Fuel Station Management System

Welcome to the interactive Operator Training Guide. Read step-by-step instructions below, examine application architecture, or enter the operations portal directly.

Access System Dashboard

Click below to open the secure login portal. Log in using your registered Email Address and Password. Your user type will automatically redirect you to the appropriate workspace dashboard.

Enter Application Portal

Global Settings

  • Environment: APP_ENV
  • URL Base: APP_URL
  • Timeout: SESSION_TIMEOUT
Database Setup Wizard

Configurations can be managed directly via the root .env file.

System Administrator Privilege Panel

Administrators manage the application configurations, configure database links, establish user credentials, and update system role privileges.

Core Setup

  • Company Profile: Set up company address, contact phone, email, registration details, and logo upload.
  • Role Permissions: Grant/revoke feature views, edit capabilities, and delete functions dynamically.
  • Database Backup: Generate raw system SQL backups directly from the menu.

Master Accounts

  • Create new Debtors (Outstanding credit clients) and Creditors (Fuel Suppliers).
  • Configure opening balances and overall credit limits for each account.
  • Add, edit, or delete user accounts for Staff and Managers.

Full Reports Access

  • Access Profit & Loss statements and generate printable ledger PDFs.
  • Recalculate outstanding debtor and creditor balances dynamically.
  • Examine real-time MS (Petrol) and HSD (Diesel) tank stock levels.
Managerial Operations

Managers/Users operate the day-to-day transaction records, review accounts, monitor ledger files, and view general reports without direct setup overrides.

Purchase & Sales

  • Add Purchase: Log inbound fuel deliveries (MS/HSD) including quantity, price, and invoice numbers.
  • Record Sales Invoices: Create tax invoices for customers purchasing fuel or lubricants.
  • Lubricant Sales: Manage inventory and sales forms for cash, credit, or online transactions.

Payments & Receipts

  • Payments: Record outgoing payments to fuel suppliers, automatically decreasing outstanding payables.
  • Receipts: Process cash, online, or credit check payments received from outstanding credit clients.
  • Review payment history logs directly from invoice detail tabs.

Statements & Ledgers

  • Examine details in the Sales Ledger, Purchase Ledger, and Combined Ledgers.
  • Generate and export custom-date Customer (Debtor) or Supplier (Creditor) Statements.
  • Run reports on outstanding balances and review stock counts.
Frontline Fuel Operations

Staff members operate the daily shift logging, record pump nozzle readings, register testing logs, and check basic shift tallies.

Fuel Nozzle Readings

  • Log start and end nozzle readings for MS1, MS2, MS3, HSD1, HSD2, and HSD3 pumps at shift end.
  • The system calculates net sales volume, rate parameters, and total amounts automatically.
  • Enter cash, online, credit sales, and dynamic shift expense records.

Shift Fuel Testing

  • Log fuel testing logs (litres pumped for testing, such as standard 5L checks).
  • Testing litres are deducted automatically from overall sold quantities to ensure accurate stock tallies.

Shift Verification

  • Examine the Daily Cash Book report to verify cash-received matching.
  • View salesman shift sheets and print out summary layouts for supervisor inspection.

Interactive "How-To" Workflows

Select a workflow below to view detailed step-by-step instructions for key fuel station processes.

Perform the following steps at the end of each shift or business day to register fuel sales:

  • 1 Log in to the Portal Navigate to the application portal, log in as Staff, and go to the Fuel Reading Entry tab.
  • 2 Nozzle Start/End Readings Input the End Reading for each nozzle (MS1, MS2, MS3 for Petrol; HSD1, HSD2, HSD3 for Diesel). The system automatically pulls the previous Shift End reading as the current Start Reading and displays the Net Litres Sold.
  • 3 Enter Pricing and Payments Supply current fuel rates. The system will calculate basic sales. Enter shift credit transactions (Debtor name, items, amount) and online payments.
  • 4 Record Shift Expenses Fill out any shift expense amounts (e.g. office tea, generator fuel) along with short descriptions.
  • 5 Submit Shift Sheet Review totals (Total Cash Received, Lock Cash, Balance) and click Save. The system records the data, adjusts customer outstanding limits, and registers payments.

Perform the following steps when registering new fuel tanker deliveries from suppliers:

  • 1 Open the Purchases Module Go to the Purchases dropdown on the menu and select Add Purchase.
  • 2 Select Supplier & Date Choose the Creditor (Supplier) from the list. Provide the Purchase Date and Supplier Invoice Number.
  • 3 Fill Out Delivery Items Select the product (MS or HSD), enter quantity in Litres, and rate per Kilolitre (KL). Specify the VAT percentage, cess, and SSLF recovery details. The form automatically calculates taxable base reverse.
  • 4 Review & Save Examine the grand totals. Click Save Record. The system inserts records into the Purchase Ledger and increases the outstanding payable balance on the supplier's account.

Change staff and user access settings dynamically through the permissions panel:

  • 1 Open Role Permissions Navigate to Masters -> Role Permissions (or click Role Permissions in Company profile menu).
  • 2 Check/Uncheck Features You will see a matrix of Features/Pages with options for View, Create/Edit, and Delete. Select/deselect checkboxes corresponding to the roles (Staff or User).
  • 3 Save Modifications Click Save Permissions. The matrix compiles into a JSON string and updates the role record in the database. When the user logs in, these permissions restrict access.

Resolve account balance mismatches dynamically by reprocessing ledgers:

  • 1 Open Outstanding Report Go to the Reports section in the sidebar and choose Outstanding Report.
  • 2 Execute Recalculation Scroll to the top right of the report card and click the Recalculate Balances button.
  • 3 Audit Loop Processing The script sets all creditor/debtor outstanding balances back to their initial Opening Balances, loops through all purchase ledgers (+), payment ledgers (-), credit sales (+), and receipts (-), and updates outstanding balances.

Key Capabilities & Operations

A comprehensive overview of the core tasks, reporting options, advanced functions, and permission controls of the Fuel Management System.

Tasks & Operations

Streamline daily operations at the service station with intuitive logging mechanisms.

  • Nozzle reading logs for multiple pumps
  • Credit sales logs linked to accounts
  • Fuel purchases & inventory intake logs
  • Daily shift closing & cash drawer checks

Reporting & Analytics

Gain actionable financial insights and complete audit trails of all transactions.

  • Real-time Profit & Loss (P&L) sheets
  • Detailed ledger registers for tracking audits
  • Client statements with credit balances
  • Daily cash book sheets & summaries

Advanced Functions

Utilize robust system functions for complex calculations and legal parameters.

  • Dynamic outstanding balance recalculations
  • VAT & Cess tax processing with reverse-charge calculations
  • Fuel quality testing volume adjustments
  • Database auto-migration & seed scripts

Access & Permissions

Secure administrative overrides and ensure strict operational isolation by role.

  • Granular Role-Based Access Control (RBAC)
  • Interactive View/Edit/Delete permission matrix
  • Session timeout limits (SESSION_TIMEOUT configuration)
  • Password hashing and encrypted user access