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Fueled User Guide

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Table of contents

1. Foreword 3

2. Contact us 4

3. Getting started

a. Fueled download and installation 5

b. Signing in 8

4. Retailers

a. Site Overview 10

b. Your first ever capture 12

c. Daily capture procedure 16

d. Placing orders 21

e. Receiving deliveries 24

5. Marketers

a. Report - Sites with a high probability of running dry 27

b. Report - Site performance 29

c. Report - Daily site report 32

d. Processing orders 34

6. Technical

a. Uninstalling Fueled 36

b. Troubleshooting 36

Copyright 2016 © Kratos Software

Any work attached to this document is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs 3.0

Unported License

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Foreword [Back]

Congratulations on deciding to use Fueled within your organization.

Fueled was developed in conjunction with both retailers and marketers within the Southern African fuel

supply industry. Although Fueled has been in development for five years, as of 2016, we are continually

working to improve our product.

If you have an idea for a feature that you believe will add value to Fueled, please feel free to send an email

to leon@kratossoftware.co.za

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Contact us [Back]

Office Hours Support-line 086 157 2867 (0861 KRATOS)

Email leon@kratossoftware.co.za or jason@kratossoftware.co.za

Website www.fueledonline.com

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Fueled download and installation [Back]

If you experience any issues during the installation and are unable to

proceed, please call our support line on 086 157 2867.

Open a web browser of your choice, and navigate to the downloads section of our website.

Download Fueled, and optionally TeamViewer (Should you ever require remote support), to a location on

your computer.

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Navigate to the download location on your computer, and run the file called “fueled-installer.exe” by

double-clicking on it.

Just follow the on-screen prompts to complete the installation process.

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You will need to accept the EULA in order to proceed.

Click the “Finish” button.

Congratulations, the installation is now complete!

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Signing in [Back]

You can start Fueled by double clicking the Fueled icon on your desktop.

The first time Fueled runs, or any time an update is available, you will need to click on the “Update” button

before signing in.

Once the update starts, it will download one or more files in order to update your Fueled client to the latest

version. Please be patient! The time taken is dependent on the quality of your internet connection.

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At the sign in screen, just enter your username and password before clicking the “Sign in” button.

Once you have successfully signed in, you will be presented with the news feed, which shows important

information relating to your network as updated by your marketer.

To proceed, click the “I’ve read the news” button, which serves as confirmation that you are aware of any

important information displayed.

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Site Overview [Back]

The first time you start Fueled, you will be asked to capture the first set of

readings to open your site, which is covered in the next section, but for the

purposes of this guide we will proceed as if this has already been done.

You will now be at the retailer menu page.

To go to the site overview, just click on either of the “Site Overview” buttons.

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1. The last recorded capture date is displayed here, unless the site is “Up-to-date”.

2. This is an overview of your stock-levels.

In the example above, based on the last 30 day’s sales, this site sells, on average, 1840 litres of 50ppm diesel

per day.

The capacity for diesel at this site is 23000 litres, and the last recorded diesel level is 16205 litres.

Based on this information, the system has calculated that the diesel will run dry in approximately 8.6 days.

In this specific example, the single diesel tank is considered empty at 350 litres, which serves as a buffer

preventing the tank from ever being totally empty.

Bearing in mind that the assumption has been made that Fueled will be updated early in the morning, a full

days’ worth of trading will still happen on the day of input.

This means that the current day, today, is included in the 8.6-day prediction.

To clarify, if you were to see this screen on a Friday morning after capturing your readings, the system is telling

you that this site will run dry on Saturday afternoon the following week - Friday being day one, Saturday being

day two, Sunday being day three, and so on. Next week Saturday afternoon is indicated by the remaining 0.6

days.

3. Here, you are able to specify the number of days’ trade to be used in the run-dry calculations, and also

whether you would like to view the results grouped by tank or product.

You are only able to specify as many days to be used for the average as there are captured days in the system.

So, if you have been capturing for a year, you could calculate your average sales based on 365 days of trade.

However, let’s assume that we are in the middle of a seasonal rush. In this case, using 365 days to determine

average sales would be woefully inaccurate, as this average would likely be less than the average of the last

several days. This means that your predicted run-dry date, calculated using average sales, would be further

away than it would be in reality. To get a more accurate indication, you could simply use an average period of

7 days, for example.

4. Any open order requests (Pending) and scheduled deliveries (Accepted) are listed here.

In the example, there is an order scheduled for delivery. Capturing deliveries and order requests are covered

later in this guide.

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Your first ever capture [Back]

If possible, this step should be completed by your business consultant.

When you signing in to Fueled for the first time, and your site does not yet have any captured entries, you

will receive a notification indicating as much. Just click “OK”.

As you now need to capture your first set of readings, the system needs to know when they were taken, so

you will be asked to select the date.

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The system requires two sets of reading to be captured and saved before it

will unlock the bulk of its functionality.

In this example, let’s assume you have two sets of readings to capture. The first set is the dips for the site

taken at 6AM on the 1st of February 2016, while the next set was taken at 6AM on the 2nd of February

2016. In this case, you would select the 1st of February in the date selector before clicking the “Use this dip

date” button, as this is the first entry you would be capturing.

Once you have selected the date, you will be taken directly to the ‘Dailies’ form.

As this is the first set of data to be captured, there is no existing data for

Fueled to compare against. Therefore, during this first input, you will not

see any variations in terms of losses or gains. All the Previous Input fields

will have values of zero. As soon as Fueled has more than one set of

readings, this will no longer be the case.

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You will notice that the page is divided into two grids, “Metered Sales” and “Tank Levels”.

In the “Current” column of each grid, you will enter your meter readings and dips, respectively.

You may either type each value in individually, or paste them all in at once from another source, such as a

spreadsheet, by selecting the top row and pressing the “Ctrl” and “V” keys simultaneously on your

computer’s keyboard.

If you are sure that the values are correct, click the “Calculate Variances” button.

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Your variances will then be calculated. In this case, they will all be nil, so just click “OK”.

The “Calculate Variances” but will now have been replaced by a “Save Results” button, which you will need

to click in order to save this data to the database.

You will be informed once the data has been successfully saved.

Remember, Fueled needs at least two saved sets of data.

If you have a second set of data, you will be taken back to the same form, but this time variances and

previous readings will be shown.

If you only have one day’s readings to capture, then you have come as far as you can for now.

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Daily capture procedure [Back]

Keep in mind that you will always appear be a day behind when entering

your daily meters and dips into Fueled. To clarify, let us assume you are

about to input your readings from the dips that you took this morning.

These readings will always be the CLOSING READINGS for the previous

day’s trade. This stands to reason, as in the morning you do not have the

closing readings for the current day.

If this is the next set of readings after your “Your first ever capture” you will be taken directly to the “Dailies”

page.

If it is any subsequent entry, you will be taken to the retailer menu page, where you can access the “Dailies”

page by clicking on either of the “Dailies” buttons.

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The dip date will always be the date directly after the last saved entry, so in this case it will be the readings

taken on the 2nd of February 2016. Please be careful to capture the correct day.

If you do not have readings for a specific date, you are able to carry over the previously saved entry and

ensure there are no gaps in your data.

If you do not dip on weekends, you are able to do a meter-only capture.

Neither scenario is covered in this guide, but the options are there. These options only apply to entries

subsequent to the initial two, for which full both dips and meter readings are required, and the options to

carry over will not be available.

As before, enter your meter readings and dips under the relevant “Current” columns.

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Click on the “Calculate Variances” button.

Click “OK”.

Check your variances to ensure they are within tolerable levels. You are able to go back by clicking the

“Cancel” button, should you wish to make any changes. The data has not been saved at this point.

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If you are happy, click the “Save Results” button.

You will be informed once the data has been successfully saved.

If you are now up-to-date, you will automatically be transferred to the “Site Overview” page. If not, you will

stay in “Dailies” but will have advanced to the next day, and you can repeat the process.

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Placing orders [Back]

You will not be able to place an order unless your site is up-to-date. This is to ensure that the order

consultant has all the information they need before scheduling any deliveries.

Start by selecting “Place New Order” from the Orders menu.

Specify the period to be used to be used to calculate your average sales.

Select the date you wish to receive your delivery.

Click the “Calculate” button.

You will notice that Fueled has now predicted your tank levels on the day of delivery, and has suggested a

maximum possible order using the average sales period you selected.

This serves as a guideline and you will need to make your own decisions here in terms of quantities, as

Fueled is simply calculating based on your captured data. Fueled cannot predict busy periods.

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Enter the quantities you require for each product in the “Order Request”

column.

Should any individual requested quantities exceed the calculated

maximum capacity for that product, you will need to provide an

explanation under the “Explanation” column, adjacent to the request.

Likewise, should your total requested quantity for all products be lower

than your marketer-assigned minimum total order quantity, you will need

to provide an explanation adjacent to your order total.

To create your order request, click the “Place Order” button.

If you navigate back to your Site Overview, you will see a that a new “Pending” order request has been

created.

Once an order consultant processes your order, you will receive an email notification, and the status of your

order will have changed to “Accepted”. It will now have an order number and a scheduled date assigned.

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There are three different possible order statuses for orders that you place:

Pending

You have successfully placed an order, and it is now visible to your marketer.

Accepted

The order has been accepted by your marketer without any amendments to quantities or

delivery dates.

Pending Edit

The marketer has made an amendment to your order. You must first confirm that you

accept these changes. You do so by navigating to the Existing Orders page, or by clicking

on the “Pending Edit” label. You can also propose new quantities and/or delivery dates

here. Once you accept the changes the order status will change back to pending until the

Marketer accepts the order.

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Receiving deliveries [Back]

Deliveries are not received at the time of delivery, but during your first daily input after the delivery was

received.

Consider the following example:

a. 18 January 2016 08:15

Daily meter readings captured into Fueled and order placed for delivery on 20 January 2016.

b. 18 January 2016 10:45

Order status changed from Pending to Accepted in Fueled

c. 19 January 2016 08:19

Daily meter readings captured into Fueled.

d. 20 January 2016 08:16

Daily meter readings captured into Fueled.

e. 20 January 2016 13:56

Delivery physically received on site. Do not receive this in Fueled now.

f. 21 January 2016 08:15

Daily meter readings captured into Fueled. It is during this daily input that you will receive the

delivery that was accepted on 20 July 2013. The reason for this is that the delivery took place

during the period that is being entered into Fueled on this day.

Capture your daily readings, as shown in the previous chapter “Daily capture procedure”. As you can see in

the image below, the values under the “Delivery” column are all nil.

Click on the “Receive delivery” button.

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1. Any scheduled deliveries will be listed here. You need to physically select the order you wish to

receive by clicking on it.

2. Type in the actual quantities received into each tank in the “Quantity Received” column.

3. Click the “Calculate” button.

4. This shows you the quantities received per product, and the variance between the scheduled

quantity and the actual received quantity.

5. Click the “Save” button to export the quantities to your daily input. You will be asked whether you

wish to receive another delivery. Select “Yes” if you received another delivery on the same day, or

“No” if you did not.

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You will be returned to the daily input screen. As you can see, the delivery quantities you received are now

listed under the “Delivery” column.

You can now continue capturing as normal.

No changes are made to the actual order until you save your daily capture, so if you made any errors, you

can revert any deliveries received and recapture them.

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Marketer reports – Sites with a high

probability of running dry [Back]

Fueled generates automatic reports on business days. One of these reports will notify you of any sites in

your network which have a high probability of running dry. An example of this report is shown below:

The following sites appear to have a high probability of running dry tomorrow.

Site Product Last Recorded Date

Last Dip

Average Sales

Days Left

Order

ABC Motors D50 2016-02-08 14755.0 8116.7 1.8 None

BCD Service Station

ULP95 2016-02-08 15207.0 10207.4 1.5 None

CDE Trading ULP93 2016-02-08 986.0 2416.9 0.4 None

DEF Motors ULP95 2016-02-08 577.0 937.6 0.6 None

EFG Service Station LRP95 2016-02-08 460.0 777 0.6 None

FGH Trading ULP95 2016-02-08 4604.0 4035.9 1.1 None

GHI Motors LRP95 2016-02-08 325.0 202.2 1.6 None

HIJ Trading LRP95 2016-02-08 4721.0 3090.3 1.5 None

We suggest you follow this up with the dealer as a matter of urgency, whether there are pending orders or none at all. The following sites are not up-to-date and have been excluded from this report.

Site Last Recorded Date

IJK Trading 2016-02-05

JKL Motors 2016-02-06

This is an automated message. Please do not reply. Disclaimer: Average sales calculated over a period of seven days. All calculations are based upon data supplied by your assigned dealers. Kratos Software does not assume responsibility for inaccuracies.

This report calculates the expected run-dry date of a site based on captured data. It will take into

account any accepted orders on the system during this timeframe. This report should be checked on a

daily basis as it is an invaluable tool to keep your network stocked.

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Marketer Reports – Site Performance Report [Back]

This report must be generated on demand. The site performance report will show you a holistic view of the

performance of a site.

Sales vs. previous periods, YTD and/or MTD, Deliveries Ordered vs. Received, and Fueled housekeeping all

fall within the scope of this report. An example of this report is shown below:

Barkly East Motors

Product Sales

01 Jan 2015 to 31 Jan 2015

Product Previous Year Selected Period Growth %

D50 51155 50295 -1.68

LRP93 11818 10462 -11.47

ULP93 88041 88695 0.74

Total 151014 149452 -1.03

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Deliveries

01 Jan 2015 to 31 Jan 2015

Total Volume

Product Prev. Year

Scheduled

Prev. Year

Received

Prev. Year

Difference

Prev. Year

Difference %

Sel. Period

Scheduled

Sel. Period

Received

Sel. Period

Difference

Sel. Period

Difference %

D50 50200 15907 -34293 -215.58 41500 40769 -731 -1.79

LRP93 10000 1903 -8097 -425.49 6000 8864 2864 32.31

ULP93 71000 30542 -40458 -132.47 80500 80374 -126 -0.16

Total 131200 48352 -82848 -171.34 128000 130007 2007 1.54

Orders for Selected Period

Order # Date

Received

D50

Sched.

D50

Rcvd.

LRP93

Sched.

LRP93

Rcvd.

ULP93

Sched.

ULP93

Rcvd.

SO000021493 03 Jan 2015 4300 4334 0 0 11000 10710

SO000021566 07 Jan 2015 4000 4262 2000 4955 14000 14342

SO000021765 09 Jan 2015 5700 5662 0 0 10000 9926

SO000021972 14 Jan 2015 4000 3942 4000 3909 13500 13393

SO000022186 19 Jan 2015 5700 5691 0 0 10000 9848

SO000022454 23 Jan 2015 5700 5746 0 0 10000 9870

SO000022704 27 Jan 2015 12100 11132 0 0 12000 12285

Total 41500 40769 6000 8864 80500 80374

Orders for Previous Year

Order # Date

Received

D50

Sched.

D50

Rcvd.

LRP93

Sched.

LRP93

Rcvd.

ULP93

Sched.

ULP93

Rcvd.

SO000006841 10 Jan 2014 16000 15907 2000 1903 16000 15790

SO000007071 16 Jan 2014 12000 0 3000 0 19000 0

SO000007290 22 Jan 2014 0 0 0 0 15000 14752

SO000007375 28 Jan 2014 18000 0 0 0 16000 0

SO000007593 31 Jan 2014 4200 0 5000 0 5000 0

Total 50200 15907 10000 1903 71000 30542

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Cumulative Variances

01 Jan 2015 to 31 Jan 2015

Product Prev. Year

Sales

Prev. Year

Movement

Prev. Year

Variance %

Sel. Period

Sales

Sel. Period

Movement

Sel. Period

Variance. %

D50 51155 51121 0.07 50295 50158 0.27

LRP93 11818 12021 -1.72 10462 10449 0.12

ULP93 88041 88694 -0.74 88695 88531 0.18

Total 151014 151836 -0.54 149452 149138 0.21

Exceptions

01 Jan 2015 to 31 Jan 2015

Late Entries Late Orders Water Overs

1 0 0

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Marketer Reports – Daily Site Report [Back]

This is another automatically-generated report, sent on business days. It will notify you which of your

retailers have updated their wet stock records for the day, and which have not.

It is imperative that your retailers keep their records up-to-date, otherwise Fueled will not be able to give

you the information you require, which in turn may affect your ability to react to issues.

Daily Site Report for 04 Feb 2016

Generated on Friday, 05 Feb 2016, at 11:15

Business Consultant Success-rate Missing Days

Patrick Piater 100% 0

Vuyani Ngcete 96% 1

Jonathan Tsheti 92% 3

Luthando Ndube 89% 4

Andile Matodlana 89% 2

IJK Trading

Jonathan Tsheti

Last entry: 01 Feb 2016 - 3 day(s) since last update.

JKL Motors

Luthando Ndube

Last entry: 02 Feb 2016 - 2 day(s) since last update.

ABC Motors

Jonathan Tsheti

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Tank 01 Tank 02 Tank 03 Tank 04 Tank 05

Current litre variance 307 -301 -91 158 -29

Cumulative litre variance (Last 30 days) -284 649 518 118 836

Total deviations (Last 30 days) 15 15 14 16 15 15 14 16 16 14

Cumulative deviations (Last 6 entries) 3 1 -2 2 -2

DEF Service Station

Vuyani Ngcete

Tank 01 Tank 02 Tank 03 Tank 04

Current litre variance -24 -5 -22 -20

Cumulative litre variance (Last 30 days) 250 -21 -10909 10983

Total deviations (Last 30 days) 26 4 2 28 6 23 9 21

Cumulative deviations (Last 6 entries) 1 -5 -5 1

This report serves multiple purposes.

Firstly, it allows the BCs to see how their assigned retailers are doing in terms of keeping their records up-

to-date.

Secondly, it shows the BC what the variances are for the last input day, as well as the last 30 days. This is

extremely important, as variances could be the first sign of trouble on-site.

The previous three reports are just an example of what is available. There are many other reports available

within Fueled. Please feel free to contact support if you require assistance.

We are also always open to suggestions, so if you have a specific report in mind please contact us with your

idea.

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Processing orders [Back]

Fueled offers an online ordering system. When orders are placed by a retailer, the relevant person within

the marketer organization is notified via email.

Keep in mind that retailers are unable to place orders unless their site is up-to-date. This is the number one

tool to ensure that your dealers keep their system up-to-date. If you accept telephonic, email or fax orders,

you will undermine your ability to force compliance within your network.

All new orders placed by retailers are listed under the “Pending Orders” tab in the order management

interface.

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Here you can see what has been requested, for which site, and for when it has been requested.

Clicking “View” displays a detailed breakdown of the order, with fields such as tank capacity, current levels,

average sales by product, days of stock left, optimal order quantity, and predicted level on the day of the

delivery.

More importantly, if a retailer has requested more than the system calculates they can accept on the

requested day, they are forced to provide a reason. If there is product left on board, there can be no

confusion regarding who is at fault.

Besides viewing, you are able to “Edit”, “Split”, “Reject” and “Accept” an order.

If you accept an order request, you will need to provide an order number. It is important that you use a

consistent format.

For example, the marketer in this example uses unique alphanumeric order numbers such as SO00012345.

Once you accept an order, the retailer is automatically notified via email.

Fueled is in no way linked to your supplier. You will still need to place

orders with your fuel supplier and delivery service provider in the way that

you always have.

Once you have accepted an order, it will be listed under the “Accepted Orders” tab, until it is processed by

the retailer when they capture the daily readings.

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Uninstalling Fueled [Back]

In Windows, go to Start, then Control Panel, then Programs and Features.

Once the list populates, click on Fueled, and then click on Uninstall.

Follow the prompts of the uninstaller until the process is complete.

Below are some links for specific versions of Windows:

Windows XP

Windows Vista

Windows 7

Windows 8

Windows 10

Troubleshooting [Back]

If you experience any issues with Fueled, please contact Kratos Software on any of the following numbers:

Support Line 0861- KRATOS (086 157 2867)

Jason Brent 072 117 9303 (Workdays, 08:30AM to 04:00PM)

Leon van der Merwe 083 449 3121 (After-hours Emergencies)