Millions of transactions. Minimal admin.

Overview

Fuelsoft is the industry's leading Fuel Card Management software product that caters for the requirements of fuel card agents and network operators running their own ISOs (International Standards Organization, Standards), whether the sale of the fuel is on credit or handled as a bunkered transaction.

Fuelsoft provides the entire back office application interfacing into a fuel card specific sales ledger and financials to provide a complete solution.

Key features

• Data file imports from Keyfuels, UK Fuels, Total, Esso, BP, Shell, IDS, Fast Fuels, Eurotraffic, various polling bureaus and European Toll and Tunnel Cards
• Data files extracted from imported files and verified against database
• Database of drawings, fuel cards, sites, products and pricing files
• E-mail and SMS price notification
• Automatic invoicing, printed or e-mailed
• Prices and costs are date based with late drawings being allocated to the prices and costs applicable on date of the drawing
• Prices are set globally, by group of customers or by individual customer either as a price or as a differential from a national price. Customers can be allocated to a price band and then moved between bands
• Prices can be set by network, by group of sites or by site
• Cost centre invoicing for national accounts
• Multiple currencies held within drawings file and ledger
• Multi lingual invoicing
• Complete integration to Microsoft Office software
• User defined fuel card status’ to enable workflow to be set up for generating automatic letter production for new, replacement, expiry or pin number letters. All letters set up in Word
• Hot card file output for own ISO transactions
• Card ordering module outputs card data for card manufacturing

Overview

Running a successful fuel card business needs very low administration costs. This works hand in hand with Fuelsoft's fuel card web portal. This Web based facility for enables users to go on line and retrieve drawings information, copy invoices, statements, order cards and stop cards. This reduces the number of office staff required. It allows the end users to go on-line when it suits them and not necessarily from 9am to 5pm. The Fuelsoft fuel card web portal is ideally suited to transport managers that need to drop the drawings file into fleet management software to update their own vehicle costing models.

Key features

• The Fuelsoft fuel card web portal is a web facility to allow customers to go on line and collect the following information
  • Copy invoices
  • Statement
  • Fuel card drawings enquiry
  • Fuel card drawings download in Excel format
  • Stop cards
  • Order cards
  • Enquiry by cost centre
• Controlled by user name and password set up at account level
• Direct queries made onto the database
• Designed in Microsoft.net

Overview

The sales ledger with Fuelsoft's fuel card management software offers a very high level of control over the debtors balances and uniquely values un-invoiced fuel card drawings as part of the overall exposure on the account.

The date based sales ledger provides you the flexibility to process orders and post cash in multiple periods at the same time. This eliminates the bottleneck that some companies experience at the month end. All the sales ledger reports, debtors reports, statements and history reports can be run back to a specific date and will report the information at that point in time.

A comprehensive BACS facility allows you to collect funds on a rolling day, fixed monthly or twice fixed monthly basis. The BACS facility interfaces into a number of 3rd party BACS applications for transmission of the file. This modern sales ledger has been specifically tuned to the demands of the card industry and is fully integrated into the drawings file and financials.

Key features

• Powerful search criteria: partial name, address, telephone numbers
• Quick address integration
• Cost centre invoicing
• Multiple contacts per account
• Multiple analysis codes per account
• Multiple telephone and e-mail addresses per account
• E-mail invoices
• E-mail copy invoices
• E-mail statements
• Date based ledgers
• Reports can be run back to a date
• History statement reconstructs the ledger and ledger balances
• Variable direct debits
• Flexible terms including multiple fixed days in the months
• Integrated BACS extract
• Interface into Albany AllBACS
• Interface into Bottomline Technologies
• Different payment terms for drawings cards and other products groups
• Batch update to the ledger
• Action notes with reporting and interface into Outlook
• Full drill down on the ledger
• PDF of invoice viewable in sale ledger enquiry
• Cash reversals that un-match the original invoice
• Reminder letters
• Credit and credit card integration for one off payments
• Debtors report
• Turnover, analysis and reps reporting
• Exposure reporting including un-invoiced drawings

A modern, unified set of financials eliminates the need to have control accounts and could be invaluable for audit purposes. Comprising purchase, sales, cashbook and nominal, the ledgers are fully integrated into the sales order processing application. Our purchase ledger system is also integrated in to the Lightyear automated accounts payable system, saving you time and money.

Our system is also fully 'Making Tax Digital' compliant.

Profit and loss reporting can be handled at Group, Individual Company or Department level, with consolidated reporting for Group companies. The ledgers are fully Euro compliant and allow multi-currency transactions.

The Fuelsoft Self Billing module is ideal for those companies that have their own retail fuel outlets, or their own network of independent sites.

The Fuelsoft Self Billing module raises invoices from the site back to yourself and consequently posts the value onto your own purchase ledger. This module eliminates the need for retail sites to raise invoices for the fuel drawn and removes the administrative burden.

With the Cardmaster application, a comprehensive stock module is available. Utilising system keys, it can be configured to either manage the stock within a site, a network of sites or manage the movement of stock for individual companies that have bunkered stock within your own network.

In the event of bunkered stock, a bunkered invoice is raised showing stock movements and charges for handling fees rather than a credit sale invoice for the fuel.