Path: Transactions > Fuel & Oil
You can post Fuel and Oil expenses to an Equipment record using the Transactions > Fuel & Oil window. This is similar to the Quick Post > Fuel & Oil window, but the Transactions > Fuel & Oil window processes one Equipment item at a time.
Meters can be updated as well. If there are multiple Meters, select the applicable Meter and enter the reading.
How to Add Equipment Fuel & Oil Tickets
- Click Add on the WebTMA toolbar.
- Accept the Ticket Date or change if needed.
- Select Equipment as the item type.
- Select the Tag # of the Equipment.
- Complete the other required and elective fields as needed.
- Click Save on the WebTMA toolbar.
When you save the record, the Ticket # field is completed automatically. WebTMA numbers tickets in sequence starting with one (1).
For good records, be sure to record any Meter readings at the time the fluids are added as well as the Unit Cost and Quantity of the fluids (at least one item is required). If the Equipment has more than one Meter, be sure to select the appropriate Meter.
If a bulk price is paid, type this in the Bulk Price field. Bulk Price data takes precedence over the values in the individual Unit and Quantity fields.
Billing Info Tab
The Billing Info Tab shows the distribution of charges and credits that will be applied using the Post Charges function.
Adding Charges
Charges can be added to this Tab only when the following conditions are met:
- The Charge or Chargeable check box on the Identity Tab is marked.
- A credit Account Number is entered where costs are normally incurred.
- Costs have been entered on the Identity Tab or the Work Order / Costs Tab.
Costs are entered on the Identity Tab of windows that have a Billing Info Tab, and they are also displayed by default; however, Work Orders are an exception. After costs are entered on the Work Order / Costs Tab, they are displayed by default on the Billing Info Tab. The optional Utility module allows you to divide charges among several accounts on the Billing Info Tab.
If an account number has been entered in the Account #, Account Charged, or Charge Account Code fields on the Identity Tab, the account number will be displayed on the Billing Info Tab. It is designated as a type of charge, and the full amount of any costs are applied to the single account.
The Billing Info Tab displays charge account entries only. Credit accounts cannot be added or edited using this Tab.
The charge and credit items on the Tab must be in balance in order to successfully use Accounting > Post Charges.
Billing Information Columns
The totals of the Credit and Debit lines on this Tab must balance or the charges cannot be posted when Post Charges is run.
The following define the columns in the Charges or Posted Charges Section on this Tab.
- Account # – the number in this field represents either the account charged or credited. The amount for the billing account is shown in the Credit column, and the amount for the credit account is shown in the Debit column.
- Charge Line Type – an entry of material, labor, fuel, etc. indicates a credit amount, and entry of a charge indicates a charge amount.
- Transaction Sub ID – a further description of the charge.
- Credit – the amount credited to an account.
- Debit – the amount debited from an account.
- Posted – the date and time amounts were posted.
- Date or Transaction Date – the date a charge is added to this window.
A/R Payment Tab
The A/R Payments Tab is used to record full or partial payments received from internal Departments. Use of the Tab is limited to Users with access to the Accounting > Accounts Payable > A/R Payment window.
Read-only fields at the bottom of the page summarize the original amount owed as well as the total of amounts paid and the outstanding balance. The Add Payment link is enabled in View mode.
Invoices Tab
If your organization uses the optional Invoicing module, the Invoices Tab is visible provided your administration has set preferences for the specific window. The window displays line item details about any invoices that apply to the transaction.
Depending on the module, an A/P Payments Tab or an A/R Payments Tab is also visible. In some modules, the Invoices Tab includes an Accounts Payable Section, an Accounts Receivable Section, or both that serve the same purpose as the A/P Payments and A/R Payments Tabs.
Want to Learn More?
Visit the WebTMA Help Page
