5 Benefits of a Fuel Management System – Saving Money Isn’t The Whole Story – Fleet Fuel Management

Hello everyone, this is your SM2 Superfan
Ray. In our previous video, we discussed how awesome an investment a fuel management system
can be. Today, I want to take a quick look at a few specific ways in which such as system
can benefit your organization. Firstly, a FMS makes sure that only authorized
users and active vehicle get to fuel. This goes a long way toward eliminating fraud.
(Fuel theft) Secondly, with proper configuration, the maximum
amount of fuel taken in a given transaction can be reduced to a volume that makes sense,
such as the tank capacity of different vehicle classes.(fuel gauge)
Finally, a good FMS enables fleet managers to easily generate accurate fuel reconciliation
reports and period closures using delivery records, fuel tank levels, totalizer readings,
and distribution data.(please take a portion of the software video from “automated reports”) This makes for some tight fuel inventory management,
thus it easy to spot potential sources of loss and rectifying the situation. Let’s assume everyone in your organization
is squeaky clean and above any kind of petty fraud. Without an automated system, they still
have to manually keep a record of all fueling transactions. This involves users taking the
time to write down details such as vehicle numbers, fuel amount, date, time, etc. Then,
someone has to periodically take this log and manually enter the data into an accounting/ERP
system. Assuming your staff always has this kind of discipline while maintaining the above
reproach strength of character mentioned earlier, we are still looking at a lot of labor involved
in recording and managing fuel related data. ((woman writing down notes) Something else to consider: if everything
is recorded manually by, one would assume, humans , then there is the very real possibility
of data entry errors. Chasing down and correcting these errors represents even more labor that
you don’t necessarily have to spare. A fuel management system automatically manages your
pumps and records all transactional data. It also automatically generates the reports
you need and sends them to the people who need them. Any FMS worth its salt easily exchanges data
with third party systems, such as maintenance management software and accounting systems.
Furthermore, it supports all data exchange protocols, from web services to manual import/export,
as not all systems are created equal. This not only helps avoid time wasted on double
data entry, but also creates real synergy as data reaches pertinent systems in a timely
manner. (digital handshake) For instance, in a scenario where the fueling
sequence includes entry/automatic capture of vehicle data (mileage, engine data, fault
codes, etc.), crucial vehicle recalls are triggered at the right time and costly breakdowns
and interruptions are minimized. Some fleet vehicles and equipment consume
fuel both on and off road. Chances are, there is some kind of road tax paid on the fuel.
An automated fuel management system can easily and accurately calculate how much fuel was
spent off-road in a given period and allow you to take back as much of your hard-earned
money as possible. (gas tax refund) We’re all law abiding, responsible citizens
willing to pay our share for the common good, BUT… let’s also make sure we don’t give
any more than we have to! Depending on the industry in which you operate,
there can be a number of laws and regulations that dictate how tightly your fuel has to
be tracked and managed. Regardless of industry, however, if you have an underground tank,
the government can come knocking on your door at any time. (inspecting paper)
If that happens, you have to be able to produce reconciliation reports for any time period
they specify. So whichever FMS you decide to install, make sure that it is capable,
at the very least, to generate those reports easily and reliably and, even better, do so
automatically using a tank gauging system. (software footage from “automated reports”)
Also, detecting fuel leaks in the ground is immensely valuable, as soil decontamination
is an extremely costly process. In this particular aspect, having those kinds of sensors and
alarms is akin to insurance. It’s WAY better to have it and never have to use it… than
not having it when you need it! We have only scratched the surface of how
beneficial a fuel management system can be for your bottom line. Contact us today to
discuss the management of YOUR fuel. Thank you for watching this video and until next
time, keep it efficient.

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