Select Main Menu > Purchases > Fuel Account Management
Note – In order to utilize the FAM system you must have a Bank Account set up with the type “Fuelâ€. See the FAQ entitled How Do I Set Up a Bank Account for more details.
1. Using the drop down menu in the upper right corner of your screen choose the fuel account you wish to record the transactions for. Existing transactions for that account will then appear on the start screen.
Tip – Unposted transactions appear in yellow highlight on the start screen.
2. Select the New button in the lower left to create a new transaction. To edit an existing transaction, select the file folder icon on the left to open that transaction.
3. Using your tab key, move through and populate the fields as follows.
Account – This is the Fuel Account the transaction will be posted to. The fuel account that was selected on the start screen will populate this field by default. This selection can be overridden by using the drop down menu and selecting a different account.
Entry No – This is a system generated FAM entry number and cannot be changed or overridden.
Date – This is the date your FAM transaction will post to the general ledger.
Division – Use the drop down menu to select the division this transaction belongs to. If you are not utilizing the Division feature in FreightWare this field may be left blank.
Amount – This is the total amount of the transaction you are recording. The total of the line items must equal this amount before posting of the FAM transaction is allowed. Reference No – This is the reference number for the FAM transaction. Alpha or numeric characters can be used. The line items may use this number or a unique number.
Date – The date field on the line item level is the date of the actual transaction. For example if you were entering transactions that spanned several days then each line item can be dated for the actual date it occurred instead of the FAM post date contained in the header date field. This can be a useful reference when recording advance records and fuel purchases. For example the driver will see this date referenced on any advance deductions taken on his or her settlement.
Driver – Using the drop down menu select the driver associated with this line item. If the line item is an advance, a driver must be selected. If the line item is a fuel purchase, the driver field may be left blank.
1099 – This checkbox indicates whether or not this line item should be included in the 1099 totals for this driver at the end of the year.
Equip ID – Using the drop down menu select the piece of equipment associated with this line item. If the line item is a fuel purchase or repair, an equipment selection must be made. If the line item is an advance or other type the Equip ID field may be left blank.
Type – using the drop down menu select the type for this line item. This indicates to FreightWare what other types of records should also be created from this line item. For example, advance types create deduction records that will, upon posting of the FAM transaction, be available for selection in driver settlements. Fuel purchase and repair types create records in the equipment files. Every line item must have a type selection. See the end of this FAQ for information on setting up FAM types.
Amount – This is the amount of this line item.
Reference – This is the unique reference number for this line item. Alpha notes may also be entered in this field.
Manifest – By using the drop down menu and selecting a manifest, the cost being recorded on this line item of the FAM transaction may be attached to that manifest. Only manifests with the driver or piece of equipment designated on the line item will appear in the drop down menu.
Units – This is the number of units such as gallons of fuel purchased.
State – This is the state in which the fuel purchase was made.
Odometer – This an optional field used to record the odometer reading of the piece of equipment at the time of this fuel purchase.
Sticky Note Icon – Selecting this icon opens a zoom window containing additional details on this transaction.
4. When the transaction is complete and in balance, Post it to the general ledger, driver advance record table and equipment files using the post button in the lower right of the form. pan style="mso-spacerun: yes">
How Do I Set Up a FAM Type?
- Using the drop down menu in the type field, select Add Type to add, edit or delete a FAM Type.
- Using the Tab key or your mouse, move through and populate the FAM Item Types window fields as follows.
Item Code – This is the user defined code that is assigned to this FAM type. It can be alpha or numeric.
Description – This is also a user defined description for the FAM type. The item code and description will appear in the drop down menu when choosing the FAM types for the line items in your FAM transactions.
Driver – This is the Driver associated with this FAM type. Populate this field when setting up your types ONLY if it is specific to that driver and you do not want this type to be available to any other drivers. Leave this field blank if you wish this type to be available to all drivers.
Equip ID – This is the Equip ID associated with this FAM type. Populate this field when setting up your types ONLY if it is specific to that Equip ID and you do not want this type to be available to any other Equip ID. Leave this field blank if you wish this type to be available to all Equip ID.
Type – Use the drop down menu to select from the system defined types. This selection tells FreightWare what other records should be created when this type is selected.
Advance - Creates deduction records for drivers.
Fuel - Creates fuel purchase records in the equipment file.
Repair – Creates repair records in the equipment file.
Other – Creates no other records,
1099 – Default selection for including this type in 1099 totals. This selection can be overridden on main transaction form.
GL Account – This is the General Ledger account that the line items using this FAM type will post to. For example a type of advance typically posts to a driver advance asset account. A type of repair would typically post to a repair expense account.
- Select the done button in the lower right. Your FAM types will now be available on the drop down menu of your FAM transaction entry screen. :p>
