ILFMS User Manual - ifms.co.za

1 1 ILFMS user Manual Zi 2 ILFMS user Manual Contents INTRODUCTION .. 5 STANDARD PAGE LAYOUT .. 6 THE DATA GRID .. 6 1. ADD BUTTON .. 6 2. SEARCH BUTTON .. 6 3. REFRESH 7 4. NAVIGATION AND PAGING BUTTON .. 7 5. EDITING A RECORD .. 7 6. SELECTING A RECORD .. 7 7. VIEWING A RECORDS HISRORY .. 8 SEARCH PANEL .. 9 1. LEVEL .. 9 2. 9 3. DEPOT .. 9 4. START AND END DATE .. 9 ACTION PANEL .. 10 EXPORT TO EXCEL BUTTON .. 10 GENERAL INFORMATION PANEL .. 10 STANDARD DATE FORMAT .. 10 LOGIN SCREEN .. 10 FORGOT SOMETHING? .. 11 NEW user ? .. 11 NEED TO VIEW THE NEAREST IBS DEPOT? .. 11 HOME 12 QUIK NAVIGATION BUTTONS .. 12 MAIN MENU TOOLBAR.

2 13 13 MANAGING YOUR user PROFILE .. 13 CHANGE MY PASSWORD .. 14 MANAGE/VIEW MY user PROFILE .. 14 VIEW MY LOG IN HISTORY .. 14 FLEET MANAGEMENT .. 14 CONTRACTS / OPERATORS .. 15 3 ILFMS user Manual DRIVER 15 FUEL CONSUMPTION .. 15 FUEL CONSUMPTION SEARCH PANEL .. 15 FUEL CONSUMPTION DATA GRID BUTTONS .. 15 REPORTS .. 17 ISO/TAG NUMBERS .. 18 TRANSFER ISO .. 18 MOTOR 18 MOTOR VEHICLES ACTION 19 VEHICLE CONFIGURATION .. 21 SEARCH ALL VEHICLES .. 21 SERVICE INTERVALS .. 21 VEHICLE CONFIGURATION .. 21 VEHICLE INSPECTION .. 22 FUEL MANAGEMENT .. 22 FUEL POINT .. 22 ADDING A FUEL POINT .. 22 FUEL SUPPLIER .. 22 ADDING A FUEL SUPPLIER.

3 22 HOME BASE TRANSACTIONS .. 23 HOME BASED TRANSACTIONS DATA GRID BUTTONS .. 23 REJECTION TRANSACTIONS .. 24 SEARCH ALL TRANSACTIONS .. 24 STOCK MANAGEMENT .. 24 BULK FUEL DELIVERY .. 25 TANK PUMP READING .. 25 TANKS .. 26 PUMPS .. 26 REPORTS .. 26 FINANCE .. 26 CUSTOMERS .. 27 ADD CUSTOMERS .. 27 VENDORS .. 27 ADD 27 REPORTING .. 27 MY REPORTS .. 27 4 ILFMS user Manual MY ACTIVE REPORTS .. 28 MY INACTIVE REPORTS .. 29 MY INACTIVE REPORTS ACTION PANEL .. 29 REPORT BUILDER .. 29 BUILDING YOUR OWN CUSTOM REPORT .. 29 VIEWING REPORTS .. 31 REPORT VIEWER .. 32 REPORT VIEWER TOOLBAR .. 32 BUTTONS .. 32 FUNCTION .. 32 FUNCTION.

4 32 , REFRESH AND PRINT .. 32 REPORT FILTERS .. 32 VIEW REPORT BUTTON .. 33 CUSTOM vs. STANDARD REPORT .. 33 CONTACT 33 5 ILFMS user Manual INTRODUCTION Welcome to the Imperial Logistics Fuel Management System ( ILFMS for short). This user Manual will serve as a tool and guide, to show you how to navigate and perform important tasks within the Fuel Management System in an easy and efficient manner. This Manual will take you through each page, giving you a detailed explanation of the functionalities of each and every control in a clear and precise manner. Be sure to read through this detailed Manual very thoroughly as it will serve as a helpful tool to ensure that you as a user , use the Fuel Management System correctly and efficiently, ensuring maximum results and efficient productivity.

5 If you experience any difficulty in understanding any content within this user Manual be sure to call ILFMS Support with your query and you will be assisted. Website: 6 ILFMS user Manual STANDARD PAGE LAYOUT Each page on the ILFMS works in the same manner. Below is a detailed walkthrough explaining the basic way in which each of the pages on the ILFMS works. THE DATA GRID The data grid is standard on almost every page. It displays the information pertaining to a certain page in a tabulated form. The grid consists of the following functionality buttons: 1. Add Button 2. Search Button 3. Refresh Button 4.

6 Navigation and Paging Buttons 5. Editing a record 6. Selecting a record 7. Viewing a records history 1. ADD BUTTON This button (situated on the top left hand corner and bottom left hand corner of the data grid) allows you to add a new record onto the grid. A pop up window allowing you to add a new record will appear (#See below example) SUBMIT BUTTON: Once all information has been added, click the submit button to add the new record. CANCEL BUTTON: To cancel adding the new record, click on the CANCEL button to close the Add new record pop up window and return to the data grid 2. SEARCH BUTTON 7 ILFMS user Manual When you want to filter the grid to show only certain information, use the search button to perform a search on the contents of the grid.

7 The below search pop up item will appear that will allow you to search the data grid. You can use a single or multiple search criteria. Use the + button to add a new criteria. Use the Search drop down list to choose the type of search criteria (AND / OR). Click FIND to view the search results. The search results are displayed on the grid itself. 3. REFRESH BUTTON This button allows you to refresh the contents of the grid. 4. NAVIGATION AND PAGING BUTTON The navigation buttons allow you to navigate through the pages of the grid. The paging dropdown allows you to specify how many records you wish to see displayed on each page of the grid.

8 5. EDITING A RECORD When you need to edit a record, click on the record itself on the grid .Then it will allow you to edit the records information. Once the records information has been edited, click ENTER on your keyboard to save the new information. #NB: The only way to save information when you edit/update a record is to press the ENTER key on your keyboard. 6. SELECTING A RECORD There are two ways to select a record on the ILFMS 8 ILFMS user Manual 1. SELECTING A RECORD NORMALLY To select a record on the ILFMS , click on the record itself to select the vehicle. (The above image shows a selected editable record) #NB: Not all records on all data grids are editable.

9 Different user permissions will determine whether or not a record will be editable or not for a specific user . (The above image shows a selected record that is not editable) The selected record will be highlighted and the unselected records will not be highlighted. 2. SELECTING A RECORD USING MULTIPLE SELECT Some grids (like the one above) allow for multiple selections which mean you can select more than 1 record at a time by clicking the box on the left hand side of each record. (See above image for example) You can also select all the records on the grid by clicking on the selection box at the top of the grid near the headings.

10 (See example below) #NB: A selected record will always be highlighted 7. VIEWING A RECORDS HISRORY You can view a vehicles history by clicking on the + on the side of the record. (See encircled image on example below) The below will appear showing the history of the selected record. 9 ILFMS user Manual SEARCH PANEL The search panel allows a user to customise the information that will be displayed on the grid according to the criteria selected in the different dropdown lists: 1. Level 2. Company 3. Depot 4. Start and End Date 1. LEVEL There are 2 distinct levels to choose from Depot : Allows you to view information based on the depot selected (See information on depot below) Company : Allows you to view information based on the company selected (See information on company below) 2.