Fuel distribution management

Fuel control in the XTrack system starts already at the stage of delivery to the tank or tanker. The fuel distribution process is managed with the XTrack XT4 Fuel Terminal. It is a module for controlling the operation of elements in the fuel distribution system, internal fuel stations of any capacity, including mobile ones, and many connected sub-tanks. 

If the fuel distribution process involves refuelling from stationary tanks to mobile tanks, then by using the XTrack terminal at each stage, you can document the entire path from the main warehouse to the vehicle or machine. At any time, you can generate a report from the XTrack software with the necessary data, e.g. what total amount of fuel was issued to a driver in a given period of time. 

The system is a self-service solution that does not require supervision or paper distribution documentation. The fuel is normally collected in a two-stage authorisation process. The user logs into the system using a card assigned to the tanked vehicle, machinery or tool and the name card of the employee collecting the fuel. Optionally, the terminal may ask about the mileage or operating hours. 

The correct authorisation unlocks the distribution system pump and the released amount of fuel is measured with a calibrated flow meter. The fuelling data include details about the vehicle, the user, the start and end time of the release, the amount of fuel released, as well as the storage level before and after the release. All the data is automatically transferred online to the user’s software via GSM network, WiFi or through cable connection to the company network. 

Each release data is available in both the warehouse history and vehicle history. Regardless of the starting point of the data analysis, the release information is always shown. Thanks to the constant access to data, the administrator can remotely change the rights assigned to employees or block the access to fuel release. 

If the crew is multilingual, before logging in, the employee can easily select the language in the terminal for the entire login and refuelling process. 

If necessary, the user can add an appropriate note to each fuel release from the list of ready notes or any other note with the editor built in the terminal. 

When using a liquid level probe in the warehouse, you can manage deliveries thanks to current filling feedback, which can also be used to automatically inform about the low level. The terminal supports many probes at the same time, providing filling data for individual sub-tanks and jointly for the entire warehouse. 

You can configure on your own the level you consider appropriate to order fuel. The level indicated by the probe also protects against the dry run of the pump. When the minimum set value is reached, at which there is a risk of operating the system without fuel, the terminal locks the pump. 

In addition, the probe has a built-in temperature measurement system, thanks to which the report automatically includes release values, corrected by a temperature correction. This approach improves the settlement and balancing process. Thanks to the probe, you can also detect a drop in the liquid level not related to logging in and refuelling, including a change in content, e.g. sudden emptying and refilling. An extensive report module allows you to trace the volumes of deliveries in the selected period, forecast future orders or detect misuse. 

All data recorded by the terminal immediately goes to the system. You can generate release reports at any time, specifying all deliveries and refuelling as well as summaries broken down into vehicles and machinery. If you specify combustion standards and if during refuelling the employees enter the data on mileage or operating hours, the report can calculate the combustion, as well as indicate deviations from the adopted standards. This is possible even without the XTrack GPS monitoring implemented in the vehicles. With the built-in API, you can process data from the terminal further in external reporting systems and tools, visualise it on maps, charts or compile in tables. For example, you can create a diagram showing fuel level changes in the selected tank for the selected time period. 

If you want to additionally document actions during the self-service refuelling, you can use the XTrack Image Recording System (link), i.e. an additional module supporting up to 4 digital cameras. In this case, the XTrack system attaches a recording from all connected cameras to each event transmitted by the terminal, e.g. logging in, changing the status of the flow meter, release, logging out. You can access data from anywhere with a laptop, tablet or smartphone.