Entering New BOLs

In the BOLs form, you can create new BOLs and enter data for fuel purchases for the station.

Before creating a new BOL, check the BOLs list. If an invoice for the same fuel delivery was previously added in CStoreOffice®, there is already a draft of a BOL in the BOL list with some of the data filled in. Before creating a new BOL, check if a draft already exists. If so, edit the draft instead of creating a new BOL. The duplicate BOL may result in incorrect book inventory.

To enter a new BOL:

1. At the top right of the CStoreOffice® home page, select the station.
2. From the main menu, select Vendors > BOLs.
3. At the top right corner of the Station : Fuel : BOLs form, click Create BOL.

   

4. At the upper part of the BOL form, enter the following information:

• Date: Date when the fuel was delivered, it is taken from the paper BOL. By default, the current date is selected. To change it, click the calendar icon and select the correct date in the calendar.
• Supplier: Click the down arrow and from the drop-down list, select the vendor who delivered the fuel. The list contains all vendors with type "fuel" set up for the location. If there is only one supplier for the location, it is selected automatically.

You can set up a vendor for the location in Price Book > Vendors. Find the required vendor (or add a new one), open it for editing, and make sure that the location is in the locations list and the Fuel check box is selected.

• BOL #: Enter the BOL number. As a BOL number you can add a combination of numbers or numbers and symbols of the Latin alphabet.

5. Fill in the Fuel Products section with the information from the BOL:
2. To add a new line for a product, click Add New below the list of products.
3. To remove a product, hover over it, and click the Remove icon in the rightmost column.

For each product, enter the following information:

1. Products: Required. From the drop-down list, select the required product type. The list contains all products available from the selected supplier. The field may be populated automatically from the associated invoice.
2. Gross Gallons (Litres) Delivered: Required if the Gross Gallons option is selected in the Station Options form. Enter the delivered amount of the product in gallons or liters. The units (gallons or liters) depend on your account settings.
3. Net Gallons (Litres) Delivered: Required if the Net Gallons option is selected in the Station Options form. Enter the delivered amount of the product in gallons or liters. The units (gallons or liters) depend on your account settings.
5. Review the BOL and click Save.

   

5. When you click Save, CStoreOffice® checks if a BOL with the same number already exists in the system. If a BOL with the same number is found, a warning asking if you want to proceed is displayed.

• If you want to save a BOL with a duplicate number, in the warning window, click Yes. Saving a BOL with a duplicate number may be necessary in case of split loads, when gas is delivered to more than one station by one BOL.
• If you want to discard changes, in the warning window, click No. Instead of creating a new BOL, get back to the list of BOLs, find the BOL with the necessary number and edit it.

Result: The created BOL appears in the list of BOLs. A draft of the associated invoice is created in the Fuel Invoice form and is used in CStoreOffice® reports and calculations. If you want to review and edit it, either go to the Fuel Invoice tab, or in the BOL click the Invoice # link that appeared after saving the BOL.