Two methods to observe tutorial Standard Method This method allows presentation to be resized to user preference. Slide Show Method (Example below) Presentation fills entire screen Click on Slide Show tab at top of screen Click icon <From Beginning> Note: Either method; to advance click the progression arrow in the bottom right corner of each slide or press the down-arrow key.

Transaction Procedures Welcome to BSIP 101 Transaction Procedures “Manual Fuel Issue” Instructor: Stephen Wright DPI Technical Consultant

Purpose: To record fuel, oil, and Diesel Exhaust Fluid (DEF) consumption for equipment/inventory items.

(Next screen utilizes Manual Fueling Spreadsheet) Before you start data entry verify that the information entered on the TD-18 is complete. (Next screen utilizes Manual Fueling Spreadsheet)

TD-18B Dual Entry Validation If an inventory number is duplicated on the same worksheet duplicate fields font and background color will be changed to highlight the occurrence TD-18B Total gallons of Fuel input compared to Bulk/Truck Meter Variance Total gallons of fuel dispensed MUST equal the meter reading variance. TD-18B Technician Signature & Personnel Number Automatically filled from the Master Setup Guide TD-18B Quantity When an Lube Type is detected an entry must be input for quantity of oil/DEF. If no entry in quantity, then the field’s background color will turn bright yellow. If data is keyed into the field or the Lube Type is removed the background color will return to its original setting. TD-18B Main Bulk Meter New meter reading cannot be lower than old meter reading. TD-18B Bulk/Truck Meter New meter reading cannot be lower than old meter reading. TD-18B Gallons & Quantity When an equipment/inventory item is detected an entry must be input for gallons of fuel or quantity of oil/DEF. If no entry in either gallons or quantity, then both field’s background color will turn bright yellow. If data is keyed into either field or the equipment/inventory item is removed the background color will return to its original setting. TD-18B Station Set automatically; based upon plant number set within Master Setup. TD-18B Date/Title Set automatically; equals name of worksheet. TD-18B Name Verify name is for correct Bulk Pump or Fuel Truck. (Set in Master Setup) TD-18B Fuel/Oil Totals Computed automatically; based upon data input for equipment/inventory items. TD-18B Equipment/Inventory Item When Gallons or Quantity is detected an entry must be input for Equipment/Inventory Item. If no entry in Equipment/Inventory Item, then the field’s background color will turn bright yellow. If data is keyed into the field or the Gallons and Quantity is removed the background color will return to its original setting. TD-18B Lube Type When Quantity is detected an entry must be input for Lube Type of oil/DEF. If no entry in Lube Type, then the field’s background color will turn bright yellow. If data is keyed into the field or the Quantity is removed the background color will return to its original setting. If something is not right; take the time to resolve the issue. Check meter readings, check data entry, speak with the Fuel Truck Driver, etc.

With raw data verification completed, it’s now time to input the information into BSIP.

One transaction is required to complete this procedure: ZFE2 Let’s get started -

Your screen should look similar to the example at the right. From the SAP R/3 Easy Access screen box type ZFE2 or from your favorites menu, select transaction ZFE2 – Manual Fuel Entry Screen Your screen should look similar to the example at the right.

Manual Fuel Issue Entry A new window opens: Manual Fuel Issue Entry Dates Posting Date – Use actual fueling date; format ##/##/####. Date of Issue - Use actual fueling date; format ##/##/####. Tip: If you cannot use actual fueling date because the fiscal period has closed, use the first day of the current month.

Manual Fuel Issue Entry A new window opens: Manual Fuel Issue Entry Station Station number is based on the LEA’s plant number. Formula: 1st digit = 6 2nd & 3rd = Last two digits of Plant # 4th & 5th = 00 Examples: Plant # Station # 60100 64400 69900 (One Exception to formula) 6100 69950

Manual Fuel Issue Entry A new window opens: Manual Fuel Issue Entry Totals: Fields Must contain entry (Enter zero or a specific quantity) Control Total Fuel – TD-18B; total fuel dispensed. (Unleaded and diesel). Control Total Oil – TD-18B; Total is combination of oil and Diesel Exhaust Fluid (DEF) dispensed. Press the <Enter> key or Enter icon to record entries.

Manual Fuel Issue Entry Editing Entry A new window opens: Manual Fuel Issue Entry Editing Entry Issuing Fuel Inventory – (Required) Number assigned to vehicle, equipment, or school using fuel. (Ex: Plant 6001, Bus 0140 = 6100-0140) Fuel Type – (Optional) If fuel dispensed; enter appropriate code. (Ex: Unleaded or Diesel) Gallons – (Optional) Volume of fuel dispensed. (Enter to the nearest tenth)

Manual Fuel Issue Entry Editing Entry A new window opens: Manual Fuel Issue Entry Editing Entry Issuing Fuel Lube Type – (Optional) Code Item DOT # 04 Oil 15W40 159000049 45 DEF (Gal) 159000098 46 DEF (Pkg) 159000099 Quantity – (Optional) Number of units of oil (qt) or DEF (Gal/Pkg) dispensed. Meter – (Required/Optional) Odometer at time of fueling. (Required if fuel dispensed)

Manual Fuel Issue Entry Editing Entry A new window opens: Manual Fuel Issue Entry Editing Entry Issuing Fuel Press <Enter> at the completion of each line to allow SAP to verify input. (Error list on subsequent slides) Repeat as needed for additional entries. To record input click Process Entries icon Click Exit icon to exit the transaction.

Common ZFE2 Errors Error: The measurement reading for Equip_No. ####-#### is over the tolerance by ####.   Basis: The odometer reading input exceeds BSIP’s recorded odometer reading by more than 1,000 miles. Solution: Confirm the mileage of the vehicle. Odometer reading input incorrectly Correct odometer entry. Over tolerance (Ex: Fueled at another facility) Complete odometer change application; visit BSIP’s website at http://www.ncbussafety.org/BSIP/SupportRequest.html click on the application labeled Vehicle Odometer Change Request. Complete questionnaire and click submit; a response email will be sent when the odometer change request is complete.

Common ZFE2 Errors Error: The reading for ####-#### is below the last reading taken of ####.   Basis: The odometer reading input is below BSIP’s recorded odometer reading. Solution: Confirm the mileage of the vehicle. Odometer reading input incorrectly Correct odometer entry. True mileage below BSIP’s reading (Ex: Incorrect input at another time) If variance is less than 500 miles use BSIP’s current meter reading. Otherwise complete odometer change application; visit BSIP’s website at http://www.ncbussafety.org/BSIP/SupportRequest.html click on the application labeled Vehicle Odometer Change Request. Complete questionnaire and click submit; a response email will be sent when the odometer change request is complete.

Common ZFE2 Errors Error: Review upper range limit on Equip_No. ####-####   Basis: Gallons of fuel input exceeds capacity. Solution: Confirm the gallons input. Gallons reading input incorrectly Correct gallons entry. Gallons really do exceed capacity. Example: Vehicle capacity 60 gallons. Overage by tenths of a gallon (60.4); lower the gallons by the tenths and add the tenths to another vehicle. Overage by few gallons (65.4); make two entries for the vehicle. Split the fuel and the mileage between the two. Note: Make sure the smaller mileage is input first. Gallons reading does not exceed capacity. (Ex: 60 gallon capacity and only 52.3 gallons input) Complete Fuel Capacity change application; visit BSIP’s website at http://www.ncbussafety.org/BSIP/SupportRequest.html click on the application labeled Vehicle Fuel Capacity Change Request. Complete questionnaire and click submit; a response email will be sent when the odometer change request is complete.

Common ZFE2 Errors Error: The fuel entered is outside the range allowed for this vehicle   Basis: Either a invalid fuel type or inventory item number input. Solution: Confirm the fuel type of the vehicle. Fuel type input incorrectly Correct fuel type entry. Inventory item incorrect Correct entry.

Common ZFE2 Errors Error: The standing order is not set to released.   Basis: The standing fuel order for the vehicle is technically completed. Vehicles that are: for sale, sold, wrecked, cannibalized, and for transfer should not be issued fuel. Solution: Confirm the inventory item number of the vehicle. Inventory item number input incorrectly Correct entry. Inventory item number correct If less than five gallons; remove this entry and charge to the Bus Garage’s fuel number. If more than or equal to five gallons; contact DPI by email. Include the following: Subject = Fuel Entry - ####-#### (Inventory number) Body = Date trying to enter fuel, vehicle status Contact info (Name, Title, Phone, Plant #)

Questions Email: Stephen.Wright@dpi.nc.gov

Thank You! Stephen Wright DPI Technical Consultant