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EM Fuel Posting

EM Fuel Posting (Equipment Management → Programs) records fuel used by equipment in a batch. Use it for individual transactions, or open File > Fuel Posting Initialize (EM Fuel Initialize) to load a filtered group of equipment into the same batch, edit lines on EM Fuel Posting, then process the batch normally (File > Process Batch / EM Batch Process).

Most line values default from EM Equipment and can be overridden. The form’s informational display shows current hours and odometer for the equipment on the line; after New Odo / New Hours, it shows the difference from the current readings.

Before you start​

  • Equipment is fuel-enabled: Diesel, Gas, or Other checked on Additional Information in EM Equipment. Only those units can be selected.
  • Fuel cost code/type exist on the equipment, or defaults exist on EM Company Parameters (Fuel Cost Code, Fuel Cost Type).
  • If you enter an IN company, a fuel material code is required. Validation rules depend on Validate Parts/Materials and whether an IN location is specified (see Notes).
  • Meter/fuel tracking on the EM Equipment Meters tab is set when you track consumption. Prefer posting programs over typing meters directly on the equipment (direct edits do not keep a historical record).

Manual entry​

  1. Open EM Fuel Posting. On Batch Selection, create a new batch, enter Batch Month, OK.
  2. In Seq #, enter N, New, or + so Vista assigns the next sequence.
  3. Enter Equipment (F4).
  4. Confirm EM Cost Code and EM Cost Type (default from equipment, else company fuel defaults; F4 to override).
  5. Enter Usage Date (required). New batch defaults today; otherwise defaults from the previously accessed transaction. Updates Last Fuel Date on EM Equipment. May also update odometer/hour meter reading dates per the Fuel Posting meter option in EM Company Parameters.
  6. Optionally enter IN Co and IN Loc (inventory company/location that provided the fuel). Procedure text: blank IN Co = all inventory companies that provided fuel; field help defaults the company IN Co from EM Company Parameters.
  7. Enter Fuel Matl Code (required if IN Co is entered; defaults from EM Equipment). Optional UM (defaults from HQ Materials for that material).
  8. Enter Units and Unit Price (price defaults from HQ Materials, or from IN Location Materials when IN Co/Location are entered — see Equipment Sales pricing option in IN Company Parameters).
  9. Optional Tax Code (enabled only if Use Tax on Materials is checked on EM Company Parameters Parts tab). Informational for reporting; tax is not calculated (fuel price usually includes tax).
  10. Confirm Trans Acct (required; defaults from the cost code GL for the equipment’s department, or the cost type GL). Editable only if Allow GL Account Override is on in EM Company Parameters.
  11. Optional Offset Acct (credit for the adjustment; sub ledger must be blank). Defaults depend on stocked vs non-stocked vs misc parts. With IN Co/Location, editable only if IN Company Parameters allow GL overrides; without IN Co/Location it is always accessible. Enter an offset only when posting additional costs or an accrual/reversal.
  12. Enter New Odo and New Hours (readings at refueling).
  13. Save. Add more lines as needed, then process the batch.

Action on new lines defaults A-Add and cannot be changed. On existing lines: C-Change changes records already processed; D-Delete deletes the record from related module files. Toolbar / Records-menu delete only removes the line from the batch.

Initialize a group (EM Fuel Initialize)​

  1. With a fuel posting batch open, select File > Fuel Posting Initialize.
  2. Enter Usage Date for equipment loaded in this pass (defaults today).
  3. Optionally enter IN Loc (or blank for all inventory locations).
  4. Under Post Fuel to Equipment Assigned To, set one or more filters (more filters = narrower set): JC Co, Job, Location, Category, Dept., Shop (blank = all for that dimension).
  5. Select Refresh. Matching equipment fills the grid. Refresh again to add more sets.
  6. Per row, enter Units, New Odometer, and New Hours.
  7. Close. Vista adds the equipment to the batch and returns to EM Fuel Posting. Edit lines there, then process the batch.

On Initialize, Units always updates Fuel Used on the EM Equipment Meters tab. On the posting form, Units update Fuel Used only when the transaction material matches the equipment’s fuel material code (Add’l Info).

Meter updates​

Fuel posting can update odometer and hour meters on EM Equipment based on Meter Updates: Fuel Posting in EM Company Parameters:

  • Update meters and reading date when the new reading date is greater than the last reading date.
  • Always update meters; never update meter reading date (reading dates only via EM Meter Readings).
  • Always update meters; update reading date when the post date is greater than the last reading date.

Replaced Meter Reading and Replacement Date on the equipment are not updated by the system; maintenance checks sum current meter plus replaced meter.

Notes​