--- title: "Create Fuel Order" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3193668019/Create%20Fuel%20Order" format: markdown --- [bulk fuel help] # Create Fuel Order In the Create Your Order section, review the Tank Capacity, Overfill Limit, Last Reading, Available Capacity and Days on Hand to make sure you order just the right amount. Enter the total gallons to deliver for each tank and product for which you wish to order and click Add to Order. Enter in your dispatch details by selecting your site location and supplier. Then you can select a contract reference. This will automatically populate any active contracts, today’s fuel quotes, and current inventory that you can poll. ![image](media://b9be4c67-215a-453e-abd0-ed3f04580e0a) Note: Ekos will alert you if you have entered a gallon amount greater than the Tank Capacity, Overfill Limit or Available Capacity. Ekos also reviews your pending deliveries and will alert you if there is an outstanding delivery that may cause and overfill of the tank if the gallon amount is added to the order. ![image](media://e22c5f67-ffd3-4ef8-ba12-0f95dd716110) Once you have added to your order the gallons requested will appear in this section. Once you have chosen all your sites, tanks and products to be included on the order click Place Order. A completed PDF dispatch request form is automatically sent to the chosen supplier email and the email of the user completing the form. After the order is placed you may review the details of this order and other pending deliveries in the Deliveries app in the top navigation. ![image](media://120d21cb-ba29-43ca-be7d-9f8e69398a30) --- # Voiding a Dispatch Request If your request has the incorrect site, tank or requested gallons or the supplier does not fulfill the request you can Void the request. To void the request immediately after you place the order click the Void Request operation button on the dispatch details screen. If you need to void the request at a later time you can do so by navigating to the pending request from the All Request or Pending Request grid under the Deliveries app. Choose the dispatch entry to view the details and click the Void Request operation button. Once you void a dispatch request a new PDF Dispatch from will present in a separate window with a VOID watermark and Dispatch Cancellation form title. This new Voided PDF will overwrite the original request PDF and will also be automatically emailed to you and the supplier that was on the original request. --- ## Tips - You can order split loads. - You can order for multiple tanks and multiple sites. - After you place an order, Ekos will automatically send an email dispatch to the supplier and your dispatcher. - Can’t see your supplier? Click Suppliers to make sure there is a dispatch email address specified. - Type any important memos to the supplier such as the fact that you require a driver ticket to be left at the site. - Diesel loads have a maximum of 7,500 gallons; Split loads have maximum of 8,200 gallons; Gasoline loads have a maximum of 8,500 gallons. --- ## Site Profile Details Once you select a tank, enter gallons and click Add to Order. The Site Profile for the chosen site will present underneath the Order Details. The Site Profile provides the supplier with critical delivery information about the site for your requested dispatch. - Site Hours of Operation - Memo field - If the Site has: - SPCC Plan - Spill Kit - Fire Extinguisher This information will present on the PDF Dispatch Form that is presented and emailed to the Supplier. Visit the Fuel Site Module / Site Profiles page or the individual site page to maintain the Site Profile information. --- ## Pending Requests All requests are flagged as pending until they have been fulfilled and the delivery information has been completed. View Pending requests here or navigate to All Requests using the “Pending Requests” button in the top left of the request grid. Navigate to the individual request details for more information or to void the request. It is important to manage pending requests since all pending requests will initiate a Pending request truck icon on the following screens: - Bulk Fuel Dashboard - Fuel Site Dashboard - Fuel Site individual view Pending requests will also trigger a confirmation screen when adding additional requests for gallons on a new Buy Now dispatch request form. These requests can be exported to a CSV. Choose Create Request from this screen to initiate a new dispatch request. ![image](media://21ae67eb-925d-4abc-a81e-07637d5513d0) --- ## Create a Request Clicking on the “Create Request” button on the top right of the screen will take you to the bulk fuel order form and dispatch request page. Use the following information to submit your request: *Dispatch Details* - Fuel Site: Select a fuel site from the drop down. This populates tanks and products available in the Intelligence section as well as the pricing from available suppliers in the Quotes section. - Customer PO: This is your unique purchase order number for tracking purposes. PO numbers can be alphanumeric – Ex: (PO# AB001234) - Supplier: Select the supplier from the drop down that you wish to purchase fuel from. Once the supplier is selected, an email address to receive order from will appear below and the Create Your Order section will populate with information about your tanks. If you find that the tank receiving the delivery is not listed in the create your order section or that these tanks do not accurately represent what’s on site, please contact the help desk at (910)-762-5802. All suppliers must be set up with a valid email address to submit the form. If a supplier is not listed, choose the Suppliers app in the top navigation to set up a new supplier. - Requested Date: Date and time are automatically generated at the time this form is opened. - Contract: Select a contract from the drop down menu. - Delivery Date: Use the calendar picker next to this field to set the requested date and time of - delivery. - End Delivery Window: Use the calendar picker next to this field to set the requested end delivery date and time. - Memo: Use this memo field to include any notes about the request, delivery, or special - circumstances. For example, you could request that you receive a phone call 30 minutes in advance. *Supplier Quotes* The Top 3 quotes per product are presented on the screen and ranked based on lowest quoted price. Review this information when selecting the Supplier for each order. Some supplier quotes may not be available for a site, product, or the current date. Use this field to assist with your bulk fuel buying choices. If this form does not load any quotes, your fleet manager may not have loaded any recent quotes for the day. *Available Contracts* Available contracts will be populated as you fill out dispatch details. *Intelligence* The intelligence section allows you to connect with the site’s inventory monitor and poll for an updated reading. This is important as you want to make sure you are not overfilling the tank or missing out on opportunities to top the tank off. To obtain a new reading, click on the “Connect” button located to the right of the widget. The total available capacity should update below if EKOS was able to successfully connect. After creating your order and reviewing your order details, click the “Place Order” button to complete your request.