FuelVision 365 for Oil trade

Purchase & Sales

• Contracts
• (Digital) invoicing
• Back-to-back delivery

There is a lot of variation in the oil & gas industry. Thanks to FuelVision 365, you can easily create purchase and sales contracts. Subsequently, FuelVision 365 retains for you the amount of fuel or gas actually unloaded or loaded and marks this off against the quantity and conditions in the contract. The balance shown on the contract is always up to date. For example, you purchase on the basis of kilograms or metric tons (weight) and you sell in liters. FuelVision 365 supports all kinds of units of measure and volumes. Propane and butane can be registered separately and then unloaded as LPG.

The strongly fluctuating prices in the world of oil & gas mean that knowledge is key. This is especially true for back-to-back deliveries. FuelVision 365 combines the purchase and sales prices. You need only record the sales data and the system automatically creates a purchase order for you. There is less room for error, better control, and the process is efficient. Of course, the ultimate goal is a clear view of your profit margin.

Do you sell cylinders? You record sales in units and keep track of your customers’ working stock. FuelVision 365 automatically calculates (according to contracts) whether customers get some of their deposit back or whether they need to pay extra. FuelVision 365 also records meter readings, makes installment invoices, and calculates actual consumption. You can send hundreds of invoices at the push of a button. This is done digitally, so you save on labor and postage costs. FuelVision 365 makes it easy for you.

Service

• Service Items
• Service Contracts
• Service Orders
• Resources

You do not trade in gas only, but you also rent out bulk tanks, for example. Good service is essential to this. You ensure that your service items are maintained and that your customer records are in order. FuelVision 365 supports you in this with extensive CRM functionalities. With an intuitive wizard FuelVision 365 helps you in the change-process of moving customers, keeping the history intact.

You add data from the service contract concerning the guarantee, payment, terms, rent, emergency, and periodic maintenance, for example. You determine the characteristics of the service items and service acts. In any event, you are legally bound to periodically inspect your bulk tanks. Furthermore, you want to handle emergency repairs quickly and efficiently. FuelVision 365 has a link to your resources planning. This means that you can send a mechanic immediately, as soon as a customer request comes in, while providing optimum service.

Pricing Management

• Discounts and surcharges
• Advisory price lists
• Platts and Argus

Prices can be set flexibly, but can also be entered permanently. FuelVision 365 takes global gas and oil prices, the dollar exchange rate, the national recommended retail price and the Platts or Argus quotation into account, among other things. And you can easily add (customer-specific) discounts and surcharges. This allows you to build complex pricing structures in no time. You invoice the customer based on daily prices and the system calculates the average price afterwards. This gives you immediate insight into the difference.

You can also enter fixed prices. For example, for cylinders: the price and the deposit. It is also possible to make price agreements for the purchase of gas and oil over a longer period. You can manage advance invoices and daily prices. With FuelVision 365, you easily determine the monthly advance payment. If required, for a certain offtake and at a certain price. The dates appear automatically on the invoice.

Trip Administration

• Delivery schedules
• Transport receipts
• Interfaces

Current and accurate information is paramount. Thanks to FuelVision 365, you know exactly which products you are loading and unloading, in what quantities, and when these activities take place. The system then creates transport receipts. FuelVision 365 contains a link to the board computer of the tank truck or to a handheld computer. At a glance, you can see how much gas or oil you have unloaded. The system also comprises a link that allows you to read the telemetry data of the tanks. Thanks to the tank meter, you know exactly how much gas or oil the tank contains. You can also arrange to have a reminder sent to you as soon as the tank reaches a certain level.

When loading, you again add the data via the handheld computer or the board computer. You can select the number of cylinders to be transported per truck and how many cylinders are returned, both per piece and per kilo. At the push of a button, you can transfer the information from the transport receipts to the purchase and sales orders, and then to the invoices. That means, you can always be sure that your invoices are correct.

Furthermore, FuelVision 365 is compatible with transport planning systems. You input the data once and leave it to the planning system to work out the best route.

Inventory

• Stock per location
• Integration with transport administration
• Blends
• Stock valuation and financial integration

The oil depot, storage, and gas tanks: your inventory is spread across different locations. FuelVison 365 keeps track of your stocks per location and in several units of measure. FuelVision 365 reads the telemetry data from the bulk tanks and then automatically adjusts the inventory. Thanks to integration with transport administration, you know exactly what stocks you have in your trucks.

Do you want to blend products, initiate production or relocate products? For example, from propane and butane to LPG or do you buy high quality petrol, but want to register it as normal petrol? Or do you want to empty gas cylinders into the filling plant in your depot? The inventory information in FuelVision 365 will immediately reflect these kinds of stock changes and possible excise consequences are registered automatically. Furthermore, you can record other suppliers’ stocks of empty cylinders in your own inventory. This allows you to know if you need to keep deposits in payment or whether you need to return money to the customer. The information you want automatically appears on the invoice.

FuelVision 365 takes account of various factors when valuing stock: the Platts and Argus listings, national retail price, and purchase and sales contracts, both including and excluding excise. Additionally, you can make your calculations either based on a fixed price or based on a daily price. FuelVision 365 is fully integrated and the stock valuation is always up to date.

Excise Reporting

• Current liters, 15 degree liters and kilos
• Customs entries
• Excise warehouses

The monthly declaration, customs, and audits: your excise records have to be up to date and complete. FuelVision 365 keeps track of your stock in actual volume, temperature volume and mass. Excise scenarios can be set up flexibly and transactions where excise is involved are recorded in a separate table which makes reporting easy. Furthermore, the system allows you to set up excise exemption data for your customers, vendor and your own business units. In combination with the excise scenarios defined, the system is capable of suggesting prices including or excluding excise when you enter an order.

You have all data at your disposal when you are audited and you can make your monthly declaration quickly and easily.

Reports

• Dimensions
• Statements
• SQL Reporting Services
• ExSION
• Excel
• Microsoft Power Platform

A traditional ERP system contains a lot of data. However, creating high quality reports often is not easy. FuelVision 365 puts that problem firmly in the past. Thanks to its clear dashboard, it is easy to connect data and draw conclusions. It supports you in management, underpins decisions, and makes the right choices visible in an intelligent way. It is indispensable in the dynamic market of the oil trade. You get more control of your cash flow, a better grasp on your business processes, and you increase your margins.

For example, your data a can be enriched with dimensions which helps with the analysis of your general ledger entries. You can add tags to each transaction. For example, you can subdivide customers into large and medium businesses. Or, if you work internationally, you can use the country of origin as a tag. The possibilities are endless. You can analyse your margin with ease, compare the sales to the prognosis, make your own (excise) reports, and discover trends and relationships. Furthermore, FuelVision 365 is compatible with many different accounting systems, including SQL Reporting Services, ExSION and, of course, Excel.

Microsoft Power Platform

Power BI
Create a data-driven culture by enabling everyone to turn data into insightful visualizations they can use to make business decisions quickly and confidently.

Power Apps
Build custom apps in hours -not months- that connect to your existing data and systems to help solve your specific process and business needs.

Flow
Construct automated workflows in minutes across hundreds of popular apps and services—no-coding required.

CRM

• Contact management
• Campaigns
• Interactions

FuelVision 365 has extensive functionalities in the CRM area. Competition is huge. You are customer-friendly and service-oriented and your customer service sets you apart from the crowd. FuelVision 365 can help you with this. Tune your service to your planning to ensure that you provide your customers with the service they require. Identify your contact people, make client profiles, and retain them with targeted contact in mailings or letters. You can also record your marketing campaigns, segment your clients, and target them with specific campaigns. The budgets and schedules can be easily accessed within the system. You can see why a particular job did not go ahead or whether customers are buying from your competitors. 

Finance

• Integration
• Excise
• Debtor and creditor management

All your activities have an impact on your cash flow. It goes without saying that all the different elements of FuelVision 365 are integrated and automatically appear in your ledger. For example, excise, inventory valuation based on daily-fixed stock price, purchase, and sales. Manage your bookkeeping and inventory, check your assets, and process your bank reconciliation. FuelVision 365 also features numerous functions in the areas of creditor and debtor management. You can see which items are open, reminders are automatically sent, and you can easily block debts. FuelVision 365 gives you a good overview of your financial situation.