R GFX2000 Fuel Management System User Guide
Contents Introduction Quick Start 1 1 Setup General Tab 2 Key or Card 2 Fueling Time/MPG Flag Tab 3 Address/Message Tab 3 Pump Configuration 4 View Vehicle Data 5 Edit Vehicle Data 5 Vehicle Groups 6 View Driver Data 7 Edit Driver Data 7 Enter New Driver 8 Tank Data 9 Add Tank Stock 10 Fueling 11 Reports Transaction Summary-Vehicle Id 12 Transaction Summary-Driver Id 12 Transaction Log-Vehicle Id 12 Transaction Log-Driver Id 12 External Purchases 12 External Transaction Summary 12 External Transaction Log 12 Export/Delete in the Transaction Log 12 Tank Transaction Log 12 List of Id's 12 Common Inputs to Generate a Report 13 Pop up dialog boxes in reports: common inputs 13 Trouble Shooting 14
Congratulations on selecting the most advanced fuel management system Introduction GFX2000 is a windows based fuel management system. It can interface with either the Balvin GX or FX models. Features like mileage entries, fuel limits, card or key reader, grouping vehicles with Account numbers can be easily set up on the PC. Reports provide an analysis on the performance of the vehicles and the data stored can also be exported in different formats for further processing. A Quick Start to GFX2000 operations Management Mode Setup Pump Configuration Tank Data Tank Stock Vehicle Groups Edit Vehicle Data Enter New Driver Edit Driver Data Fueling enter provided password, select Setup select the number of pumps and fuel types set fuel limits, types, throughputs for the pumps enter unit price for the tanks and min level indicator enter details of fuel delivered by suppliers select vehicles and assign Ids as per fuel type input details of every Id fill in the list of drivers enter details for the drivers exit Management, select System to start fueling For a detailed explanation of the above steps, refer to the respective sections in the manual. - 1 -
General Tab: Setup The system comes with certain default parameters. This is to allow you to start fueling immediately without the need to program the system. Default Settings Comm. Port Number Number of Pumps Number of Tanks Password Id 1 1 1 balvin Key Do not change the comm. port as yet, invariably the port, which is free, is 1. If you have more than 1 pump, click the plus sign and you automatically go to the Pump Configuration panel to add pump. To add a tank simply click the plus sign and this time it will ask you to select the fuel. Select from the table. The default for tank 1 is diesel and if you wish to change this, remove all tanks, get back to 0 and select the correct fuel type. Change the password to restrict access to the management mode. Key or Card To use the card reader feature, select Card from the Id frame. The next step is to allocate the card to either the Vehicle or Driver. This activates the card number field for entry in the Enter/Edit Driver/Vehicle panels. - 2 -
Fueling Time/MPG Flag Tab: Fueling Time This field comes with default time settings to disable the pumps if this option is selected. To change, simply select the new ON and OFF times. Save your changes. MPG Flag This is a feature to highlight exceptional variation in the mpg figures. Set the acceptable percentage variation in whole numbers and then in the Edit Vehicle Data selectively input the expected mpg figure. Any figures outside the limits will show up in the reports with an *. Address/Message If you have a receipt printer attached to your system, you will need to enter the receipt details that would appear on each receipt. Enter all values in the Address/Message. Return to Systems panel. Select 'Initialize Comms' button, enter 3 in the pop up dialog box to send the address and message data to the pumps. Enter 0 next, to exit. - 3 -
Pump Configuration There are several combinations that you could set for each pump. The default is Vehicle Id and Mileage entry with a maximum of 200 litres per transaction. The Vehicle Id or Vehicle Code identifies the vehicle. The Id is a key or a card and the code implies a number upto four digits. You can choose one or the other. You can also select either a Driver Id or Driver Code to identify a driver. To add greater security you could select Vehicle PIN or Driver PIN or both. For Mileage entry, a selection is required in Odometer entry required? Pump Status Pump Throughput Fuel Limit litres Tank Number disable during maintenance or when not in use enter initial pump totalisor reading sets the pump fuel limit for any one transaction enter tank number to which the pump is connected - 4 -
View Vehicle Data Enter the Vehicle Id number to view or alternatively browse through the records with the help of the 'Next Record' / 'Previous Record' Button. Edit Vehicle Data The Edit function provides an entry to input additional information to configure each vehicle. The important feature here is the Account No. An account number may be assigned to a vehicle or group of vehicles, which need not be contiguous. Enter the Vehicle Id to edit the data of the desired vehicle. Editing can be done for the fields listed below: Registration Number registration number of the vehicle Aux. Code an additional/optional code if desired Odometer reading the current reading of the vehicle - 5 -
Odometer Limit Odometer Unit (M or K) Lockout (No or Yes) PIN MPG figure Percentage Variation Account No(max 6 Char) Fuel Limits Day Week Month Card Number the maximum allowable mileage between two consecutive fueling miles or kilometers ( M or K ) to lock vehicle access, type in Yes change to another PIN, (PIN is numeric) enter MPG value for the vehicle percentage variation for the MPG values assign a department to the vehicle account no is alpha-numeric settings for the max amount of fuel that can be drawn within a given period refueling is allowed on expiry of the given period max. fuel specified is for a day max. fuel specified is for a week max. fuel specified is for a month this is activated from the setup mode by selecting Card: Vehicle. Enter the number (16 digits ) as on the card Vehicle Groups To Change a group, Select 0 in the last Id Column and Click Save. This will delete the group. You can now input a new group, say 1 and then go on to another group 2 and so on, up to a maximum of 11. Fuel Type is selected from the table. If you wish a group to use any of the fuels, Select 0. Otherwise select a number from the list. - 6 -
View Driver Data The above panel shows the driver information with Id 99 Type in the driver Id required to be viewed. The driver information would then be displayed in each field. Here is a brief explanation on the fields : Driver Id Driver Name Lockout Status PIN Card Number is the identity of the driver gives the name of your driver indicates whether the lockout option is being used or not self generated when a driver record is created is the number as entered in the Edit Driver Data panel Edit Driver Data Editing can be done in the fields listed below:- - 7 -
Enter the Driver Id number required for editing. Alternatively, use the Next Record Button to browse for the desired Id. Driver Name Lockout Status PIN Card Number gives the name of your driver indicates whether the lockout option is being used or not default value can be altered this is activated from the Setup.Enter the number (16 digits as shown on the card Make the Changes accordingly and Save. Deleting Driver Click on this button and enter the Id in the pop up box Caution : Once deleted, the record cannot be restored Enter New Driver Default Settings See Panel above Driver Id Lockout Card Number you can select any number between 1 and 9999 and enter initials or names up to twenty five characters in the Driver field use this option to prevent a specific driver from fueling this is activated by selecting card. Enter the number (16 Digits) as shown on the card You can change the Default settings in the Edit Driver mode.(for the moment, leave the Driver Id alone) - 8 -
Tank Data Editing can be done for the three fields as explained below Unit Price VAT% Low Limit pence per litre value added tax in percentage to indicate a minimum re-order level in the tank stock Enter the Unit Price, VAT and Low Limit Values in the respective fields and save the data. - 9 -
Add Tank Stock You can now add the tank stock after having set the tank in the setup mode. Enter the Tank Id and fill in the details of the purchases in the fields as explained below: Supplier Date fuel delivered (dd/mm/yy) Quantity Litres Total Cost enter the name of the supplier type in the date as per the format quantity in whole litres enter the total value of your purchase Save the Tank stock entry by clicking on the Save button. This completes your purchase entry and automatically updates your stock position. View the stock position in the tank data panel. - 10 -
Fueling Configuration complete, proceed to start fueling operations in the system panel. The above system panel displays: Each Transaction Pump Throughput Tank Stocks Comm. Status online offline details of the transaction completed fuel dispensed by the pump fuel left in the tank, low-level indicated in red indicates proper communication no communication - 11 -
Reports You can produce various reports such as a log of all transactions, summary, external purchases, driver summary and listing. The reports are generated for either the Key or Card. To generate a report, click on the 'Reports' button in the management mode. Your Screen will show you nine types of reports as explained below: Transaction Summary-Vehicle Id covers areas such as distance covered, mpg values, volume and cost of fuel consumed. Transaction Summary-Driver Id summarizes driver Id details. Transaction Log-Vehicle Id details every transaction with date and time. Transaction Log- Driver Id details every transaction with date and time. External Purchases is an entry mode for fueling details from outside stations. External Transaction Summary transactions. gives a summary of the external fueling External Transaction Log gives a log of every transaction. Export/Delete in the Transaction Logs allows to export reports of transaction and external transaction logs to either.txt,.xls,.csv formats. Tank Transaction Log gives a report on all supplies made to date. List of Id's gives an option to list by vehicle Id ( Key/Card) or driver Id (Key or Card). - 12 -
Common Inputs to generate a report: The inputs below are common to most reports. The inputs also work as filters to view any set of data based on the field entry and range specified. Date from Vehicle Id from Card Id from Driver Id from Tank Id from Group Date to Vehicle Id to Card Id to Driver Id to Tank Id to Account No Pop up Dialog Boxes in Reports: Common inputs Merge Fuel Transaction with External Purchases? Select Yes to merge. No gives a report on internal Fuel transactions only. Fuel Taken by Pumps? Select Yes/No to view pump throughput. Do you wish to export these records? Select yes to Export. Do you wish to delete these records? Select Yes to Delete a record/s permanently. Listing By? Vehicle Id gives a list of all vehicles on the fleet. Driver Id gives a list of all drivers on record. - 13 -
Trouble shooting System The following test and procedures cover the most frequent problems that you may experience. Select the test 1, 2 or 3 in the Systems Panel - Initialize Comms. GFX is not Communicating Pumps not connected Test 1 - for testing pump response 1 Click on Initialize comms and enter 1 in the pop-up box. 2 After a few seconds, the pump replying status indicates the number of pumps actually connected to the system. Cable Fault Test 2 -for Loopback test 1 Short the Rx ( Red ) with the Tx ( Green ) wire. 2 Click on Initialize Comms and Enter 2 in the pop-up Box. 3 If the Loopback Status indicates Failed, it is a Cable Fault. 4 The Loopback Status indicates Ok, if there is no Cable Fault. Note: Check all Cable connections are properly secured. Getting your Address/Message to print on Receipts Test 3 - for sending Address / Message to pump 1 Click on Initialize Comms and Enter 3. 2 Enter 0 next in the pop-up box. Equipment Fault No light Flashing on the PC Interface Check Mains and RS232 plugs are in place. Keypad / Display Switch FX/GX off and on. If OK, the keypad displays the Version followed by a buzzer. Computer Crash GFX2000 protects your data in the event of a computer crash during a transaction. A backup is taken every minute copying the database gfxdata.mdb to the backup folder in C:\GFX\BACKUPDATA. In case of system restore, the file gfxdata.mdb from C:\GFX\BACKUPDATA gets restored onto C:\GFX. - 14 -
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