1. 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.

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

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

4. 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

5. 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.

6. 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.

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

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

9. ZFUEL
Upload Data from PC

10. 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.

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

12. 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.

13. 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.

14. 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.

15. ZFUEL
Review Data

16. 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.

17. 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.

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

19. 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: = 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.

20. 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

21. 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.”

22. 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)

23. 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.

24. ZFUEL
Making Corrections

25. Click anywhere on the line of a failed record.

26. 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.

27. 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.”

28. 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.

29. 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).

30. 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.

31. 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.

32. Questions

33. Thank You!
Stephen Wright
DPI Technical Consultant