Introduction: You have the flexibility to create both defuel and refuel tickets using X-1. While defuel tickets can be initiated from both the Singlepoint device and the desktop version, please note that customer-owned inventory can only be managed from the desktop. After creating a ticket in Singlepoint, you can further edit the inventory from the Fuel Management tab. Please note this information is based on general defueling processes and you may need to adjust for your specific operation.
Defuel Steps (Desktop; Fuel Management):
Access Fuel Management: Start by navigating to the Fuel Inventory section and click on the "Refueler" tab.
Select Defuel Truck: Choose the designated Defuel truck from the available options. If you attempt to select a truck that is not set up to defuel, you will receive a warning message. Here's a link to our article about truck setup:
Initiate a Defuel Ticket: To begin a defuel ticket, look for the "defuel" option in the list of choices.
Specify Details: Fill in the required information, including the customer's name, tail number, date/time requirements. Line Service has two options for data entry. Firstly, you can record the aircraft's weight in pounds both before and after the defueling process. This action will automatically generate a negative value in the "Total Fuel Removed (lbs)" section, and it will also be converted into gallons.
Alternatively, you have the option to input only the total gallons removed. However, it's important to note that if you choose this method and fail to enter a negative value for the amount removed in pounds (lbs), the defueled amount will be added to the truck's balance.
Save the Ticket: Once you've entered all the necessary details, click the "Save" button.
Defuel Steps (Desktop; Request List):
From the Request List: Create a new request or simply add the Defuel service to an existing request. Add any notes as necessary.
Complete the Defuel Ticket: After adding and saving the defuel service request, click on either the pencil icon from within the request screen or double-click the icon from the main request list page. Hit the drop-down and select "Completed"
Finish and Save: Enter the required information and save. (Review Step 4 from Defuel Steps (Desktop; Fuel Management) for an in-depth explanation on filing out ticket information).
Customer-Owned Inventory
Manage Inventory: The system will automatically create a Lot for the specified customer. You can find this Lot in the Company Inventory tab within Fuel Management > Fuel Inventory. It's important to note that while most fuel tickets allow direct invoicing, this is not the case in the Company Inventory tab. Instead, it serves as a reference for lots belonging to customers and the fuel tickets that deplete them. You can access additional information using the "i" info button.
The "i" button will list any movements within this Lot including the original Defuel Ticket and any subsequent tickets.
Defuel Steps (SinglePoint)
From the Fueling tab: Select the truck you would like to complete the Defuel operation on.
2. Press the "Create New" symbol.
3. Select "Defuel".
4. Complete your defuel ticket: We strongly recommend entering the aircraft's gauge readings to accurately record its weight before and after defueling. The system will then automatically convert the total fuel removed from pounds to gallons, using a default density of 6.79 pounds per gallon for precise calculations.
Additionally, you can enable the meter movements toggle to record meter readings during the defueling process for even more detailed tracking.
Refuel Steps (Desktop Only):
NOTE: While X-1 offers users the flexibility to complete tasks through various methods, we strongly advise utilizing the invoice for the refuel process (Step 3). Additionally, please ensure that the Refueling Fee product is active in your Product and Services tab.
Create a Refuel Ticket: To generate a refuel ticket, complete all necessary information, keeping in mind the customer name must be the same as the one in the owned-inventory tab. The most important distinction when creating a refuel operation is to ensure the Refueling inventory is selected.
Invoicing from Fuel Inventory: You can invoice this refuel ticket directly from the fuel inventory tab, following your standard invoicing procedure. Notice the cost is at zero because it is pulling from Company Inventory rather than FBO Inventory.
Handling Multiple Fuelings: You can easily link a defuel and refuel ticket to one invoice through the fuel inventory tab (Step 2) or as a standalone from the invoice tab. If you need to create multiple fuelings that exceed the capacity of the Customer-Owned lot, it's advisable to create the refuel ticket directly from an invoice. In a single invoice, you have the capability to associate both the initial defuel ticket and the subsequent refueling tickets.
Creating a Refuel Ticket from an Invoice: Just to keep things simple in this example, I'm using a new customer and defuel lot, and I've set them up right from the invoice level. Open a new invoice and add "refuel" as the service line. Select the fuel pump icon to proceed. Choose the truck used for the aircraft's refueling and enter the total fueling amount. Note that the selected inventory automatically selects "refueling"
Automatic Generation: The system will automatically generate two fuel tickets on the invoice. One will deplete the customer-owned Lot at 0 cost, and the other will draw from the FBO inventory at cost for the remaining fuel. NOTE: X-1 will generate ONE fuel ticket, however you can verify the Lots depleted using the "i" button from the Fuel Inventory
By following these steps, you can efficiently manage both defuel and refuel processes in X-1, whether from the desktop or Singlepoint device, while ensuring accurate tracking of customer and company inventory.