Introduction: You can create defuel and refuel tickets in X-1. Defuels can be started from Fuel Management, a request, an invoice or the SinglePoint device. Refuels and customer-owned inventory are managed from the desktop only.
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)
1. Access Fuel Management: Go to Fuel Inventory and click the Refueler tab.
2. Select Defuel Truck: Choose your defuel truck. Only trucks set up to defuel, with a fuel type matching the aircraft, are listed.
3. Initiate a Defuel Ticket: Select Defuel from the list of options.
4. Specify Details: Enter the customer, tail number and date/time, then record the fuel removed:
Gauge readings (recommended): Enter the aircraft's fuel weight in pounds before and after defueling. X-1 converts it to gallons at 6.79lbs per gallon.
Meter readings: Turn on the meter movements toggle and enter the meter readings.
5. Save the Ticket: Click Save. X-1 numbers the ticket with DF and creates a customer-owned lot numbered DEF at $0.
If the defuel date is before your last period close, you'll see a warning before saving.
Defuel Steps (Desktop; Request List):
From the Request List: Create a new request or add the Defuel service to an existing one. Add notes as needed.
Complete the Defuel Ticket: Save the request, then click the pencil icon (or double-click the request on the main list) and select Completed from the drop-down.
Finish and Save: Enter the details as in Step 4 above and save. The ticket links to the request automatically.
Tip: You can also start a defuel from a Defuel line on an invoice. The ticket links to that line automatically.
Customer-Owned Inventory
X-1 automatically creates a lot for the customer whose aircraft was defueled, even if they don't have their own fuel inventory.
You'll find it in Fuel Management > Fuel Inventory > Company Inventory.
• Use the i button to see every movement in and out of the lot, including the original defuel ticket and any refuels.
• Company Inventory is for reference only. You can't invoice from this tab.
• Empty lots drop off the list.
Defuel Steps (SinglePoint)
1. From the Fueling tab: Select the truck for the defuel.
2. Tap Create New.
3. Select Defuel.
4. Complete your defuel ticket: We strongly recommend entering the aircraft's gauge readings before and after defueling. X-1 converts pounds to gallons at 6.79 lbs per gallon. Turn on the meter movements toggle to record meter readings as well.
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"
How Refueling Works
• X-1 uses the customer's defuel lots oldest first, at $0. One refuel can draw from several lots.
• On the invoice, gallons from defuel lots bill as Refueling Fee. Any extra gallons bill as your regular fuel product.
• X-1 creates one fuel ticket. Use the i button in Fuel Inventory to see which lots were used.
Good to Know
• Link Refueling Fee tickets while the invoice is in Working. Once the invoice moves to Ready, a Refueling Fee line can't create or link a fuel ticket.
• Defuel billing: Bill the Defuel line for the gallons removed. You can also add a Fuel Testing Fee and a Dispatch Fee. To link a defuel ticket to an invoice later, use Link Operation.
• Automatically Use Defuel Lots: With this customer setting on, normal fuelings use defuel lots first but bill at the regular fuel price. To bill a Refueling Fee, select Refueling.
• A defuel doesn't fix a negative balance. Only a fuel load or a positive adjustment does.
• Changing a lot's owner is permanent. The lot becomes a regular $0 lot, Refueling no longer draws from it, and it can't be deleted.
• Deleting a defuel lot also deletes its defuel ticket. Fuelings that already used it are kept.
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.
Need more help? Contact X‑1FBO Support for further assistance