We recommend representing fuel as a sale item in our system. This will allow you to add or remove fuel to the order independently of any other factors.
Representing Fuel in your Inventory
We recommend representing fuel as a sale item. Below are the steps to do so, along with some tips that we find helpful.
From the inventory page click New item
Under Item type, choose Sale and choose Fuel / Oil / Gas under category. If you have multiple locations, you will also be prompted to choose a location for this sale item. you will be able to add this item to more locations once it is created.
In item description, we recommend describing the fuel type and the unit. For example: "Diesel - Gallon". The price will be the price you charge for a gallon of diesel. The item quantity will represent how much fuel you have in stock. If you do not want to use Renterra to keep track of how much fuel you have in stock, you can simply enter a very large number in the quantity (i.e. 999999).
Update the ledger account. Go to the item's "Settings", then edit the accounting information and specify the Ledger Account to be Fuel Total (this will then allow all revenue for this item to the captured separately to Sale Revenue)
Because our system does not allow selling fractional units, you may want to represent a unit of gas as a fraction of a gallon/liter. For example: if you want to charge a customer for 4.6 Gallons of gas at $4.00 per gallon, you should name your item "Gasoline - 1/10th gallon", and charge $0.40 per unit. Then, on the order add 46 units of the item to represent 4.6 gallons.
Adding Fuel to an Order
You can add fuel to an order at any time before closing the order:
When creating the order
you can add fuel the same way you add any sale item when creating a new order.
Any time during the reservation/rental
Click "Add Item" and search for fuel
After the item is brought back
If the order is "Completed" you can still click "Add Sale items", and add fuel to the order
When you check items in that have a fuel gauge, you will be prompted for the fuel level. This information is displayed on the order timeline in the details, and will be included in the order summary if sent to a customer, but it will not change anything related to invoices or billing.