Overview

The purpose of this module is to allow fuel discounts to be applied to fuel sales upon presentation of a voucher issued by a supermarket or other organisation.


1. Back Office Setup

In your back-office program (Auto Shop or Financials), set up your Fuel Discount Products.

Steps to Create a Fuel Discount Product

  1. Go to Account Receivable
  2. Click on Product
  3. Click New to insert a product
  4. Ensure the product type is set as Non-Stocked Product

It is recommended to create a separate Group and Category for fuel discount products for reporting purposes.

Steps to Create a Group & Category

  1. Go to Company/Setup
  2. Select the General tab
  3. Open Group & Categories
  4. Add a new Group
  5. Add a new Category

Important Notes

  • The price must be entered as a negative value, so the discount amount is deducted from the invoice.
  • Ensure the barcode entered matches the barcode used on the vouchers.
  • A barcode must be entered for this product.
  • As supermarkets may change their barcode formats, it is recommended to generate your own barcode and keep a printed copy near the till.
  • The product should be configured as a Non-Stock item so quantities do not appear in Product Setup, Stock Takes, or Stock Reports.
  • The product will still appear in POS Daily Reports and Product Reports.
  • A generic voucher product with a zero-dollar value can also be created. When processing the sale in POS, manually enter the discount value (e.g. -0.04 or -0.35).



2. POS Setup

After setting up the product(s) in Back Office:

  1. Start PumpLink/POSLink
  2. Click Update Local Data from the Main Menu
  3. Click the Setup icon

Within the 1. Configure Lane tab:

2.    Locate the Set Up Screens For section

3.    Click the Fuel Discount Voucher button

The Fuel Discount Voucher setup screen will appear.

 

Configuring Fuel Discount Voucher Codes

  • The Product Code field is a greyed-out drop-down list.
  • Click Add to enable the drop-down selection.
  • Select the fuel discount product created in Back Office.
  • Once selected, the barcode should automatically populate.
  • If the barcode does not appear, manually enter or scan it.

Maximum Litres Setting

Enter the maximum litres the discount can apply to.

Example:

  • Entering 50 limits the discount to the first 50 litres of fuel.
  • Entering 0 applies the discount to the entire fuel quantity sold.

Click Save once completed.

To add additional voucher codes:

  • Click Add
  • Enter the new details
  • Save the record

Important POS Setup Notes

  • Duplicate product codes or barcodes are not allowed.
  • Product codes and barcodes must first be created in Back Office before being configured in POS.
  • If a product is discontinued in Back Office, you must click Update Local Data before processing sales.
  • If a barcode changes, you must manually update the barcode in the Fuel Discount Voucher setup screen.
  • Obsolete codes can be deleted from the setup screen; however, discontinuing the product in Back Office is the recommended method.
  • The Maximum Litres limitation feature is only available in POS v10 Build 17.02 and later.
  • Older POS versions apply the discount to the total fuel quantity sold. In these cases, the discount quantity must be manually adjusted if volume limits apply.


3. POS – Processing a Discount Voucher Sale

Once a fuel discount voucher has been configured, a new Fuel Discounts button will appear in the POS sales screen.

Processing a Fuel Discount

  1. Add the fuel sale from the pump as normal.
  2. Click the Fuel Discount button.
  3. The voucher scan window will appear.

  1. Scan the voucher barcode.

 

 

The system will:

  • Calculate the discount based on the total quantity of fuel sale lines entered
  • Apply the discount automatically to the sale

Important Processing Notes

  • Only one discount line is allowed per sale.
  • The discount applies only to fuel sale lines entered before the discount line.
  • If additional fuel items are added after the discount line, the original discount line must be deleted and re-added.
  • Fuel Discount products cannot be entered directly into the sale, even though they remain visible in the product selection list (F2).
  • This is why it is important to create dedicated Fuel Discount products.
  • The voucher scan window can also be opened using the keyboard shortcut:

CTRL + F1


4. Reporting

Fuel Discount reporting is available within POS / PumpLink.

Accessing Reports

  1. From the POS Main Menu, select Reports Menu
  2. Select Fuel Discount Voucher Report 

Report Types

Detailed Report

Displays:

  • Individual transactions
  • Discount details per transaction

  

 

Summary Report

Displays:

  • Total fuel discounts issued
  • Summary totals only
  • No individual transaction breakdowns