Field Definitions: EM Fuel Posting Form

The following is a list of field descriptions for the EM Fuel Posting form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Seq

The Seq # field on the EM Fuel Posting form.

Enter the sequence number of an existing entry or enter ‘N’, ‘New’, or ‘+’ to add a new sequence. The system will automatically assign the next available sequence number.

Action

When entering new records, this field defaults to A (Add) and cannot be accessed.

If this is an existing record, specify the action for this entry.

  • C-Change - Use this action to make changes to records that have already been processed.

  • D-Delete - Use this action to delete this record from all related module files. (The delete functions in the toolbar and Records menu only delete the entry from the batch.)

Equipment

The Equipment field on the EM Fuel Posting form.

Required.

Enter an equipment code or press F4 to select one from a list. You can only select equipment that is set up to use fuel.

Equipment is created and maintained using the EM Equipment form. Equipment is set up to use fuel when the Diesel, Gas, or Other box on the Additional Information tab of the EM Equipment form is checked.

EM Cost Code

The EM Cost Code field on the EM Fuel Posting form.

Required.

Enter the cost code for this fuel usage transaction. Initially defaults the fuel cost code specified for the equipment in EM Equipment or, if none assigned at the equipment level, the default fuel cost code specified in EM Company Parameters.

EM Cost Type

The EM Cost Type field on the EM Fuel Posting form.

Required.

Enter the cost type for this fuel usage transaction. Initially defaults the fuel cost type specified for the equipment in EM Equipment or, if none assigned at the equipment level, the default fuel cost type specified in EM Company Parameters.

Usage Date

The Usage Date field on the EM Fuel Posting form.

Required.

Enter the posting date for this fuel usage transaction. Initially defaults the current date (new batch) or date from previously accessed transaction). This date will update the equipment's Last Fuel Date (in EM Equipment). Additionally, it may update the equipment's odometer and/or hour meter reading dates depending on the update option selected for fuel posting in EM Company Parameters.

IN Co

The IN Co field on the EM Fuel Posting form.

Specify the IN company that supplied the fuel for this equipment. Initially defaults the IN Co specified in EM Company Parameters for the active company.

Fuel Matl Code

The Fuel Matl Code field on the EM Fuel Posting form.

This field is only required if an IN module company is entered in the IN Co field.

Specify the fuel material code for this equipment. Initially defaults the fuel part code specified for the equipment in EM Equipment.

If you checked the Validate Parts/Materials box in EM Company Parameters, you must enter a fuel code that is set up in HQ Materials, PO Vendor Materials, or EM Equipment Parts (with a HQ material cross-reference). If a part code references a valid HQ material, the system uses the HQ material number and validates the UM from either HQ Materials or from IN Location.)

If you are not validating parts, you can enter any part code, as long as you have not specified an Inventory location. If you did specify an Inventory location, you must enter a material that is valid for the location, regardless of how you set the Validate Parts/Materials checkbox.

Note: If the usage units entered for this transaction should update the Fuel Used reading for the equipment in EM Equipment, the material specified here must match the fuel material code specified for the equipment (in EM Equipment, Add'l Info tab).

Tax Code

The Tax Code field on the EM Fuel Posting form.

This field is only enabled if the Use Tax on Materials box is checked in EM Company Parameters (Parts tab).

Enter the tax code, if applicable, for this fuel usage transaction. If the material is taxable (flag in HQ Materials) and you specified an IN Co/Location, the tax code defaults from IN Locations. Otherwise, defaults as null.

The tax code specified here is for informational purposes only (e.g. for reporting); no taxes are calculated, as the fuel price usually includes tax.

Units

The Units field on the EM Fuel Posting form.

Enter the units of fuel used by this piece of equipment. This field will update the Fuel Used field in EM Equipment; however, the update will only occur if the material code specified for this usage transaction matches the fuel material code specified for the equipment in EM Equipment (Add'l Info tab).

Unit Price

The Unit Price field on the EM Fuel Posting form.

Enter the unit price for this part code/material. Initially defaults the standard unit price defined for the fuel material code in HQ Materials or IN Location Materials (if you specified a location).

Enter the unit price for the fuel material code specified above. This field initially defaults as follows:

  • If you did not enter an IN Co and Location above, this field defaults the standard unit price defined for the material in HQ Materials.

  • If you did enter an IN Co and Location, this field defaults a unit price from IN Location Materials based on the Pricing Option specified for Equipment Sales in IN Company Parameters (Add'l Info tab).

For example, if the Pricing Option for Equipment Sales in IN Company Parameters is Average Cost plus markup, the system calculates the unit price using the Avg Unit Cost for the location/material on the Costs/Qtys tab in IN Location Materials, along with markup rate specified for Equipment in the Markup/Discount Rates section of the Costs/Qtys tab.

Trans Acct

The Trans Acct field on the EM Fuel Posting form.

Required.

Initially defaults the cost code GL account (specified for the equipment's department) or the cost type GL account (if no override GL account is set up for the cost code). If you allow overrides to GL accounts (flag in EM Company Parameters), you may override the default. Otherwise, this field is disabled.

Offset Acct

The Offset Acct field on the EM Fuel Posting form.

Specify the GL account (from GL Chart of Accounts) to credit for this adjustment transaction. This account must have a sub ledger code of blank (null).

This field initially defaults as follows:

  • If you specified a non-stocked material for this adjustment, defaults the Non-Stocked GL Account designated for the material in HQ Material Categories.

  • If you specified a stocked material, defaults the Equipment Sales account designated for the specified location in IN Locations.

  • If posting miscellaneous parts/materials (not set up in HQ) and you are not validating materials (Validate Parts/Materials box is unchecked), defaults the Misc Parts GL Acct specified in EM Company Parameters.

  • This account offsets the transaction account specified in the previous field. You will only need to enter an account here if you are posting additional costs or making an accrual or reversal entry for this transaction.

  • If you specified an IN Co/IN Location for this transaction, this field is only accessible if you have checked the Allow GL Account Overrides box in IN Company Parameters. If no IN Co/Location specified, this field is always accessible.

New Odo

The New Odo field on the EM Fuel Posting form.

Enter the equipment’s odometer reading at the time of refueling. Once entered, the difference between the current reading and the previous reading is calculated and displayed in the Difference field in the informational display above.

Reading entered here will update the odometer reading in EM Equipment (based on the update option for fuel posting in EM Company Parameters).

New Hours

The New Hours field on the EM Fuel Posting form.

Enter the equipment’s current hour meter reading at the time of refueling. Once entered, the difference between the current reading and the previous reading is calculated and displayed in the Difference field in the informational display above.

The reading entered here will update the hour meter reading in EM Equipment (based on the update option for fuel posting in EM Company Parameters).