This article covers how to create a shipment from scratch, even if you haven't received a shipment request from your customer.
If your customer has not requested delivery of their fuel, you can still create a shipment for their reservation if the fuel has physically been delivered. Navigate to the Deliver/Receive manager to create a new shipment.
“E-shipments” are sent to customers to confirm the physical delivery of a reservation and summarize all aspects of the product that was delivered.
After a customer receives the physical shipment, they will accept the e-shipment on Gasology to initiate payment for the fuel sold. The transaction is then complete. We take a closer look at closing out a transaction by creating a shipment from scratch and sending the shipment in the following article.
Monitoring your deliveries
The Gasology Deliver/Receive manager helps you navigate every step of the delivery process when shipping fuel.
The Deliver/Receive tab will show a notification when you receive shipment requests from your customers. For information on how to create a shipment when a shipment request has been sent, visit the linked article.
The Deliver/Receive manager also displays your current active deliveries (whether pending, in transit, or received) and reserved gallons that have yet to be shipped. You can filter for each option by using the Delivery Status drop-down menu.
- Pending: a shipment has been created but not yet sent to the customer.
- In transit: e-shipment was sent to the customer but not yet accepted by the customer.
- Received: physical delivery has occurred, with e-shipment accepted. Payment is initiated.
This article will focus on reservations in the Unshipped Product Listing table, shown below the Deliveries table. Reservations in this table have not yet had a shipment created for them or a request for shipment initiated by the customer.
Remember: Reservation rows highlighted in red indicate the reservation period has passed; that’s okay. However, these reservations still need to be closed out and have a shipment created for them. Otherwise, these reservations will count against your company limits and will impact your customer’s ability to reserve fuel with you.
Creating a shipment for a reservation that has passed follows the same process as creating a new shipment from scratch, as outlined below.
Create a shipment from scratch
Click on the blue Add Shipment button to start a new shipment.
Every shipment requires relevant information like the customer's name, delivery method, delivery date, total shipped quantity, bill of lading number, and a reference number.
- Next, select a customer from the drop-down menu that you’ll be shipping product to. The Unshipped Product Listing will auto-sort by product to display the remaining fuel to be delivered to the selected customer.
- Select a delivery method from the drop-down menu (generally truck).
- Enter the shipper/carrier name.
- Add a bill of lading number (BOL #).
- Add a reference for the shipment.
- Then, select the date on which the product was shipped.
- Finally, enter the total quantity of fuel shipped.
Add products to your shipment
In the Products section, click on the Add Product button to choose the product or combination of products to be shipped to your customer. The drop-down menu that appears allows you to choose from any unshipped product the customer has reserved. Select a product, then click Add.
A shipment is not necessarily limited to a single product. If multiple reservations of the same product can be accommodated in a single shipment, each of the reservations can be added to the shipment until the tanker truck’s capacity is reached. Multiple different products can also be added to a shipment if your carrier has the capability to do so.
As each product is selected, it will appear in the To Be Allocated table.
Allocating gallons
Any number of gallons of fuel in a shipment to a customer can be allocated, or assigned, as Gasology gallons up to the total reserved amount. Gasology gallons are linked to a customer's existing fuel reservation and fulfill that reservation's physical volume requirements as the customer's future fuel.
To allocate gallons to the shipment, click the green + button next to the due date, as shown below.
The fuel will now show up in the allocated table to the right. You can also use the arrows to move all products between the tables or the red – (remove) button if required.
Values in the Shipment Summary area will now update to reflect the shipment volumes.
Customers may accept or deny the Gasology gallons in a shipment. Suppose the customer wishes to only take half of a shipment's gallons as Gasology gallons. In that case, the other half will remain as an undelivered number of gallons until the reservation period expires.
Note: if customers reject Gasology gallons, the customer still takes delivery of the entire physical shipment of fuel. Customers will then be able to take the remainder of the fuel reservation at a later date, or the reservation period will expire.
Editing Gasology gallons
This step is optional. To edit the number of Gasology gallons shipped for a specific reservation, click on the number in the Qty column in the Allocated table. The Quantity Adjustment pane will appear. Revise the quantity to be shipped and click Revise.
Send the shipment
With all products selected, edited, and added to the shipment, the total number of Gasology gallons on the shipment is displayed with the average price per gallon and total value for the Gasology gallons shipped.
Clicking on the Ship Notice button notifies the customer that the gallons have been shipped and are in transit. Once accepted by the customer upon arrival, the merchant is notified that the customer accepted the fuel.
Next steps
Upon acceptance, the merchant will receive payment. Click the link for more information on how payment works on Gasology.