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Transaction Procedures Welcome to BSIP 101 Transaction Procedures “ZFuel” Instructor: Stephen Wright DPI Technical Consultant

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

Overview Purpose: How: Access: The Fuel Interface Application provides an automated distribution technique for recording the quantity and type of material dispensed from a fuel station/truck, and data about the equipment receiving the product. How: FuelMaster, Go Energies, or another application creates a “.txt” file with a specified format structure that is capable of being uploaded into SAP. Access: Application access is only available on request, and file format verification is required before advancing. For further information email: Kevin.Harrison@dpi.nc.gov

Overview Upload Mechanics: Data is uploaded, SAP validates the information, consolidates top - off postings (multiple fuel quantities close together with the same odometer reading) and ensures no duplication of records. Note: Loading data does not issue the fuel from inventory or create measurement documents; these functions occur when the fuel records are posted.

Overview Quality Assurance: Uploaded fuel data records should be reviewed before posting. Accounts having errors must be corrected before the system will allow posting to occur. Note: Majority of common mistakes relate to meter readings; they can be corrected from within the Fuel Application.

Overview Visual Synopsis: ZFuel Load Data from PC Review Loaded Data Make Corrections ZFuel_Post Post Data Review Posted Data

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

ZFUEL Upload Data from PC

Your screen should look similar to the example at the right. From the SAP R/3 Easy Access screen box type ZFUEL or from your favorites menu, select transaction ZFUEL – Fuel Issues System Project Your screen should look similar to the example at the right.

Automated Fuel Application A new window opens: Automated Fuel Application Fuel Interface Click the option -

Automated Fuel Application A new window opens: Automated Fuel Application Import File Options for the Fuel Interface Select Load the file from your PC radio button. A text entry box appears along with a button. Click Navigate to the desired “.txt” file located on the Client C (Generally V: drive), double click the file.

Automated Fuel Application A new window opens: Automated Fuel Application Import File Options for the Fuel Interface Review the following data: Number of Records Successful – the number of fuel records placed in the table for processing (THE FUEL IS NOT YET POSTED). Number of TopOff Records – the number of top-off fuel records that were consolidated and set in the schedule for processing.

Automated Fuel Application A new window opens: Automated Fuel Application Import File Options for the Fuel Interface Review the following data: The number of records from the file that already exists in the system – the amount of fuel records that have already been posted successfully and did not need to be placed in the table for processing because they would be duplicates. Click Exit icon to exit.

ZFUEL Review Data

Zfuel – Review Data An equipment master record exists in SAP for each piece of equipment. Based on the profile, the system validates: Type of fuel dispensed, The quantity of fuel dispensed, and Meter readings recorded against the equipment master record.   All conflicts are required to be resolved before the line item may be posted. Selected data for the fuel record can be edited from within the SAP Fuel Application, including the equipment number, product code (fuel type), and meter readings. Complete the steps below to review data uploaded from Fuel Master and make any corrections necessary.

Your screen should look similar to the example at the right. From the SAP R/3 Easy Access screen box type ZFUEL or from your favorites menu, select transaction ZFUEL – Fuel Issues System Project Your screen should look similar to the example at the right.

Automated Fuel Application A new window opens: Automated Fuel Application Fuel Interface Click the option -

Automated Fuel Application A new window opens: Automated Fuel Application Fuel Record Search Input the following info: Plant (Required) Plant number dispensing the fuel (Ex: 6001 = Alamance) Fuel Record Status (Required) Enter “03” in the field to display only records that failed validation. Tip: Without a code, all other records will show in the posting step that follows.

Automated Fuel Application A new window opens: Automated Fuel Application Fuel Record Search Input the following info: Issue Date or Created On (Date Range) (Choose only one) Issue Date – Date fuel was dispensed Created on – Date fuel record was uploaded into the Fuel Application Tip: DPI recommends using a range to attempt to correct any error. (Example: Left column 01/11/18 - Right column 01/11/19) Click Button

Automated Fuel Application A new window opens: Automated Fuel Application Fuel Search Result Click on the View field’s down arrow; choose from the list “DPI Default.”

Important Columns in the DPI Default View Issue Date Date fuel was dispensed Time of Issue Time (in 24hr format) fuel was dispensed Quantity Number of gallons of fuel dispensed (Last digit tenths of a gallon) Fuel Receiver Inventory number (Without the hyphen) Odometer Uploaded odometer reading Revised Fuel Odometer Manually changed odometer reading Fuel Record Status Status of fuel record Common codes: 02 Passed (the record was validated, and can be posted) 03 Failed (record failed validation and cannot be posted) 05 Posted (inventory issue posted and measuring document created) 06 Reversed (inventory issue canceled via ZFE2_CR) 10 Posted w/ errors (Usually a timestamp error prevents odometer update)

Important Columns in the DPI Default View Reason for Failure Details on the source of the error. Transaction Code Indicator of the data source or type of transaction. Material DOT Number for the transaction. Storage Location Storage Location parts are pulled from. Created on Upload date for entry. User Name User who last viewed/validated/modified the transaction Material Document Material document where the parts were posted Record Number Unique SAP assigned number Tip: You can sort by Fuel Record Status (or any other column) by clicking on the column heading.

ZFUEL Making Corrections

Click anywhere on the line of a failed record.

Fuel Interface – Detail Screen Layout A new window opens: Fuel Interface – Detail Screen Layout Review the error message at the top of the screen. Tip: If the error cannot be corrected from within the Fuel Application, click the button to return to the list of records. Click the button. Tip: The editable fields will highlight.

Fuel Interface – Detail Screen Layout A new window opens: Fuel Interface – Detail Screen Layout Enter correct data in the appropriate field to correct the error. Click button when edits are complete. If the issue is corrected the message “Record Updated Successfully” will be displayed. Click button. The status value updates to “02.”

Important! All unposted transactions for a vehicle must make sense before any of them validates, this may mean that you have to view all the transactions for that vehicle for a period, revise one or more odometer entries for the problem vehicle, and then click back through all admissions with errors to validate them. This is especially true if you have lots of outstanding entries for the same vehicle. They must ALL make sense.

ZFUEL_POST Post Batch Fuel Issues This step is optional; NCDPI is automatically posting all valid fuel transactions by a nightly batch job. Pending transactions are automatically re-validated during this process. It is possible that records validated successfully at one point in the day may fail validation at posting if other entries have been made. If that were to occur, they would still appear on the ZFUEL error list next time it is reviewed (assuming you use a broad date range).

Your screen should look similar to the example at the right. From the SAP R/3 Easy Access screen box type ZFUEL_POST or from your favorites menu, select transaction ZFUEL_POST – Post Batch Fuel Material Your screen should look similar to the example at the right.

A new window opens: Post Batch Fuel Issues Enter the Following: Plant – Plant number dispensing the fuel. Created Date - Date fuel record was uploaded into the Fuel Application. Click Execute icon. Click button. Click Save icon. Click Exit icon to exit transaction.

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

Thank You! Stephen Wright DPI Technical Consultant