# Fuel Sales ## Overview A fuel sale can be part of any sales transaction allowed either inside at the terminal or outside at the Dispenser Card Reader (DCR). ## Using Fuel Sales The following are the Fuel Sales functions: * [Prepay Fuel Sale by Amount](#prepay-fuel-sale-by-amount) * [Prepay Fuel Sale by Volume](#prepay-fuel-sale-by-volume) * [Prepay Fuel Sale with Merchandise](#prepay-fuel-sale-with-merchandise) * [Fuel Prepay Move](#fuel-prepay-move) * [Preset Fuel Sale by Dollar Amount](#preset-fuel-sale-by-dollar-amount) * [Preset Fuel Sale by Volume](#preset-fuel-sale-by-volume) * [Rest In Gas](#rest-in-gas) * [Postpay Fuel Sale](#postpay-fuel-sale) * [Postpay Fuel Tax Exemption or Addition](#postpay-fuel-tax-exemption-or-addition) * [Manual Fuel Sale](#manual-fuel-sale) * [Fuel Discount with Fuel Disc Key](#fuel-discount-with-fuel-disc-key) * [Clear Reserve and Place in Idle](#clear-reserve-and-place-in-idle) * [Pump Test](#pump-test) * [Fuel Ticket Print](#fuel-ticket-print) * [DCR Ticket Print](#dcr-ticket-print) * [Fuel Convert](#fuel-convert) * [Approve One Calling Pump](#approve-one-calling-pump) * [Approve All Calling Pumps](#approve-all-calling-pumps) * [Disapprove a Pump](#disapprove-a-pump) * [Restarting a Stopped Pump](#restarting-a-stopped-pump) * [Stop/Disapprove](#stop-disapprove) * [Stop One Pump](#stop-one-pump) * [Stop All Pumps](#stop-all-pumps) * [View Fuel Sales](#view-fuel-sales) * [View Due Fuel Sales](#view-due-fuel-sales) * [View Pump Status](#view-pump-status) * [Other Fuel](#other-fuel) ### Fuel Control Buttons The icons on the buttons for stop pump, help requested, calling pump and drive-off blink. The amounts with + sign are for customers owing money and amounts with - sign are for money owed to customer. The following fuel buttons represent a pump's status:
IconDescriptionIconDescription

Idle Pump

Reserved Pump

Pump Calling

Offline Pump

Pump Ready

Fueling

Stacked Postpay Sale

Sale Amount

Authorizing: Customer has swiped card at DCR

Stopped Pump

Authorised Credit Card/DCR Sale: DCR ready to dispense

Network Message or Help Requested
Prepaid SaleFueling: DCR fuel sale in progress
### Colored Text on Fuel Buttons Colored text on fuel buttons represents the following: * Red - Critical events happening at the pump. Watch pump and take immediate action. * Yellow - Watch pump and take action. * Green - Normal events happening at the pump. Watch pump; no action required. * Black and Gray - Light and dark themes; no action required by the cashier. {% hint style="info" %} To access \[OTHER FUEL] functions in Ruby2, a soft key needs to be programmed. Refer to store manager to program soft keys. {% endhint %} ### Prepay Fuel Sale by Amount The customer pays amount for the fuel before dispensing. The fuel is entered for a specific dollar amount. The sale must be tendered before the system approves the pump. The pump stops when the dollar amount is reached or when the tank is full. {% stepper %} {% step %} Press \[PREPAY] and key pump number {% endstep %} {% step %} Press \[ENTER] {% endstep %} {% step %} Key \ and select MOP to continue or tender the transaction {% endstep %} {% endstepper %}

OR

{% stepper %} {% step %} Key \ and press \[PREPAY] {% endstep %} {% step %} Key \ and select MOP to continue or tender the transaction {% endstep %} {% endstepper %} ### Prepay Fuel Sale by Volume The customer specifies the fuel product and volume and then pays for the fuel before dispensing. The sale must be tendered before the system approves the pump. The pump stops when the specified volume is reached. 1\. Press \[PREPAY] and key pump number 2\. Press \[ENTER] and then press \[QTY] 3\. Key the volume including two decimal points and press \[ENTER] 4\. In the Fuel Products list, select the fuel product and tender the transaction

OR

1\. Key \ and press \[PREPAY] 2\. Press \[QTY] 3\. Key the volume including two decimal points and press \[ENTER] 4\. In the Fuel Products list, select the fuel product and tender the transaction ### Prepay Fuel Sale with Merchandise The network pre-authorizes a card for a fuel purchase and just charges the customer for the amount actually dispensed. 1\. Key \ and press \[PREPAY] 2\. Key \ 3\. Touch \[CREDIT] and swipe the card through the card reader 4\. If prompted with the fuel products list, touch the product ### Fuel Prepay Move This function moves a preset or prepay fuel sale that has not been dispensed from the original pump number to a new pump number. To perform this function there must be an undispensed prepay on the selected pump for the move. 1. Press \[OTHER FUEL] and then select Fueling Point Move. 2. In the overlay, enter the pump number to move from. 3. In the overlay, enter the pump number to move to The prepay transaction moves to the chosen pump number. ### Fuel Preset A preset fuel sale occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product. The pump automatically stops dispensing when the dollar amount or volume is reached or the tank is full. The sale is paid after the fuel is dispensed. #### Preset Fuel Sale by Dollar Amount A preset fuel sale by dollar amount occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount. The pump automatically stops dispensing when the specified dollar amount is reached. 1. Press \[FUEL PRESET] and key \ and touch \[OK] 2. Key \ and touch \[OK] to authorize pump for fueling up to the preset dollar amount. 3. Touch \ to add the sale into the transaction and press method of payment (MOP) #### Preset Fuel Sale by Volume A preset fuel sale by volume occurs when the Preset Fuel function is used to approve a fuel sale for a specific volume and specify the fuel product. The pump automatically stops dispensing when the volume is reached, or the tank is full. The sale is paid after the fuel is dispensed. 1. Press \[FUEL PRESET], key \, and touch \[OK] 2. Press \[QTY] and key volume of the fuel to be dispensed (including two decimal places) and touch \[OK] 3. If prompted with the Fuel Products list, touch the fuel product 4. The customer dispenses fuel up to the preset volume 5. Touch \ to add the sale into the transaction 6. Press method of payment (MOP) ### Rest in Gas This feature allows a customer to make instore purchases, present cash for payment and request that the clerk put the “Rest In Gas.” The system calculates the change due and uses that amount to prepay the pump. 1. Ring up merchandise 2. Key \ 3. Press \[REST IN GAS]. The system prompts for pump number 4. Key \ and press \[ENTER] for the system to set prepay for the calculated amount on the selected pump ### Postpay Fuel Sale In a postpay fuel sale, the sale comes due inside after the customer dispenses fuel. {% hint style="info" %} *If fueling point has uncollected sales or stacked sale, in Step 1, a separate fuel detail overlay will be displayed, touch the appropriate fuel sale box to bring the sale into transaction.* {% endhint %} 1. Touch the appropriate fuel icon or press \ and \[FUEL] to bring sale into the transaction and press \[TOTAL] 2. Tender the sale and touch the correct method of payment (MOP) ### Postpay Fuel Tax Exemption or Addition This function allows the ability to add a fuel tax to a fuel type that is displaying a “tax free” price at the pump. The automatic adjustment is available only for postpay fuel sales or allows the cashier to remove taxes, or portions of a tax, from a fuel sale. {% hint style="info" %} *Available for postpay fuel sales only*. {% endhint %} 1. Touch pump number and Fuel Tax Exemption or Fuel Tax Addition 2. In the Fuel Tax Exemption or Addition list, touch the correct exemption or addition Fuel Tax Exemption and Fuel Tax Addition can be accessed in one or the following ways: * Press softkey * Use Other Fuel Functions * Touch pump number and then the line item ### Manual Fuel Sale Use the \[MANUAL FUEL] key to manually enter a fuel sale into the system. This is typically used for the dispensers that are not connected to the system. 1. Key fuel sale price and touch \[MANUAL FUEL] 2. Key \ and press \[ENTER] 3. In the Fuel Products list, touch the name of the fuel product or key \ and press \[ENTER] ### Fuel Discount with Fuel Disc Key The Fuel Discount with Fuel Discount key discounts fuel purchases by a fixed dollar amount per gallon. The cashier can indicate the number of gallons/liters to be discounted or the discount can be applied to the whole fuel amount. {% hint style="info" %} *Fuel discounts can be used in postpay fuel sales.* Fuel dispensed at a POP discount rate is not eligible to receive a discount using the \[FUEL DISC] key. {% endhint %} 1. Touch \ and the discount is applied to the total fuel dispensed: Touch or press \[FUEL DISC] 2. Key number of gallons to which discount should be applied or press \[ENTER] to apply discount to total volume dispensed ### Clear Reserve and Place in Idle The Clear Reserve function removes the “Reserved” state from a prepay pump. This may happen when fuel communications are temporarily interrupted and then re-established. In a prepaid fuel sale, clear that is in the “Reserved” state that does not have to be dispensed. 1\. Touch \ and press \[PREPAY] 2\. Press \[STOP] and \[OK] to change prepay fuel sale status to Due Sale or Refund To clear pump: 1\. Touch \ and press \[TOTAL] 2\. Touch the method of payment (MOP) originally used for prepay transaction ### Clear Reserve Using Clear Reserve Button 1\. Select pump number from the fuel panel 2\. Select ‘CLEAR RESERVE’ button ### Pump Test {% hint style="info" %} *The Pump Test is a payment type that accepts postpay fuel sales only.* {% endhint %} The Pump Test MOP closes out a sale where the store pumps a test amount of fuel into a container, and it is rung up as a sale. When the fuel is returned to the tank, the sale is treated as a No Sale. The fuel is dispensed normally and then tendered with the “Pump Test” MOP. {% hint style="info" %} *If the site has the setting of “Auto Collect” set to “Cash” or “All”, and if the site has a technician performing calibrations, set “Auto Collect” to “None” from Configuration Client > Forecourt > Fuel Config > Fueling Positions on the pump(s) being calibrated.* {% endhint %} A receipt prints with the words "PUMP TEST" at the bottom 1. Touch \ and press \[TOTAL] 2. Touch \[PUMP TEST] or press \[OTHER MOP] and then touch Pump Test in Other MOP list ### Fuel Ticket Print This function reprints postpay fuel transaction receipts. 1\. Press \[TICKET PRINT] 2\. Choose a transaction to print To search for transaction receipts containing fuel, follow these steps: 1\. Press \[TICKET PRINT] 2\. In the overlay, press \[ADVANCED OPTIONS] 3\. In the Advanced Options - Multi Select Allowed menu, select Fuel Only 4\. Press \[SHOW LIST] to display a list of Filtered by Fuel Only 5\. Choose a transaction to print ### DCR Ticket Print Reprints DCR and completed prepay transaction receipts. 1\. Key the pump number 2\. Press \[VIEW] 3\. Touch \[Reprint DCR Tran] 4\. Choose a transaction to print ### Fuel Convert If a customer dispenses fuel at one price level but wants to pay in the other price level, then use Fuel Convert function to switch. 1\. Touch the pump number 2\. Select the transaction to be converted by touching the desired current or stacked sale. 3\. Touch \[Fuel Convert] 4\. If the customer wants to purchase merchandise, key the item(s) 5\. Enter the customer’s method of payment ### Approve One Calling Pump 1\. Select the pump number. 2\. Press \[APPROVE]. ### Approve All Calling Pumps Press \[APPROVE]. Whether a fueling point can be approved before a customer can dispense fuel depends on the following operating conditions: * Automatic Approval: If “Autoapproval” is enabled for a specific pump number, the pump does not need to be approved before a customer can dispense fuel. * Approve Specific Pump: In all cases, a specific pump can be approved if the pump number is keyed before \[APPROVE]. Two messages display briefly:\ nn APPROVING nn APPROVED * Approve All Pumps: If enabled, all fueling points requesting approval can be approved at the same time by pressing the \[APPROVE] key. If not enabled, a specific pump can still be approved by keying the pump number before pressing \[APPROVE]. Two messages display briefly:\ APPROVING CALLING PUMPS CALLING PUMPS APPROVED {% hint style="info" %} *If a pump is approved while the cash drawer is open, the change for that transaction continues to display. The journal records pump approvals.* {% endhint %} ### Disapprove a Pump Disapprove a pump that is approved but has not started dispensing. Select the pump number and press \[STOP]. ### Restarting a Stopped Pump 1\. Select the pump number. 2\. Press \[APPROVE]. A pump can be restarted if the system is set up to allow a pump restart or if the pump is stopped from the POS (\[STOP] key) and one of the following is true: * ■ The transaction at the pump has not ended. * ■ The pump is a Dresser®/Wayne® brand. The following two messages display briefly when approving a pump that has timed-out or been stopped (also called re-approving or restarting) (‘nn’= the pump number): nn RESTARTING nn RESTARTED ### Stop/Disapprove The \[STOP] key does one of the following: * ■ Stops fuel dispensing at a specific pump or all pumps. * ■ Disapproves one pump or all approved pumps that have not started dispensing. The following two messages display briefly if a pump is stopped (‘nn’= pump number): nn STOPPING nn STOPPED The following two messages display briefly when all pumps are stopped: STOPPING ALL PUMPS ALL PUMPS STOPPED ### Stop One Pump 1\. Select the pump number. 2\. Press \[STOP]. ### Stop All Pumps Press \[STOP]. ### View Fuel Sales The View function displays the status of the current fuel sales. The information that displays depends on the pump manufacturer. Some pumps send information as the fuel is dispensed. Other pumps send information only after dispensing is finished, and display only the fueling point, current/stacked indicator, and pump status while fuel is being dispensed. There are two types of view: due sales and fuel sales. #### View Due Fuel Sales 1\. Press \[VIEW]. All fuel sales that are due appear. 2\. Press \[EXIT]. The pump number, status (‘C’ = current, ‘S’ = stacked), and dollar amount due display. Up to eight sales are listed. If there are more than eight sales, a down arrow in the bottom left corner of the display indicates there are more. Press \[VIEW] to see the rest of the sales. If no sales are due, “NO DUE SALES” displays until another sales function is run. ### View Pump Status Check the fuel sale state or the pump state of the current or second (stacked) sale. 1. Key the pump number. 2. Press \[VIEW]. The > points at the current sale. 3. Press \[VIEW] again. The > points at the stacked sale. 4. Press \[VIEW] again. The pump status and detailed fuel sale information for the current sale appears. 5. Press \[VIEW] again. The pump status and detailed fuel sale information for the stacked sale appears. 6. Press \[VIEW] to repeat the cycle (steps 2 through 5). #### Pump Status
StatusDescription
AUTHORIZEDThe pump is approved, but dispensing has not started.
CALLINGThe customer has lifted the handle and is requesting approval to dispense fuel.
FUELINGFuel is being dispensed.
IDLEThe pump is not in use.
LOW PAPERThe receipt paper in the dispenser card reader is low.
OFFLINEThe pump controller is not communicating with the dispenser.
RESERVEDThe pump is being prepaid and is locked until the transaction is complete.
STOPPEDA cashier has stopped the pump by pressing [STOP].
#### Fuel Sale Status
StatusDescription
BUSYThe pump is in use (but not necessarily actively fueling).

DUE

The customer has finished dispensing and the sale or refund is due.

HOLD

This sale has already been included in a transaction on another POS or on the current ticket.

SOLD

This fuel sale has already been collected.

### Other Fuel The Other Fuel function is a soft key and contains a menu of the following functions: * ■ Fueling Point Move * ■ Convert Fuel MOP * ■ Fuel Discount * ■ Fuel Preset * ■ Manual POP Discount * ■ Fuel Tax Exemption * ■ Fuel Tax Addition #### Fueling Point Move This function moves a preset or prepay fuel sale that has not been dispensed from the original pump number to a new pump number. The following message prints on the journal (‘n1’ = the original pump; ‘n2’=the pump to which the sale moves): FP MOVE FROM PUMP# n1 TO PUMP# n2 1\. Touch \[FP MOVE] 2\. Enter the current pump number and select OK 3\. Enter the new pump number and select OK **OR** 1\. Press \[OTHER FUEL] 2\. Select the Move Fuel Point function 3\. Key the current pump number 4\. Key the new pump number and then select OK #### Convert Fuel MOP The Fuel Convert function switches the price level of the fuel line item from cash to credit or credit to cash. The final price for the fuel in the transaction will be based on the new price level. 1\. Touch the pump number 2\. Select the transaction to be converted by touching the desired current or stacked sale 3\. Press \[Other Fuel] and select Convert Fuel MOP 4\. If the customer wants to purchase merchandise, add the item(s) 5\. Tender and complete the sale #### Fuel Discount The Fuel Discount function discounts fuel purchases by a fixed dollar amount per gallon. The cashier indicates the number of gallons/liters to be discounted or the discount may apply to the whole fuel amount. Fuel discounts can be used in preset or postpay fuel sales. The Fuel Discount function may be set up as either a separate \[FUEL DISC] key or as a menu choice under the \[OTHER FUEL] key. 1\. Bring the fuel sale up on the display 2\. Do one of the following: * If the discount applies to part of the fuel dispensed, key the amount (gallons/liters) and press \[FUEL DISC] key * If the discount applies to the whole amount of fuel dispensed, just press \[FUEL DISC]

OR

1\. Press \[OTHER FUEL], press Fuel Discount, and then press \[ENTER] 2\. Do one of the following: * If the discount applies to part of the fuel dispensed, key the amount (gallons/liters) and press \[ENTER] * If the discount applies to the entire amount of fuel dispensed, press \[ENTER] #### Fuel Preset A preset fuel sale occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product. The pump automatically stops dispensing when the dollar amount or volume is reached, or the tank is full. The sale is paid after the fuel is dispensed. **Preset Fuel Sale by Dollar Amount** 1\. Press \[OTHER FUEL], press Preset Fuel function, and then press \[ENTER] 2\. Key the pump number and press \[ENTER] 3\. Key the dollar amount 4\. Press \[ENTER] or the method of payment

OR

1\. Key the pump number and press \[FUEL PRESET] 2\. Key the dollar amount and then press \[ENTER] or the method of payment The customer dispenses fuel before paying. **Preset Fuel Sale by Volume** 1. Press \[OTHER FUEL] and then press Preset Fuel function 2. Press \[ENTER] and key the pump number and then press \[ENTER] 3. Press \[QTY] and key the volume of fuel to be dispensed (including two decimal places) 4. Press \[ENTER] or the method of payment and press the fuel product to be purchased and then press \[ENTER]

OR

1. Key the pump number, press \[FUEL PRESET], and then press \[QTY] 2. Key the volume of fuel to be dispensed (including two decimal places) 3. Press \[ENTER] or the method of payment and then press the fuel product to be purchased and then press \[ENTER] #### Manual POP Discount This is an option that can provide either a coupon or free POP code (with Basic + Code program type). The cashier has the option of offering the award to customers at their discretion; perhaps to an especially loyal customer or to a customer who has experienced some perceived inconvenience. 1\. Touch \[OTHER FUEL] 2\. In the Other Fuel Functions menu, select \[Manual POP Discount] 3\. In POP Award menu, touch \[Generate Code] or \[Generate Coupon] 4\. The code or coupon prints #### Fuel Tax Exemption This function allows the ability to exempt a fuel tax to a fuel type that is displaying a “tax free” price at the pump. {% hint style="info" %} The automatic adjustment is only available for postpay fuel sales. {% endhint %} 1\. Key the pump number, press \[FUEL], and then press \[OTHER FUEL] 2\. Press Fuel Tax Exemption and press \[ENTER] 3\. Select the fuel tax exemption from the menu 4\. Press \[ENTER] #### Fuel Tax Addition This function allows the ability to add a fuel tax to a fuel type that is displaying a “tax free” price at the pump. {% hint style="info" %} *The automatic adjustment is only available for postpay fuel sales*. {% endhint %} 1\. Key the pump number, press \[FUEL], and then press \[OTHER FUEL] 2\. Press Fuel Tax Addition and press \[ENTER] 3\. Select the fuel tax addition from the menu 4\. Press \[ENTER] ## Configuring Fuel Sales See the "Configuring Fuel Manager" section in the Fuel Manager topic for configuration details. For Configuring Pump Test, see "Configuring MOP" section of the Methods of Payment topic. ## Reporting See the Reports topic for various reports related to Fuel Sales. ## Troubleshooting
#MessageDescription/Action

E1274

FUEL PRICE NOT SETUP

Entered a sale for a fuel product that does not have a price set up in the system.

E1142

INVALID ENTRY

An invalid selection is made when a fuel tax exemption is attempted. The fuel tax menu re-displays and the user can reenter the selection.

E1259

FUEL TAXES UNDEFINED

No fuel tax exemptions have been defined in the Fuel Tax Exemption File.

E5008

FPD SIGN OFFLINE

Fuel Price Sign Controller is not responding to controller.

E5009

FPD POLL ERROR

Communications between the controller and the Fuel Price Sign Controller are working, but the Fuel Price Sign Controller indicates that a sign position is offline. There is a problem with a particular sign or signs.

E1260

EXEMPTION MUST BE BEFORE % DISC

Attempted to apply a fuel tax exemption on discounted fuel. Apply the tax exemption first, then apply the fuel discount.

E1266

FUEL TAX ALREADY ADDED

Attempted to add a fuel tax using the Fuel Tax Addition function and the fuel department for that item already has a fuel tax assigned to it.

E1273

FUEL TAX NOT ALLOWED WITH % DISC

A discount using the [DISC] key is attempted on an item that has a fuel tax exemption applied or a fuel tax exemption is attempted on an item that already has a discount applied.

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