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MFA Filling Station Software

$120

Configuration sheet: First sheet on the left dated 16th September 2017 is used to insert the name of the filling station and the opening balances of litres available in all tanks as per date when you begin using this software.

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MFA FUEL ACCOUNTS SOFTWARE USER GUIDE 2019

A.MFA STOCK CONTROL UPDATE:

  1. Configuration sheet: 1st sheet on the left dated 16th September 2018 is used to insert the name of the filling station and the opening balances of litres available in all tanks as per date when you begin using this software.

In every date; you are supposed to insert figures for litres added, litres actually deepen in every tank, total daily banking, total daily debtors, total daily sales of oil and total daily purchases of oil.

Buying prices and selling prices per litre can be copy and paste daily if no changes occur.

  1. Summaries extracted in the mfa stock control update database:
  • Daily closing balance of fuel in every tank.
  • Variance of fuel remaining in every tank.
  • Total daily fuel sales.
  • Quantity sold daily for every type of fuel.
  • Gross profit per day on petrol, diesel and kerosene separately.
  • Total monthly banking of cash sales.
  • Total sales of petrol for the month.
  • Total sales of diesel for the month.
  • Total sales of kerosene for the month.
  • Total closing balance of every type of fuel separately by the end of the month.
  • Total closing balance of every type of fuel in reserve tanks by the end of the month.
  • Total sales of oil for the month.
  • Total purchases of oil for the month.
  • Gross profit of oil for the month.
  • Gross profit from petrol, diesel and kerosene for the month.
  • Gross profit from petrol, diesel and kerosene for the year.

 B.MFA DIRECTOR REPORTS UPDATE:

This consists on payroll system, monthly summaries from all filling station pumps transactions; profit and loss accounts with the analysis of monthly net profit obtained from petrol, diesel, kerosene and transport costs benefits by using own trucks, balance sheet, cash flow statement and income statement.

The 1st sheet on the left of this database named Payroll January 2019 is a configuration sheet which gives a chance to insert the name of a filling station.

This database gives annual income statement and Balance sheet and also monthly reports which are all automatic from other directories of stocks control and fuel sales analysis.

C. MFA SALES ANALYSIS UPDATE:

  1. Configuration sheet: 1st sheet dated 15th September 2018 is used to insert numbers of pumps for respective type of fuel, and also insert a name of a filling station. Refer green colour.

 In every date; you are supposed to insert figures for meter reading during morning, evening and night sessions. Selling prices will be on copy and paste basis if prices don’t change.

  1. Summaries extracted in the MFA sales analysis update:
  • Total daily sales on every shift.
  • Total daily credit sales on every shift.
  • Total daily cash sales on every shift.
  • Total daily pump test/return to tank litres on every shift.
  • Total litres sold on every shift per each pump.
  • Total monthly sales on every shift
  • Total monthly credit sales on every shift.
  • Total monthly cash sales on every shift.
  • Total monthly pump test/return to tank on every shift.
  • Total annual sales on every shift.
  • Total annual credit sales on every shift.
  • Total annual cash sales on every shift.

D. EXPENSES CONTROL:

1 Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert all expense accounts; refer a column with green colour and name of a filling station is inserted on the top area highlighted. After that; all data for receipt no; cheque no; amount paid by cash, payment voucher no, payment voucher amount and payment details can be posted as shown on the respective columns of transactions and respective dates of transactions.

2. Summaries extracted monthly on expenses control:

  • Total payment voucher values for the month.
  • Total amount paid for the month.
  • Actual expense account for the month.
  • Cumulative actual expense amount to date on every account.

E.DEBTORS CONTROL:

  1. Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert names of all debtors; refer a column with green colour and name of a filling station is inserted on the top area highlighted. After that; all data for receipt no; cheque no; amount paid by cash, invoice no, invoice amount and general description can be posted as shown on the respective columns of transactions and respective dates of transactions.
  2. Summaries extracted monthly on debtors’ control:
  • Total amount paid by the debtor during the month.
  • Total invoices for the month.
  • Balance pending for the month.
  • Cumulative balance outstanding by the end of the month.

F.CREDITORS CONTROL:

  1. Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert names of all creditors; refer a column with green colour and name of a filling station on the top area highlighted. After that; all data for invoices, payments can be posted as shown on the respective columns of transactions and respective dates of transactions.
  2. Summaries extracted monthly on creditors’ control:
  • Total amount paid to the vendor/creditors during the month.
  • Total invoices for the month.
  • Balance pending for the month.
  • Cumulative balance outstanding by the end of the month.

 

G.BEI YA PETROL ANALYSIS:

This is a database for posting all purchases of petrol and their respective costs of transportation to the filling station.1st sheet on the left side named TRUCK A is used to insert the name of the filling station at the top area highlighted.

In this database; you are expected to extract the following information:

  • Monthly total quantity of litres of petrol delivered/received.
  • Monthly total transport allowances paid to a driver.
  • Monthly total other costs.
  • Monthly total petrol purchases.
  • Monthly total costs of transportation.
  • Monthly total cost of fuel consumed on transit.
  • Monthly total cost of delivering petrol at the station.
  • Total cost per litre at the filling station.
  • Daily/Monthly total transport profit for use of own trucks to transit petrol.

H.BEI YA DIESEL ANALYSIS:

This is a database for posting all purchases of diesel and their respective costs of transportation to the filling station.1st sheet on the left side named TRUCK A is used to insert the name of the filling station at the top area highlighted.

In this database; you are expected to extract the following information:

  • Monthly total quantity of litres of diesel delivered/received.
  • Monthly total transport allowances paid to a driver.
  • Monthly total other costs.
  • Monthly total diesel purchases.
  • Monthly total costs of transportation.
  • Monthly total cost of fuel consumed on transit.
  • Monthly total cost of delivering diesel at the station.
  • Total cost per litre at the filling station.
  • Daily/Monthly total transport profit for use of own trucks to transit diesel.

I.BEI YA KEROSENE ANALYSIS:

This is a database for posting all purchases of kerosene and their respective costs of transportation to the filling station.1st sheet on the left side named TRUCK A is used to insert the name of the filling station at the top area highlighted.

In this database; you are expected to extract the following information:

  • Monthly total quantity of litres of kerosene delivered/received.
  • Monthly total transport allowances paid to a driver.
  • Monthly total other costs.
  • Monthly total kerosene purchases.
  • Monthly total costs of transportation.
  • Monthly total cost of fuel consumed on transit.
  • Monthly total cost of delivering kerosene at the station.
  • Total cost per litre at the filling station.
  • Daily/Monthly total transport profit for use of own trucks to transit kerosene.

 

G.GENERAL COMMENT

  1. In order for the files on this software to link; then they should be opened and minimized as you continue with the task of posting data.
  2. On all cells which require you to post numerical figures; don’t post alphabets.
  3. In case of short cut to look for dates; right click the icons for sheet movement on the left side & then select date.
  4. Do not rename or save any new files within this system folder. Doing so will lead to directories from the source documents/files not to link and provide reports.
  5. You are supposed to save changes after every 45 minutes in order to update your database information.
  6. If you are using a Desktop; you are advised to purchase a UPS in order to keep your system active in case of power breakdown.
  7. If you want to expand columns in order to have a wide view of numbers; then click view, then place a tick on heading; you will obtain a chance to expand a specific column.

COPYRIGHT: MFA SOFTWARE

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