Monthly Motor Fuel Process

Motor Fuel Reporting Generation

Every state can be different; however, there are some things that need done in most reporting situations.

Review All Sales

1. Go to Accounting / Motor Fuel / Reports / Preview Sales.
2. Check Show Only Motor Fuel Products.
3. Set the appropriate filters:
   • Required:
     • Date range or fiscal month
       Note: Most states prefer reporting by date range. Be sure to verify based on the state.
   • Optional:
     • Destination or Origin State – If selling in multiple states, this makes it easier to verify sales by state.
     • Show Only Product Types – This shows all of one Product Type in the grid to simplify setting Schedules.
     • Show Only Schedule Type – Review all sales set to a particular Schedule.
     • Location – View only sales from a specified Location.
     • Customer – Review sales for a specified Customer.
     • Product – Review sales of a particular Product.
4. Choose Apply.
5. Default options:
   • Default Net Gallons to Actual – Selecting this button populates the Net Gallons column with actual gallons sold.
   • Default Gross Gallons to Actual – This button will populate the Gross Gallons column with actual gallons sold.
   • Default Carrier – Gives the ability to select a Carrier from the drop-down and have it populated on all sales in the grid.
6. The following line item information can be edited in the grid:
   • Origin City and Origin St
   • Dest City and Dest St
   • MOT (set by state)
   • Schedule (right-click in the column to Copy Down Information)
   • Tax/Fee Type (IL, MN sales)
   • Description for DD-1O (IL sales)
7. Be sure to Save.

Review All Purchases

Go to Accounting / Motor Fuel / Reports / Preview Purchases.

1. Set the appropriate filters:
   • Required:
     • Date range or fiscal month
       Note: Most states prefer reporting by date range. Be sure to verify based on the state.
   • Optional:
     • Destination or Origin State – If selling in multiple states, this makes it easier to verify purchases by state.
     • Show Only Product Types – This shows all of one Product Type in the grid to simplify setting Schedules.
     • Show Only Schedule Type – Review all purchases set to a particular Schedule.
     • Search for a specific transaction – Find a transaction by Ticket Number or Invoice Number.
2. Choose Apply.
3. Default options:
   • Default Net Gallons to Actual – Use this only if Net Gallons is not set on the Purchase Invoice. Selecting this button populates the Net Gallons column with actual gallons sold.
   • Default Gross Gallons to Actual – Use this only if Gross Gallons is not set on the Purchase Invoice. This button will populate the Gross Gallons column with actual gallons sold.
   • Default Carrier – Gives the ability to select a Carrier from the drop-down and have it populated on all sales in the grid.
4. The following line item information can be edited in the grid:
   • Origin City and Origin St
   • Dest City and Dest St
   • Seller Lic. #
   • MOT (set by state)
   • Tax/Fee Type
   • Schedule (right-click in the column to Copy Down Information)
   • BOL Date (must match Vendor ship date)
   • Carrier (if not populated on Purchase Invoice

Process

1. Verify purchased gallons.
   1. Run the appropriate state's Schedule of Receipts found at Accounting / Motor Fuel / Reports.
   2. Run the Product Purchase History report (Accounting Reports / Inventory / Purchase) for the month's date range, consolidating across Locations with Show Detail unchecked.
   3. Compare the gallons on the two reports. If all matches, move on to Step 2. If there are differences:
      1. Run the Product Purchase History with details.
      2. Compare line-by-line to locate missing purchases.
         Note: Make sure the Product purchased is in the Motor Fuel Product grid (Motor Fuel / Setup / Motor Fuel Products), and verify the proper Schedule is on the purchase.
2. Verify sales gallons.
   1. Run the appropriate state's Schedule of Disbursements found at Accounting / Motor Fuel / Reports.
   2. Run the Sales Analysis (Accounting Reports / Accounts Receivable / Sales) for the month's date range, sorting by Product Only with Show Detail unchecked.
   3. Compare the gallons on the two reports. If all matches, move on to Step 3. If there are differences:
      1. Run the Sales Analysis with details.
      2. Compare line-by-line to locate missing sales.
         Note: Make sure the Product sold is in the Motor Fuel Product grid (Motor Fuel / Setup / Motor Fuel Products), and verify the proper Schedule is on the sale.
3. Some states require inventory balances. If the state has a Validate MF Balances, actual inventory must be entered by Product Type.
   1. Enter the Date Range.
   2. Verify the Fiscal Month is correct.
   3. Verify the Calendar Month to Start Inventory Validation From is the prior month.
   4. Enter the balances in the Ending Balance column.
   5. Select Save.
   6. Run the state reports to ensure gallon variances are reasonable.

Filing is now ready to be initiated.