byZenithynZenith YN

Fuel purchases from an oil-company invoice

Upload the oil company's tax invoice, check what OCTYN read, post it to stock, watch your OMC account, and correct an invoice that was wrong.

Video 3 min For Owner, manager or accountant Tutorial 13 of 34

01 Upload the invoice

The PDF your oil company emails, or photos of the paper.

  1. Go to Purchases → Upload and choose the outlet the tanker was unloaded at.
  2. Drop in the invoice PDF.Digital invoices are read in about half a minute; scans take longer. Nothing is on the books until you post it.
  3. No PDF? Tap the box and take or choose a photo of each page, in order — up to four — then choose Upload invoice.Lay the page flat in good light with all four edges in frame. With more pages the button counts them — Upload 3-page invoice. To change the order, remove a page and add it again.

02 Check it, then post

Compare each line with the paper.

  1. Open the review.The PDF is shown beside what OCTYN read.
  2. If you buy from more than one oil company, choose the OMC supplier the invoice is from.With one oil company it is chosen for you. The invoice is charged to that supplier's account.
  3. Check each line: product, kilolitres, rate per KL and amount.Each line is mapped to one of your products.
  4. When it matches the paper, choose Confirm & post, then Post it.Stock arrives in your tanks and the OMC account is charged at this moment. Posting cannot be undone, only corrected.

03 The OMC account

What you have paid in advance, and what is left.

  1. Open the oil company's account to see the advance drawn down by the invoice.The invoice sits on its invoice date, even when you upload it later. When the balance falls below your low mark, OCTYN alerts you.
  2. When you send money, choose Record a deposit — Record a payment on a credit account.The owner or the accountant records these.
  3. To tie it to a bill, pick it under Against invoice (optional).The amount, the date and the note fill in from the invoice; change any of them.
  4. Set Deposited on to the day the money left, choose how it was paid under Paid by, and choose Record.The entry lands on that day and the running balance is rebuilt in date order.

04 If an invoice is wrong

Correct it — never delete it.

  1. Open the posted invoice and choose Correct invoice.
  2. Change what was wrong: product mapping, kilolitres, rate, line total, invoice number or date.The correction re-runs the posting, so stock and the OMC account move to the corrected figures.

Done. Stock received, the OMC account charged, and a correction available if needed. Open it in OCTYN.

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All tutorials Every step-by-step guide, with its video.Guides Plain-language notes on running a fuel station well.Need a hand? Talk to the OCTYN team.