Managing fuel loads and generating payables in X‑1 doesn’t have to be complicated. By following a few straightforward steps, you can move seamlessly from recording a fuel delivery to creating a payable that’s ready for payment. This guide walks you through the full process to help ensure accuracy and avoid downstream accounting issues.
Step 1: Add a New Fuel Load
Start by recording the fuel delivery in X‑1.
From the X‑1 Dashboard, navigate to:
Fuel Management → Fuel Inventory → Fuel Loads
Click + New Fuel Load
Enter the required fuel load details:
BOL (Bill of Lading) Number
Fuel Vendor
Fuel Type
Fuel Owner
Cost
BOL QTY Net Amount (Gallons Received)
Quantity Put Into Tank
Click Save
✅ Saving the fuel load creates the foundation for your payable, so accuracy here is key.
Step 2: Create the Vendor Bill in X-1
Once the fuel load is saved, you’ll generate the vendor bill tied to that delivery.
Click the Checkerboard icon
Select Receive New
Complete the vendor bill details:
Vendor Name
Vendor Invoice Number
Total Invoice Amount ($)
Add a line item:
Select the Fuel Type (Jet A or Avgas)
Enter the Quantity and Price
Click Save
🧾 This step links the fuel load to Accounts Payable, allowing it to be tracked and paid correctly.
Step 3: Apply Payment to "Ready" Payable
After saving the vendor bill, X‑1 automatically creates a payable with a status of Ready.
To apply payment:
Navigate to Accounting → Payables
Locate the payable and proceed with payment as needed
✅ Tips for Success
Double‑check quantities, costs, and invoice amounts before saving.
Make sure the Vendor Invoice Number exactly matches the supplier’s invoice to avoid reconciliation issues.
If something looks off, correct it before applying payment to prevent rework later.
Need more help? Contact X‑1FBO Support for further assistance