement by account, by vehicle, by employee, or by customer. Track and report pump activity and tank inventory changes by location, by product, and by cost Schedule automatic collection of pump transaction data on any day at any time, for any or all sites Manage any combination of Computrol C6000, C600, or Fleet 300 pump controllers (PCUs) with one program Quickly download customer, vehicle, and personnel authorizations from the ProFuel 2 dbase to any PCU in your System. Also downloadable are PINs, meter values, meter restrictions, and fuel limits Where C6000 PCUs are connected on an IP link, you can instantly download complete card or other authorization files in seconds. Also downloadable are the complete configurations of every C6000 pump controller Upload inventory data and tank status, in real time, from popular in-tank probe system. Universal Users Screen allows you to control all individual fuel users, whether customers, vehicles or personnel. Universal Transaction Screen allows you to manually enter non-cardlock transactions and bulk fuel deliveries. Powerful and flexible Crystal Reports provides, on demand, a wide range of selectable reports on fuel usage and vehicle performance. All data is managed in Microsoft s powerful Access Database, which allows you to move key data to other applications including your accounting and fleet managements programs. ProFuel Plus, an optional version provides for the assignment of taxes and discounts to cardlock transaction generation of commercial invoices. Microsoft, Access and Windows are trademarks of Microsoft Corporation. Crystal Reports is a trademark of SAP AG. All other product names are registered trademarks of their respective owners. Page 5

14 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Installing ProFuel 2 System Requirements In order to run ProFuel you should have: PC with Pentium GHz or higher with Windows Vista/XP/NT/2000 Pro/98 SE (Internet Explorer 6.0 or higher) 512 MB of RAM; 1GB recommended Display with 1024 x 768 or better resolution At least 1GB of free hard disk space Serial Port or other connection including: direct cable, modem or network Ethernet network connection to communicate with the PCU. Loading and Initialization The following loading sequence is required: Insert the disk in the computer. Go to the Windows 'START' menu and Click on 'Run...' Type in 'D:\setup' where 'D' is the letter of your CDROM Drive Click 'OK' and the ProFuel Setup utility will copy all necessary files to your computer and set up the program icon. The defaults including the installation directory 'C:\Program Files\PFC6000\' should be used in order to enable a higher level of support. Registering the program ProFuel requires a registration code which is assigned by Computrol and derived using an algorithm and the Company Name. Without this combination of text and number the program can not be used. Contact Computrol to register the program for use. The screen above will be displayed when the program is started the very first time and re-entry of the registration should not be required to use the program on subsequent attempts. If the program requests the Company Name and Code on subsequent tries it is because the code was not saved properly. Page 6

15 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. To ensure the code is properly saved follow the steps listed below: 1. Enter the Name and Code as required on start-up. 2. From the ProFuel desktop select About and Registration 3. Re-enter the Name and Code as before and click Save Run the program to confirm that the program runs normally when the desktop icon is used. Software Support Contract Renewal A Computrol Software Support Contract provides users and system managers with telephone and support for the ProFuel program. This support may be required to correct an error, remind a user on how to use a feature or even to help recover from a catastrophic computer failure. Under the terms of the support agreement a current version of the ProFuel program is provided so that customers can take advantage of changes and improvements Computrol makes on an ongoing basis. When no current support agreement is in place the program will display the following information screen. The screen can be closed or left to timeout. As shown in the caption bar at the top this example shows the information box will Close in 26 seconds. Page 7

16 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Installing the Renewal Datekey On renewal of a Software Support Contract the manager will be provided with a DateKey which will consist of a long number such as To enter the DateKey in the program: From the ProFuel Desktop select About Agreement The following screen allows the entry of the DateKey directly in the Support Activation Key box or if the number was provided in a file named PFkey.txt then browse to the location of the file and select it. Click Add Key and close the screen. Page 8

17 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Networking ProFuel When a second or third, ProFuel Workstation is proposed, the Workstation will have ProFuel installed locally. The individual installations of ProFuel will share the database so that all workstation users operate on the same data. Storing the database on the server also ensures regular backups are done. Each workstation running ProFuel requires a license from Computrol. Contact the factory or your dealer for details or additional licenses. To install ProFuel on the principal workstation, load the CD as detailed in the section called Installing ProFuel (Page 2). The principal workstation is the computer which is connected to the Pump Control Units and is distinct only when a Serial Port (Com1, Com2, etc,) is used to connect to a PCU. Serial Port hardware can not be shared as a network resource so the principal workstation will Poll transaction data and Send Card Authorizations. If network or virtual port connections to the PCUs are used then a principal workstation designation is not used. To locate the ProFuel database on your Network Server, follow the steps in the next section. Locating the Database on the Network 1 - Select ProFuel System Settings option. Click the Connect push button 2 - OK the reminder to Test the Connection. 3 - Enter a database path and filename on the Data Link Properties screen, or use the 3-dot button to browse to the file s new location. 4 - Click Test Connection to confirm selection. Click OK to save the setting. A - Use Windows Explorer to locate the server directory you have chosen for the networked database. B - In Windows Explorer use Tools then click on Map Network Drive to map the selected directory as a drive. The automated designation, such as F:, K:, or Y: can be used and will make all future references to the directory easier. If more than one workstation is running ProFuel or ProFuel Plus, each work station must map the network drive with the same letter e.g. E C - Locate the database path for ProFuel/ 2 to use and click as shown below. Start by clicking the word ProFuel in the top left of the screen above the Accounts button. The ProFuel Configuration screen will appear. Page 9

18 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. ProFuel 2 will use the database in the specified location. ProFuel is a multi-user program and more than 1 license can be purchased to run in this manner. Most importantly, locating the database on the network means it can be included in a scheduled, automatic server backup. Navigating ProFuel 2 Profuel s database is displayed in List Boxes which shows the database records sorted by number. With the click of the mouse on any column title the records will be re-sorted by the chosen column. With a 2nd click on the same title the sort order will be reversed. The example shows the PCU List Box. A mouse Click on the column titled Description and the PCUs in the list will be sorted by their Description/Name. A 2 nd click on Description will sort them in reverse alphabetical order. The windows navigation tools such as scroll bars and Page up /Page down keys are available to assist in locating a specific record or group of records regardless of how they are sorted. Data can not be changed in a List Box. Use the Edit button to examine or to modify the detailed information in a record. Once the edit screen is open a single record is displayed and navigation buttons are available to move to the First, Previous, Next or Last record. Use Ctrl+F keys together to open a Search utility in the Edit screen. - Save each record as changes are made and Close the record when done. - When using multiple page records like a PCU Edit screen it is handy to use Next or Previous to compare the settings between records. For Eg: compare the display prompts set up for PCU #1 with the Display prompts for PCU #2 by using the Next or Previous, First or Last buttons. Use Ctrl C to copy and Ctrl V to paste as a useful tool in creating database inputs. Page 10

19 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. ProFuel 2 Menu and Screens Using ProFuel effectively may require accessing the drop down menus from the menu bar on ProFuel s desktop. The menu bar includes menus under the titles ProFuel, Transactions Windows and About. Clicking on the word ProFuel drops a menu which contains and number of options and utilities. ProFuel Drop-Down System Settings: provides settings to modify some of ProFuel s features and how they are used. C600: Configuration All PCUs: provides compatibility of ProFuel 2 to older Computrol PCUs. Message Groups: setting these groups is important to specify the PCU display prompts each User s card or IDs will use. Compact MS Access Database: this is a tool from Microsoft which will repair and compact the database file. Send Database to Computrol Fuel Systems Inc: use FTP transfer to Computrol FTP site. System Settings System Settings includes features and functions which are switched on or off and settings that alter or define the way ProFuel works. Transactions Drop-Down Menu Clicking on the word Transaction in the Menu Bar make the following options available: All Transactions: opens the Transaction List Box. This duplicates functions of the Transactions button. Page 11

20 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Delivery: opens the Delivery transaction list box so deliveries can be edited or added. This duplicates the functions of the Delivery button on the Transactions List box. Rejected Transactions: opens the Rejected Transaction screen so rejects can be view, edited or imported. This duplicates the functions of the Rejects button on the Transactions List box. Import Transactions: raw transaction file can be imported from this selection screen any time it is necessary. System Settings ProFuel Configuration System Tab Language: selection can be English of French with ProFuel Version and newer. Product Water: selection provides water delivery specific traits in reporting. Unit US: selection provides reports with titles appropriate to US measurement units. Sends Card with Leading Zero: selection ensure compatibility with specific card formats. Validates UNIT from Keypad: ProFuel will reject transactions in which the Unit # entered at the time of fuelling does not match the Unit # stored in the User table. Users Tab Labels: this is for configuration of names used as an alias for PCU Data fields Misc1, 2 and 3. A name entered here will be used on PCU Display Message screen, Message group screen and elsewhere as required. Page 12

21 CHAPTER 1: CONFIGURING PROFUEL 2 INSTALLATION. Transactions Tab The Transaction Tab allows further configuration of the ProFuel software system. Manual Transactions: selection will allow ProFuel to merge (import) rejected transactions which have the transaction termination of Manual. Since these transactions do not have card numbers this feature should only be chosen under specific conditions such as when a very large number of Manual transactions have been held in the Rejected Transaction table and they are to be pushed through to a specific account used for write-offs. Once checked and used it should be unchecked for normal operation. Consultation with Computrol is advised. Backup Path: should be set to C:\Program Files\PFC6000\. The raw transaction files created at the time of Polling are stored in a directory called SendPoll which the program automatically creates as a subdirectory near the database location. In this way files are centralized and available for regular backup on a network. Transaction Export Path: this path determines where any export files are to be saved. Exports may be from the ProFuel Reports or they may be created using the optional ProFuel Export module. Page 13

22 CHAPTER 2: DAILY OPERATIONS.. Chapter 2: ProFuel (Daily) Operations OVERVIEW OF DAILY OPERATIONS The ProFuel software program helps with the control and distribution of measured products and reports the resulting data in a meaningful manner. Daily Operations is a term used for the most frequent functions which must be carried out. These include Polling and Sending Cards. Polling collecting of the transaction data stored in 1 or more Pump Control Units. (PCUs) Sending Cards is the authorization or de-authorization of cards or keypad entered numbers. These changes must have been made in the ProFuel database but they must be sent to the PCUs before the changes take effect. These two functions, Polling and Sending Cards, must be done with enough frequency to keep the transaction data and the user authorizations up-to-date. High traffic sites or sites where fuel is sold on credit should consider polling with more regularity. Sending Cards/Numbers to PCU s Fuel cards, Vehicle or Employee Numbers can be downloaded individually or in batches to the Pump Control Units. This feature provides for easy broadcast of authorized numbers and the authorization parameters, whether starting a new system or changing existing card/number authorizations. To download card/numbers, open the Communications Screen. 1. Click the Polling and Cards tab. 2. Select the PCU to which you wish to download. Select by Name or by Number or use the checkbox All PCUs 3. Click appropriate radio button to send changes or all Users. 4. Click Send Cards Page 14

23 CHAPTER 2: DAILY OPERATIONS.. Polling Transactions Raw fuel sales transactions are safely stored in flash memory in the Pump Control Unit(s) until it is convenient to Poll (retrieve) them. Polling is done manually, on a schedule or as recommended when a system is first installed, using the automated Poll button. This allows the system manager to observe the process while ProFuel executes the polling commands. Scheduling Autopoll is particularly convenient if you wish to retrieve transactions from many units or have very high volume sites. Manual communications is usually reserved for troubleshooting or testing communications links. Automated Polling Polling is accomplished by use of the main menu button denoted Communication which appears on the main menu toolbar. When you click the Communication Screen opens and displays three tabs. 1. Use the Polling and Cards tab. 2. Choose to poll all PCUS or select by Name or Number. 3. Click Poll Now The Update Payment button should be used when Prepaid Credit feature is implemented. The Automated Polling process includes the execution of the following steps: - Connect to the PCU through the communication link available - Login with the User ID and Password available - The PCU Main Board will be Disabled to ensure integrity fuelling can continue - The Print Status (P ST)command to determine the number of transactions to be listed - List Transactions All (L T A) will cause the PCU to display the complete transaction list - ProFuel will attempt to merge the transaction data with the database by matching card and ID numbers, account, pumps and tanks etc to current records. - If a single record is merged then the program will clear the transactions from the PCU - The poll is complete. ProFuel will report the number of transactions done, polled and merged. Page 15

24 CHAPTER 2: DAILY OPERATIONS.. The complete communication session will be stored in the SendPoll directory as a raw transaction backup file. If PCU #1 is polled on January 16 th, 2009 at 3:45:55 AM, the file will be named using the naming convention yyyymmddhhmmss.pcu# The automated steps can be executed in Manual Communication or using Hyperterminal to collect the transaction data from a PCU. The file must be saved in a known location (SendPoll directory or My Documents) and can be imported as a raw transaction import. Transactions List As transactions are received by ProFuel, they are merged into the ProFuel database, matched with the appropriate Account, Unit, Tank and other referenced data. Merged transactions can then be individually viewed and edited via the Transaction List screen. When you click the Main Menu button the Transaction List screen will appear showing all transactions that contain product, and match records in the database. Transactions which do not meet the database requirements will be diverted to the Rejects file. Rejected transactions include Diagnostic transactions and Zero Volume transactions among others. Rejected transactions must be edited before you can create accurate usage reports. To edit, click the Rejects button which appears in the Transaction List toolbar. Rejected Transactions Reasons for Transactions in Reject File No Fuel Issued - No product was pumped. Transaction will be flagged Yes to delete. A small number of Zero Volume transactions are acceptable in normal operations. Extra Line?? the data line captured is likely not a transaction. Delete the records after confirmation. Page 16

25 CHAPTER 2: DAILY OPERATIONS.. Duplicate Transaction - The transaction record is a duplicate. It has been polled/merged previously. Polling should clear the transactions from the PCU though certain errors may leave the data to be polled again. These can be deleted from the Rejects screen. Manual Transaction a transaction terminated as Manual will have no Veh.# or Operator Diagnostic Transaction a transaction created by the PCU to show operational error. These can be deleted from the Rejects screen No Such Op. Card nnnnn or No Such Veh. Card nnnnn The card or code is not registered as an Operator or Vehicle in the Users database. This occurs when a User tagged improperly as a Vehicle or Operator or has been deleted. Users should not be deleted until out of service for a sufficient period on time. Check Users record and when fixed use the Rejects screen Import function to merge into the database Invalid Odometer or Invalid Hours The reading entered is outside the reasonability checking range. Confirm the reading and enter the data accordingly. Changes to the User record s odometer field should be Sent to the PCUs. Edit the transaction in the Rejects screen and use the Import function. Invalid Unit - Unit number entered does not match the Unit # in User Record. Edit the transaction in the Rejects screen and use the Import function. Invalid Pump No. Pump stated in the Transaction is not valid. Invalid Tank No. Invalid Product Tank for the pump stated does not exist Product stated for the tank does not exist Invalid Date/Time Format or range of this field is not valid. Incorrect Transaction Format the transaction field layout is not as expected in the PCU Configuration (see Tab 7 PCU Configuration). Typically this will only be seen on start-up or after a configuration change has been made Add Transaction Error Adding Transaction database error which is usually means that there is an improper installation or when a version change has occurred. Processing Rejected Transactions Clicking the will display the Rejects List Screen shown below. Check the reason for rejection Use Delete (NOT Delete All) to remove records which ProFuel marks as Delete Yes Operator 679 is not in the Users Table This transaction was already polled and merged. This Duplicate can be Deleted. Page 17

26 CHAPTER 2: DAILY OPERATIONS.. This screen clearly displays each rejected transaction and the reason for rejection. It is advisable to note Frequency and Site origin of any zero volume transactions to ensure pump is not broken. If a number of these transactions appear in the list it may be wise to confirm that there were transactions created later that did in fact contain a volume reading. Note: the Delete column for all zero Volume and Duplicate transactions is automatically set to yes. If you click the Delete Button all transactions set for Delete = Yes, will now be deleted. Once card or account changes have been made, click transaction list. to import the data records into the regular Transactions rejected because of unreasonable meter values must be edited and correct values inserted. You can then import these transactions. Importing Raw Transactions Importing Raw Transactions into ProFuel 2 The transaction data from a C6000 may in certain situations be captured in a file outside of the normal ProFuel polling routines. This can occur due to a service tech. replacing a board or when normal communications channels are simply not functioning. The file naming convention used by Computrol gives a name such as: which follows the convention YYYYMMDDHHMMSS.PCU#. In the example the file was named to represent YYYY = Year = 2008 MM = Month = 12 DD = Day = 19 HHMMSS = Time = 23:59:32 (11:59:32PM) The extension.1 to indicate the PCU was PCU# 1 When the file is created by the ProFuel 2 Polling process the file would be named Polled_ and would be typically located in the raw transaction directory called C:\Program Files\PFC6000\SendPoll\ The SendPoll directory will automatically be located in the same location as the database so if the database is located on a network resource the full name of the file might be Z:\Fueldata \SendPoll\ Polled_ where Z:\Fueldata is the network location on which the database file MAINC6000.MDB is stored. Page 18

27 CHAPTER 2: DAILY OPERATIONS.. Storing Raw Transaction Files Files may be received as attachments or on a disk or memory stick. The file should be copied to a known directory though the best practice is to store these files in the SendPoll directory. It is important to know the name of the file and the location of the file in order to proceed with the Raw Transaction Import. Importing Raw Transactions To start the import process, select Import Transactions from the Transaction drop-down menu. The Import Screen will appear and allow the user to enter the file name to be imported or Browse to find the file. Click Browse to see the following standard browse window. Select the directory in which the file was saved. Page 19

28 CHAPTER 2: DAILY OPERATIONS.. Select the file to be imported (example ) Double click on the file name or single click and select Open to see the file has been selected for importing. Check to be sure that the extension.1 in this case is correct. (.1 means PCU #1) Click Import and the program will merge the file in the same manner it merges polled transaction files. The result of the merge is shown. Rejected transaction should be checked out and cleaned up as usual. If another file is to be imported then the Browse button can be used again or if all importing has been completed then use Close. Page 20

29 CHAPTER 2: DAILY OPERATIONS.. Summary Click on the work Transactions and select Import Transactions from the drop-down menu Use Browse to find and select the file to be imported Check to be sure the file name is correct and Click the Import button. After Importing all files go to the Transactions Screen Go to Rejects Screen and proceed to clean the rejected transactions Use the *Process button on the Transaction screen Transactions are ready for reporting. *Reports or invoices can be created only after the Process button has been used. Page 21

30 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Chapter 3: Locations, Products, Tanks ENTERING THE DATABASE The empty database provided with the installation disk includes sample records in field locations to allow the installer to configure and test a new PCU installation. The data will create a useable <system.ini> configuration file for the C6000 PCU. The configured PCU will have a single pump to will help the installer to confirm field wiring and connections. To configure the PCU, the installer will use the Communications screen, the Transfer Files tab to send the <system.ini> file to the C6000. Use the Config System button for serial communications. Using the Polling and Cards screen to send All Cards will enable 100 as a keypad entry test number on the PCU. Logical Order of Database Entry Building the database from the bottom up makes the initial setup much easier. Several items must be identified to the system to allow ProFuel to properly manage the system. Preparing a small list of different records will also help ensure it is done correctly the first time. Locations and Location Groups Identify Locations which are to be setup with at least a name. They are a place in which a PCU can be located. A Group of Locations can be assigned to a User ID to allow fuelling by that ID at a single fuel site or a group of fuel sites. Products and Product Groups Identify Products which will be sold in the network. A Group of Products can be assigned to each User so the ID can be restricted to products that should be valid. Tanks - Each product must be available from a tank at the location in question to allow the pumps added to the PCU s can draw from the tanks inventory. PCUs The PCU screens provide the ability to design a system/network to distribute the products to users and customers. Use the PCU screens to setup communications, # of pumps with limits and timeouts, display messages and all other parameters. Message Groups Click the word ProFuel to view a drop-down list including Message Groups. The message group assigned to a User ID defines the way that ID is used in the system. Message Groups are assigned to a User and defines which of the exiting display prompts will be shown to that User. With one group odometers must be entered in second group, odometer is not required. Accounts Assigning User IDs a group provides the ability to sort and report fuel by department or Customer Account. Users Cards and Keypad numbers IDs which are Vehicles or Operators and used to control where fuel goes when it is dispensed and who is accountable for the fuel used. Product List The Product List screen displays a menu of all Products entered in the database, as well as an immediate reference to the prices currently charged for these products. Products listed on this screen are used to create several other database files including Product Groups, Tanks, and Pumps. Page 22

31 CHAPTER 3: LOCATIONS, SITES AND TANKS.. To access the Product List Screen, simply click the button which appears at the top of the main ProFuel menu. This List screen is for reference purposes only. To Add, Change, or Delete Products and Prices, you must use the toolbar buttons Add, Edit, or Delete to step down to the individual Product Screen for each product. Adding Products To Add a new product, select the toolbar button Add, and a blank Product Screen will appear as shown below. You can then enter a product name up to 20 characters. Prices are optional but if used, they are entered in pennies. Eg for 95 cents, and 1.04 for one dollar and four cents. Tax Group will be display only in the ProFuel Plus version which provides the Invoicing, Taxes and Discounts module. When you have completed the entry, click Save. Use the First, Previous, Next and Last buttons to navigate to other Product records. Page 23

32 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Editing Products To Edit a product, you must first highlight the product, and then click the Edit toolbar button. The Product Screen for the highlighted product will then appear as follows: You can now make changes to the Product Name or the Product Price. Click Save to retain changes. These changes will be immediately reflected on the Product List Screen. Clicking the Close button will close the screen but changes will normally be retained Page 24

33 CHAPTER 3: LOCATIONS, SITES AND TANKS.. hapter 3: Locations, Products Tanks (cont d) Deleting Products Deleting products is slightly more complicated because of the interrelation of Products to other files. You will not be able to Delete a Product unless you have previously deleted it from the Product Groups and deleted any Tank records for that Product. To Delete a Product, highlight that Product on the Product List screen, then click Delete. A check message with then appear as follows: If you have not previously unchecked the Product from the Product Groups or deleted the Tank records containing this product, the following Error Screen will appear: You must use the Product Groups button and remove the product from each group. Page 25

34 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Product Groups Every User in your System, whether employee, customer, vehicle or unit; must be assigned a single Product Group comprised of the products for which that specific User is authorized. The Product Group Screen, is used to create an unlimited number of Product Groups. The Groups you create are referenced by the User Screen where they are displayed in a drop down table accessed In the Product Group field. To access the Product Group Screens, simply click the toolbar as follows: button which appears in the Product List The first Product Group screen will then appear. Assign a Group Name and check the boxes of the products you wish to be included in this Product Group. Modifying Product Groups To change a Group Name or product assignments within an existing Group, type the new name and save it or check/uncheck the product boxes and click Save to retain changes. The changes or additions to Product Group Names will be shown in the drop down box used when entering data on the USER Screen in which vehicles, employees and customers are authorized. If they do not appear use the refresh button on the screen. Page 26

35 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Location List The Location List screen displays a menu of all Locations entered into the database. A unique Location Name is typically assigned to every Pump Control Unit in the fuelling network. Locations listed on the screen are used to create several other database files including: Location Groups, Tanks, and Pumps. To access the Location List screen simply check the button which appears at the top of the ProFuel desktop. The List Box is for viewing and sorting purposes only. To Add, Change, or Delete Locations use the toolbar buttons to step down to the individual Locations Screen for each site. Adding Locations To Add a new location, select the toolbar button Add, and a blank screen will appear as follows. You can now enter a Location Name up to 20 characters. The Location Name shown in red is mandatory. Mandatory Fields shown in red. Page 27

36 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Editing a Location To Edit a Location, you must first highlight the Location on the Location List and then click the appropriate toolbar button, Edit. The Location Screen for the highlighted Location will then appear as follows. You can now make changes to the Location data. Click Save to retain changes. These changes will be immediately reflected in the Location List Screen Location Groups Every User in the system, whether employee, customer, vehicle or unit must be assigned a Location Group comprised of the locations for which that User is authorized. The Location Group screen is used to create any number of Location Groups. These Groups are referenced by the User Screen ( see page 26 ) where they are displayed in a drop down table. To access the Location Group Screen simply click the button on the Location List toolbar as follows: The first Location Group screen will appear. Assign a Group Name and check off the locations to be included in the Group. Page 28

37 CHAPTER 3: LOCATIONS, SITES AND TANKS.. To change a Group Name or location assignments within the Group, simply check/uncheck the location boxes and Save. Tanks All fuel storage tanks which supply product to the PCU controlled pumps must be entered in the ProFuel database. Tank files are linked to the appropriate Pumps in order to accurately track inventory changes. If two tanks are piped together their inventory should be considered to be from a single tank. Tank files must be created before the PCU files can be set up. Upon clicking the Tanks button the Tank List screen will appear. To add a Tank record, click Add and the following Tank Screen will appear. Description and Tank number must be different from all other Tank records Enter appropriate data and click the Save button. Page 29

38 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Manufactured Capacity Balance in Tank if known. Update Tank Balance The Tank Record Screen is also used to adjust the ProFuel tank balances to match actual tank inventories. This may be required from time to time to synchronize the balance calculated by ProFuel for each transaction with the real, measured value. The measured value includes shrinkage which may be due to temperature changes or evaporation for example. In order to update the tank volume, obtain a Manual or Electronic DIP reading accompanied by precise date and time taken. ProFuel will adjust the numbers moving forward and back in time from that point. The volume measurement is not valid without an accurate time and date. If the reading can not be validated it should not be entered in to the ProFuel system. Click on appropriate Tank Record, and then click on The Tank Update Screen will then appear. 1. Enter Dip Reading 2. Enter precise Date and Time of Dip here. Double- Click in the Date field to see the calendar 3. Click Update Button. ProFuel will process each record to update the tank inventory Page 30

39 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Recording Deliveries to Tanks To enter product delivered to the tanks, go to the Tank List Screen, Select the correct tank and use the Delivery button. Deliveries should be recorded when ProFuel is used to monitor the tank levels in the system. Many ProFuel programs are used to upload transaction data to other systems which may provide the inventory management reporting features required. If information or reports on current remaining balances are not a requirement for this ProFuel program then it may not be necessary to enter deliveries at all. 2. Click icon 1. Highlight Tank being updated Delivery List Screen will be displayed showing tank delivery transactions. Click Add to create a new Tank Delivery record Page 31

40 CHAPTER 3: LOCATIONS, SITES AND TANKS.. Adding or Editing Deliveries The Delivery Edit screen is similar to other transaction screens. The Date /Time field will auto-fill with the current date and time though this may not be the date and time of the Delivery. Double clicking on the field will call a calendar. Specify the PCU No, and Tank No.. The Product will be filled automatically from the database. Enter the amount of fuel received Enter a reference # if desired. Once the data fields have been correctly filled click save. Additional records can be added or existing records can be edited using this screen. An error will be displayed if the Add button is not used when entering a record. Page 32

41 CHAPTER 4: PCU C6000 SETUP. Chapter 4: PCU C6000 SETUP INTRODUCTION TO C6000 SETUP C6000 Pump Control Units (PCU) are designed to be programmed by the instant upload of key data in a file created in the ProFuel 2 Fuel Management Program. Older Computrol PCUs were initialized with a configuration by way of a manual question-answer session and this new configuration capability offers the System Owner many choices and some distinct advantages: All of the site s characteristics will be programmed into the ProFuel Database including the parameters for all C6000 fuel sites. The parameters include definitions for display messages, tanks, pump names, pulser ratios and volume and timeout limits. The fuel authorization sequence can set differently as required at each PCU. For example: - Will the initial input is can be via a security card or from the keypad? - Should the first entry represent an employee, a customer, or an equipment asset? - Will each employee or customer have a selectively programmable PIN number? - When a card or keypad number is entered to identify a vehicle, will a valid odometer or hour meter reading be required for that asset? Further flexibility in the PCU can allow drivers to enter other information representing Work Orders or Trip Numbers. The three miscellaneous fields are available for use with customized definitions to capture data along with the User and Vehicle IDs, Odometer and or Hours field entries. Decisions must be made at the time of setup on what cards or data entry will be required to get fuel. The instruction message used to prompt for those entries is flexible and can be customized as well. For example, the first message which greets the cardholders may be a simple ENTER CARD or ENTER EMPLOYEE NUMBER or it may be decided to choose to display the company name such as WELCOME TO FUELS CO PLEASE INSERT CARD. A different sequence of those instruction messages can be selected for different groups of employees, customers, or cardholders. This means a company cardholder might be asked for data not requested from a contractor. For an orderly upgrade of an existing fuel site network, ProFuel 2 will concurrently download cards and upload transactions from older cardlock models including the C600 and Fleet 300. (These older units must be manually configured but the ongoing management is automated) Communications parameters for each C6000 or Fleet 300 are defined as well. Connections may be serial or Ethernet and may have different communication speeds, modem numbers or wireless device settings. Communications port settings are downloaded with other configuration parameters. All settings for your C6000 Pump control Units are securely backed up in the ProFuel database and are available for download at any time. Page 33

42 CHAPTER 4: PCU C6000 SETUP Setting Up the Pump Control Units To make additions or changes to your PCU data base, click on the icon on the Main Menu Screen. The PCU List Screen will then be displayed showing all PCUs entered into your System. This screen is for reference purposes only and allows the list to be sorted or viewed. PCU List Screen The PCU List allows the system manager to sort the PCUs and choose a single PCU for viewing Or editing. Adding PCUs To Add a PCU, click the tool bar button Add and the following Pump Control Screen will appear. All field names printed in Red are mandatory and must be completed in order to proceed to the programming tabs. PCU No. will be automatically indexed to the next available number. Controller ID refers to a unique code used by ProFuel to identify the Control Board in this PCU. Maximum is 10 characters. Click drop down arrow to display list of possible locations for this PCU. The List of Locations is taken from the Locations Screen Page 34

43 CHAPTER 4: PCU C6000 SETUP. Tab (1) System Save the record when the three basic mandatory fields have been completed and proceed to the SYSTEM Tab (1). Check Fleet300/600 if the PCU is not a C6000. The Description field will appear as a reference on the PCU List Screen. Out Going Messages appear immediately after the entry of valid Vehicle or Operator IDs. User at PCU can press clear to continue. Check Multiple Pumps System only for Fuel Station applications. Used in Transit Bus Sites or similar maintenance facilities. Current C6000 PCUs have newer Authorize Number (AN) scheme. For older PCUs use Original AN to correct Error 11 seen when Sending Cards. Console Idling Time is to time the Auto- Logout. In newer C6000s the PCU will autologout when this timer expires. Network Settings Consult I.T. staff to complete the Network Settings shown below. Using DHCP automates the IP address process using standard protocols. These leased IP addresses may be changed under certain circumstances. DHCP: an IP address is automatically assigned by the network server. IP Address: this selection is used when assigning a fixed or static IP. None: Ethernet will not be used. When IP Address is selected the Static IP address is to be entered here and will require the entry of other required parameters. The host network dictates what numbers are used and required. Page 35

44 CHAPTER 4: PCU C6000 SETUP Tab (2) Display Prompts This screen is used to create and sequence the display instructions the employees or customers to follow in order to obtain fuel. If this PCU is equipped with an optional receipt ticket printer, select whether the receipt is printed On Demand or Always (Yes) or select Never (No) if there is no printer Check this box if customers are required to pre-select volume to be pumped. Typically used for water deliveries. The fuelling process begins with identification from the user. The PCU requires that the user identification begin with either an Operator s ID or a Vehicle s ID. Either can be a number read from a card or a number entered on the keypad. To change the order of the messages uncheck all boxes and check them again in the order they are to appear. The message with order #1 must be a Vehicle ID or an Operator ID. When creating and sequencing these instruction messages, it is critical to deal with either all vehicle or all operator messages first. The PCU should not ask for a Vehicle ID then the Operator s PIN. The PCU display will accept 20 characters on each of 2 lines, including spaces. Inserting the two characters \n (backslash, lowercase n) in the message line will cause the characters that follow to appear on the lower line of the PCU display. Adding \n after a message requesting keypad entry such as Enter PIN# or Select Pump is recommended so the keypad entry will appear on the second line of the PCU display. For example: prompting with the message Enter Odometer leaves room for only 6 keypad entered numbers in a meter reading. Since the display will not scroll as characters are entered, the 7 th number would not be displayed though it will be captured by the C6000. Changing the message to Enter Odometer\n will allow up to 20 digits to be displayed on the second line as they are entered. Once Display Messages have been defined then Message Groups can be defined. (See page 46) Tab (3) Out Going Messages this feature is not used Tab(3) Messages: this feature is not used in the current versions. Page 36

45 CHAPTER 4: PCU C6000 SETUP. Tab (4) Error Messages The Error Messages screen allows the customization of the error messages used to prompt the user through pump authorization process. Errors messages are the response given when the previous step or data entered was not accepted. In the example below the user might be prompted to Present a Card to identify a vehicle. If the card is not a valid card the display will show the message Invalid Card. After a few seconds it will revert to the next prompt in this case a re-display of the prompt Present Card. As will all display messages the characters \n can be used to display a long message using the 2 nd 20 character line of the C6000 display. Page 37

46 CHAPTER 4: PCU C6000 SETUP Tab (5) Setting Up Pumps Printers or UI (Front Panel UI Board) Click this box to edit the pump name/products/limits/pulsers and timers. Click this box to edit the Front Interface to set internal address/card reader and identify an optional printer. This box is used to set up an optional Receipt Printer, if fitted. Click to access the following screen. Pump Set up includes the PCU number, Pump No., and a check mark box enabling the pump. These are filled in automatically when a new record is created using the Add button. Click Add button to begin with an empty record. PCU No is already assigned and the Pump No. field will be auto-filled with next number. Page 38

47 CHAPTER 4: PCU C6000 SETUP. Each pump address must be a unique number matching the switch settings on the board. Factory assignments are as follows. Pump Number Address Port Port: indicate which of the 2 ports available on the Pump Control Board will be connected to the pump wiring. Pump Parameters and Settings PCU No., and Pump No. and Enabled (Check Box): are 3 key fields which are automatically populated when the Add Pump button is used. A different pump number can be entered using the standard addresses is suggested. Product and Tank: Select one of the Tank Names from the drop-down list. Only the tanks available for the PCU location will be shown in the list. The tank s number and the price will auto-fill when a tank name is selected. Address and Port: Each pump must be assigned to a unique board address and port. The PCU offers flexibility to use any unique address and port combination though deviation from the chart shown above may make it difficult to troubleshoot should it be necessary. The address is created using dip switch combinations on the Pump Control Board. The hardware address can only be changed by a technician altering the board s switch position. After changing the switches the board s power must be cycled off and on for the new setting to take effect. The software address must match the hardware address fro each pump. Page 39

48 CHAPTER 4: PCU C6000 SETUP Pulser Ratio: Pulse Ratio, Pulses per Gallon or Pulses per Litre is the number of pulses the C6000 will count from the pump each unit delivered. The most common ratios are 1:1, 10:1 and 100:1 though any ratio is possible. The volume is the total pulses counted divided by the ratio. The installer must do a final test at the fuel island to confirm that this setting is correct by seeing that the volume on the pump is the same as the volume captured in the C6000 transaction. If the quantity is out by a factor of 10 or 100 the pulse ratio is likely the problem. To change this value, enter a new value and save the record. The complete PCU configuration must be Exported and then Sent to the PCU. A new test must be done to compare the pump count to the transaction count to ensure fuel is counted accurately. Pulser Offset: older systems may provide pulse streams which get counted with a consistent error. The Pulse Offset commands the PCU to add or remove pulses from each transaction. Up to 5 pulses can be added or removed. Unit Name: enter an 8 character name such as Gallons or Litres as required to identify the units of measure used. Unit Conversion: where required, the quantity can be divided by a factor to convert the value to another unit or value. This feature is typically not used. Fuel Limit: this is the highest quantity the pump will be allowed to deliver. When a transaction quantity hits this limit the transaction will be terminated as a PmpLmt transaction. The user can re-authorize the pump without difficulty. The feature also provides a limit on a spill. Stop Offset: this setting is used increase the accuracy of the termination of a transaction for a volume limit. Where a pump or delivery system referred to here as a pump, has a single valve it is difficult to shut off accurately at specified volume. Once tests are done to determine what overage is delivered when a pump tries to shut off at a certain volume the number can be entered as the stop offset. The stop offset is subtracted from the limit of the transaction so it is actually terminated early and the overage brings the final volume very close to the limit selected. Slow closing valves should also have an extended run-on timer which is described in the Pump Timeouts section below. Case in point: it was found that a water dispensing system consistently delivered 300 litres more that what was requested. A Stop Offset of 300 was entered so the volumes delivered would be very close to the volume requested. Minimum Value: used with the Preselected Volume feature and addresses the same issue as the Stop Offset. Where a valve moves slowly there will be a certain volume that is the smallest transaction that can be done. It may simply be 2 x the Stop Offset if the valve opens and closes at the same rate. Once the number has been determined it should be entered as the Minimum Value. Users will not be able to request a volume smaller that what can be accurately delivered. Page 40

49 CHAPTER 4: PCU C6000 SETUP. Explanation of Pump Time Outs Global (G1): this is the total time, in seconds, that this pump is permitted to run. The timer starts with authorization of the relay which can stay authorized only for the length of time set in this configuration field. Other terminations will in most cases end the transaction before this counter runs out. Some inspection authorities specify a 5 minute Global for Gas and a 10 minute Global for Diesel. Entering 0 means there is no Global timeout. (0-600 seconds) No Start (T1): this is the time, in seconds, that the cardholder has to start the pump motor. Timer starts with activation of the authorization relay and terminates when current sense is received from the pump handle or on/off switch. The user can expect the timer to start when the message Begin Fuelling appears. See below for No-Start alarms. (0-300 seconds) Counter (T2): Once product starts flowing, T2 dictates how long fuelling can be interrupted for any reason. If suspension of delivery exceeds T2, transaction will be terminated. This provides the user with time to switch over to fuel a second tank. (0-300 seconds) Flow Switch (T3): Flow Switches provide additional security against theft of product. If a flow switch has been installed as part of the dispenser or pump this timer can be set to ensure termination of a transaction whenever Flow is indicated and no pulses are counted. (0-10 seconds) The Flow Switch check box must also be checked if a flow switch is to be used. Run-On (T4): The time, in seconds, that pulses will be counted after the pump is turned off. The timer may be used where a slow closing valve is employed. Typically this timer is used in water delivery applications with the Stop Offset described above. (0-120 seconds). Sense Debounce (T5): the time, in seconds, allowed for temporary loss of current sense, possibly caused by a worn relay or other interfaces. If loss of current sense exceeds T5, transaction will be terminated. This is typically set at installation time to work around unusual pump operations. (0-10 seconds) No Pulse (T6): Once fuelling is authorized, and pump is running, T6 dictates how many seconds are permitted until delivery begins (pulses start). Once a single pulse is counted then Timer T2 will then take over. This timer is designed to eliminate losses due to broken pulser or pulser circuits by terminating the delivery within a few seconds if there are still 0 pulses. See NO-Pulse Alarm below. (0-300 seconds) *No Start Alarm *No Pulse Alarm Alarm Recovery the C6000 PCU will disable any pump if 3 consecutive transactions on that pump are terminated as a No-Start or No-Pulse transaction. It is assumed that there is something wrong with the pump and it may be delivering fuel without accurate measurement. The system manager or service staff will be required to communicate with the unit, enable the pump and issue the Reboot command. Cycling the power on the unit will also be a reboot. Sending the Systen.ini file to the PCU is at times the easiest way to revert to an enabled pump. Page 41

50 CHAPTER 4: PCU C6000 SETUP Tab (5) Setting Up Front Panel Interface Board Every C600 System incorporates one or more UI (Front Panel Interface) boards each of which controls a card reader, VF display, keypad and optional receipt printer. Click this box to edit the Front Panel Interface for Internal Address/Card Reader and Receipt Printer (if fitted). To configure the Receipt Printer itself click here. Each PCU must have a Front Panel UI board to collect data from the card reader, the keypad and prompt the driver with display messages. A second, third or fourth Front Panel UI boards can be used in slave card readers wired to the same PCU Main Control Board. Each UI board must be assigned a unique number and address. If a 2 nd,3 rd or 4 th board is to be used; click the Add button. Each UI must have a unique number. A unique hardware address is entered here. This must match the switch settings on the board. Select type of card reader controlled by this UI Board. Pump Masks are used as described below. If an optional receipt printer is installed, enter unique number here. Pump Mask: The mask can be used to control which pumps can be authorized from a specific reader terminal if more than one island terminal is to be installed. Enable the Pump Mask and check the pumps which should be accessible. If only 1 pump is checked the PCU will skip the Select Pump prompt and turn on only that pump. The Pump Mask is also used to activate all authorized pumps when the Multiple Pumps feature is clicked on System (Tab1). The feature is used for transit bus applications. Page 42

51 CHAPTER 4: PCU C6000 SETUP. Tab (6) Communications Setup This screen is used to create communication parameters for this PCU. Select TCPIP: Ethernet connection is configured using System(Tab1) in discussions with the IT department. Select Com Port : if a serial connection forms any part of the link to the C6000. Physical Connection will be 3 Wire for all connections that do not use a dialup telephone line. If dialup required then select 3-Wire Modem. The Modem Number field will open. Modem Number: enter all required numbers of the telephone line to be dialed. Chapter 4: PCU C6000 Setup (cont d) Modem Initialization String: ATZ is standard but in some cases at&m0&k0&h2&i2&r1&n6 can be entered as the Initialization String. Automatic Data Switch can be used to share the modem s serial port between two devices Arming Character and Arming Code: Character is typically Ctrl ^D to command the switch. Code is typically 1 or 2 depending on the Data Switch port the PCU is connected to. Login UserID and Password the login combination shown will be used by ProFuel to when connecting to the PCU. Page 43

52 CHAPTER 4: PCU C6000 SETUP Tab (7) Transaction Format Screen The transaction record layouts created by each C6000 are configured using this screen. Select the fields required and specify the field length. For example, if a standard credit card is to be used to identify an Operator then the length should be depending on the card type. Adding 1 extra character to the total means an extra space will appear between the fields on your audit print outs. If a field is too small to display the complete number entered or read from a card, the data will be truncated and preceded by a * character. If this condition appears in the transactions shown in the L T A then expand the field here, save the changes, export the configuration file and send the System.ini to the PCU. Show Pump Diagnostics is only used by Computrol technicians to include data not normally included in the transaction record. Page 44

53 CHAPTER 4: PCU C6000 SETUP. Tab (8) Receipt Format Screen A great deal of flexibility is provided to design of the receipt provided for the customer purchasing fuel. Each field shown below can be filled with a field from the transaction data to provide a customized receipt format. Select the date and time formats to be used, if any is to be printed. Tab (5) Receipt Printer Configuration Once reference fields are completed, select Serial Printer to access options. Page and Job Eject provide flexibility to modify the position of the receipt in the paper chute. Since Users may print more than one receipt at one time select the option to cut after the job is printed or after each page of the job. Page 45

54 CHAPTER 4: PCU C6000 SETUP Message Groups Message Groups are assigned to User Cards or IDs to define which of the PCUs display messages are required for the specific User. A PCU which is setup to ask for a Vehicle ID or card and then prompt for Odometer or Hours can be programmed to skip the entry fields for a specific ID throu8gh the use of Message Groups. To open the Message Group List box click on the word ProFuel above the account button and select the option Message Groups. The Message Group List Box will appear. Click Edit to view or modify the individual Message Groups. The Message Group Edit screen shown the messages programmed for the PCU and allows the selection of the messages which will be included in the specific Message Group shown. Page 46

55 CHAPTER 4: PCU C6000 SETUP. The Message Groups shown on the previous page is called Vehicle_odo and could be applied to any Vehicle ID or Card that was to be prompted for an Odometer reading but not prompted for an Hour meter reading Once the different message groups are created they can be applied to individual User IDs and when those Users are Sent to the PCU the User will be prompted as directed. Changes to existing message groups and Users which have a new message group applied will not see a change in the operation at the PCU until the Cards are sent. The Message Group data is part of the User s authorization and are not part of the configuration data in the System. ini file. Message Groups can be used to make a Card skip the entry of a PIN or it may be that Company Drivers are expected to identify a vehicle being fuelled and enter mileage whereas a Contractor purchasing fuel may simply use a card and select a pump to fuel from. While Message Groups are not part of the PCU Setup, the instructions appear in this place in the manual for a reason. The Message Group can only be created after the PCU is configured in the database and it is more effective to create them before User s cards and ID are programmed. Page 47

56 CHAPTER 5: USERS, CARDS AND ACCOUNTS Chapter 5: Users, Cards and Accounts USERS DATABASE The ProFuel system restricts access to your pumps so that only valid employees or customers may put fuel into valid vehicles or equipment. Additional optional restrictions limit the type and quantity of fuel that may be obtained at each fill and also require that the drivers enter certain meter values that fall within a range of reasonability. Other options allow you to assign a selectable PIN number to a customer card or to an employee or vehicle code; while employees, customers and vehicles can be restricted to certain locations only. Each User must be assigned to an Account so that different Departments or Customers can receive consolidated reports despite having several cards/user using the cardlock to get fuel. ProFuel reports the fuel usage sorted 1 st by Account then by Card/user and the ProFuel can be setup to provide the breakdown to different degrees. A cardlock owner many use a single account for all company vehicles and have separate Accounts for contractors. In this way they can be billed easily for the fuel they use or the report can be used to simply to track their fuel separately. Accounts The account is primarily a grouping of card holders and as seen in the Accounts screen below, all that is required is an Account Number and Account Department Name. Both can be up to 20 characters in length and can be alpha-numeric in nature. Contact Names, Mailing Addresses and Phone Numbers are only required if there is a need to contact the Account holder. When fuel is being sold to outside parties then the contact information is more critical and forms part of the report ProFuel Plus provides as an Invoice. If the accounts are simply a different cost centers in the organization then contact information is not required. Page 48

57 CHAPTER 5: USERS, CARDS AND ACCOUNTS Adding an Account Use the Accounts button to open the Accounts List screen. The list shows all accounts in the system and allows them to be sorted by name or number. The Accounts button is on the ProFuel Desktop. The Edit button can be used if data in the account is to be modified but to add a new record, the button labeled Add should be used. Once the Account data has been entered it should be saved. It can then be applied to a User. This forms a relationship which causes the transactions for that User/Card to be reported under the Account specified. Once the transactions have been merged and processed the Account should not be deleted. Page 49

58 CHAPTER 5: USERS, CARDS AND ACCOUNTS Users Cards and IDs To access the USERS screen, click the button on the main menu. Cards or keypad numbers for employees, customers, vehicles, and units are managed by use of the USERS screens. When you click you will see the Card List Screen which displays all cards or keypad numbers in your database listed in numerical order along with current information. While this is primarily a reference screen, it is possible to Delete cards or numbers from the database by using the Delete button on this screen. Adding Cards / Numbers To Add a new card or number, simply click the Add button on the Card List Screen and a blank Vehicle/Operator Screen will appear. Note that an Operator denotes a person that is an employee or a customer. The new Computrol ProFuel System incorporates a wide range of features and restrictions that are entirely programmable by the System Owner. Accordingly, before you can complete the data entry for any card or number, you must first have completed the following screens: Products and Product Groups Locations and Location Groups PCU Configuration Cardholder Message Groups Account Numbers Page 50

59 CHAPTER 5: USERS, CARDS AND ACCOUNTS To Add a new Card or Number, click the Add button on the Card List Toolbar and a blank Vehicle/Operator Screen will now appear. All field names printed in Red are mandatory. Each User must be identified as a Vehicle or and Operator. Click appropriate button to define card or number. Check Enabled Box for active Cards/Numbers. Do Not Delete Cards unless it is required. To discontinue use of the card remove the check mark here and Send the changes to all of the PCUs. Upper Screen section applies to both Operators and Vehicles Lower Screen section applies to Vehicles or Units Use the Lost Card feature to Change a Card or Number for a current User. The Old record will be saved as Not Enabled. User s Data Fields Card / Number: The C6000 is designed so that it will accept any card or keypad input up to 25 digits. For maximum flexibility, the C6000 will accept cards from any series or range. In order to do so, the Card Series or Facility Code now becomes part of the card number. Coil Cards: Three digit Card Series Codes from 200 to 218 now become a prefix to the coil card numbers. Eg card from Series 203 will be entered as Thus, cards from more than one different Series can be managed by the C6000 Page 51

60 CHAPTER 5: USERS, CARDS AND ACCOUNTS Mag Stripe Cards: The entire card number embossed on the front of the card can now be entered and downloaded to the C6000. Some mag stripe cards include a hidden prefix on the magnetic stripe that is not shown on the embossing. To determine the hidden digits, use the invalid card in C6000 Reader and the entire electronic number will appear in a transaction. Proximity Card and Tags: most proximity tokens have codes with a hidden Installation Code up to 3 digits. In order to determine what numbers should be used, present the card to the reader so that the Invalid Card message appears 3 times. The Invalid Card transaction created will include the card number. Most proximity cards and tags utilize a 26 or 34 bit format that uses digits. Therefore the card or tag number to be entered will be similar to Reader Type The drop down arrow in this field allows you to instruct the C6000 unit as to how the Operator/Customer/Vehicle Number is to be recognized. Is it to be represented by a card, or from the keypad? Alternately, do you wish that should a card prove faulty, that the customer can enter the card number from the keypad? Select Reader, Keypad or Both. Account Number Every Card or Number must be assigned to an Account. Use the drop down arrow in the Account Number field to select the appropriate Account. The Account Numbers displayed are taken from the Accounts database Location Group Every Card or Number must be assigned a Location Group which determines at which sites the employee/customer/vehicle will be authorized to fuel. Use the drop down arrow in the Location Group field to select the appropriate Group. The Location Groups displayed are taken from the Location Groups database (See page 20) Product Group Every Card or Number must be assigned a Product Group which determines what products the employee/customer/vehicle/unit is authorized to dispense. Use the drop down arrow in the Product Group file to select the appropriate Group of Products. The Product Groups displayed are taken from the Product Group database (See page 17) Message Group The Card or Number must be assigned a Message Group which consists of a sequence of instructions displayed by the C6000 in order to permit fuelling. Use the drop down arrow in the Message Group file to select the appropriate Group (message sequence). Message Groups displayed are taken from the Message Group database, which is set up by way of the Message Group List. PIN The PIN Number, comprised of any numeric value 4 to 6 digits long, is check number applied to the Card or Number shown in the Number field. Typically, it is a security measure for customer cards; however it can serve the same purpose for employee cards. Some fleet managers use the vehicle ID number as the PIN on the vehicle card to ensure the correct card is being used. Group This optional field may be used to describe a group of staff or vehicles which are not necessarily covered by an Account. For example this field can be used to show the Vehicle s Class or Department. Similarly, an Operators Department could be shown here. This field is not currently used by the ProFuel database to make fuelling decisions or to create reports. Page 52

61 CHAPTER 5: USERS, CARDS AND ACCOUNTS Unit This field is used to log the actual fleet or asset ID of the vehicle or equipment. This field is used by ProFuel to create usage and performance reports based on the fleet or asset ID rather than a card number. While card or keypad fuel security codes are strictly numeric, the UNIT field can be alphanumeric up to 20 characters. Description This field is used to identify the cardholder or keypad user in a clear textual manner. This description can be up to 20 alphanumeric characters. It is generally printed as header on a number of ProFuel Reports. This Description is also reflected in the Card List Screen where it can be used to quickly locate a card or keypad code. Miscellaneous This is an optional field which can be used for any purpose such as VIN Code or License Number. This file is not used by the ProFuel database for fuelling authorization or reporting purposes. Fuel Limit - Transaction This field is used to assign a volume limit per fill. It is programmable and can be any value. Generally it is based on the capacity of the vehicle fuel tank. It is only activated if the check box is clicked. Fuel Limit - Polling This field denotes a volume credit limit which is reset each time the PCU is polled. If, for example, the value of 1000 is entered, and polling is only done weekly; then this vehicle can accumulate up to 1000 litres/gallons regardless of how many times it fuels during the week. This Limit is only activated if the check box is clicked Pre-Paid Limit Where the Prepayment of the fuel or water dispensed is provided through purchase of the additional ProFuel modules, this field and the Payment button are shown. The operation is described in the (See Appendix B: for information) Outgoing (Message) This field is used to compose a message to be sent to the employee/customer at time of fuelling. The message can be up to 16 characters and must be alphanumeric only. (do not use \, /,> or other signs) The message will be shown immediately after the card or keypad code is entered. This message will appear for this card or code only. Status This field is used to select how many times the OUTGOING MESSAGE, above, will be shown to the card or code holder. The drop down arrow provides choices of None, Once, or Forever. Note that a Message can be stored for use later, when required by clicking None. Once will mean a single time but if the card authorization is sent to the PCU again the message will be presented Once again. To set to truly 1 time change to none after the card change has been Sent. ****Important Note **** Changes made to the fields above are made in the ProFuel Database. In order for the changes to be made effective in the C6000 s, the card information must be Sent to the PCUs. Making changes without Sending will not change the way the card or number acts at the pump. Page 53

62 CHAPTER 6: PROFUEL REPORTS Chapter 6: ProFuel Reports REPORTING The reports available in ProFuel II are broken down into three main groups: Vehicle Reports Operator Report Miscellaneous Reports The Reports Button brings the report screen up to Vehicle Reports as shown below. It is recommended that new ProFuel users run all or many of the reports to see what is available. Reports can be generated by Vehicle or by Operator. If the database has only Operators then no Vehicle reports are available. (and vice versa) The Export tab will only appear when the Export Module has been installed. Set the start and End date/time for the report. Double clicking in the date will call a calendar for easy selection. Dates not required for Card List Reports Use this check box to start a new page for each account in the report Report List To run reports select a radio button to specify Vehicle or Operator, set the Start and End Dates and Times and use the appropriate report button to execute the report. Vehicle Card List, Vehicle Activity, Vehicle Summary, Vehicle Product Usage, Vehicle Unit History, Vehicle Performance (odometer) Vehicle Performance (Hours) Operator Card List, Operator Activity, Operator Summary, Operator Product Usage Page 54

63 CHAPTER 6: PROFUEL REPORTS Report Options Click the word Options in the menu bar to view the Report Options shown below. Use this check box to make Activity reports include Operator and Vehicle ID information. Check boxes to have additional fields added to the activity report. Miscellaneous Reports From the Reports screen click on the Miscellaneous tab to see the following report choices. Select the appropriate start and end dates and then use the Report button required. Page 55

64 CHAPTER 7: PROFUEL INVOICING. Chapter 7: Invoicing, Taxes and Discounts Invoicing Module Product Pricing The base resale price on each product is entered in the Product Edit Screen. To view this screen click on the Product button on the ProFuel desktop. Click Edit button on the Product List to view details or make changes. Select Product to be edited. Use Next and Previous to move from product to product. Enter base price for the product here Select a Tax group for this product here. Tax Groups are part of the Invoicing Module Click the word Invoicing in caption bar to view or edit Page 56

65 CHAPTER 7: PROFUEL INVOICING. Taxes and Discounts Selecting the Invoice tab on the task bar will take you into the invoice screen. Select the Tax/Discounts tab to enter the Tax/Discount Groups screen to set up your tax and discount groups for your customers Page 57

66 CHAPTER 7: PROFUEL INVOICING. Setup for Tax and Discounts ProFuel provides the Tax Group setup screen in which you can create groups of taxes to apply to the fuel you sell. The group may have any number of taxes included but they are grouped to reflect the way they apply to products sold in a specific tax region. Since the taxes applied to the product as it comes from the pump, the same product may have different taxes applied in each location you sell it. Like the taxes, discounts are groups so one Discount Group can be applied to all of the discounted products a Customer may purchase. In this way it is also easy to create a Discount Group for a single product for the customer who buys a significant about of Diesel but rarely buys Gas or other products. The next page will detail the set up process for each type of group. Page 58

67 CHAPTER 7: PROFUEL INVOICING. Tax Groups In the Tax Group example, taxes for All Tax Groups have been created in the Tax Type field for each type of Product sold. The rate is set as a percent (%) or a monetary value ( ) be sure to indicate yes or no in the percent field for the correct rate type to apply. Yes or No in the last column indicates the taxes are all in addition (No) or included (Yes) in the price shown in the PCU screen for the pump it is assigned to. Discount Groups In the Discounts example, the Name field is where you will enter your discount level names significant to your business. Assigning the discount group to a customers account provides that customer with a discount from the stated price on all products purchased by them. This discount group will affect no other product. Page 59