--- title: "Paper Trail" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3193668101/Paper%20Trail" format: markdown --- [bulk fuel HELP] # Fulfilling Fuel Deliveries There are three key points involved with receiving fuel in EKOS:  1. You order the fuel in EKOS and the driver is dispatched. The load typically arrives the next day. 2. The driver brings the BOL (bill of lading) and driver ticket (which usually consists of the driver’s name and what they delivered) into the office once they have completed the delivery. 3. The customer then fulfills the request for fuel in EKOS by keying in the details of the delivery located on the BOL and uploading the documents. To begin fulfilling the request, you will need to be in the Bulk Fuel module. This is the same place where you ordered the fuel. The best method is to fulfill requests through the Paper Trail because when you click on fulfill request, Ekos will match it with the appropriate pending request and auto fill fields for you. You can also load your scanned documents here. ![image](media://013691d8-a89c-496f-afa8-f12446a19fd4) After clicking on “fulfill request” you will be required to enter the following mandatory fields:  - BOL - Gross - Net - Delivered Price (rate is by contract) Once you have finished, make sure to select “Save and Set Price” located at the bottom of the screen.  Now that you have fulfilled the request, it is time to scan your paperwork to a pdf and upload them into the Paper Trail. If you scroll all the way to the right on the date that you just fulfilled, you should see a series of red squares with the number 0 in the center. This means that there are no documents uploaded in that column. Click on the black cloud icon to the far right to begin uploading your documents.   Once you have uploaded all your documents, the red squares will turn green and indicate the number of documents in that column. If a file is not uploaded, that column will remain red and indicate 0 for no files uploaded.  --- ## When Using Deliveries is the Best Option for Entering Fuel Deliveries While Paper Trail is the best option to quickly enter your deliveries, if you happen to not order fuel through EKOS, you will not be able to enter the delivery through the fulfill request links. Instead, you will have to enter this data manually by selecting the Deliveries icon and clicking New Entry. This will give you a blank form which will look the same as the create bulk fuel entry page. This information can be found on the BOL given upon delivery.  --- ## Paper Trail The Paper Trail serves as a bulk fuel order reconciliation process. It is important to have one (1) central location to store all related documents and reconcile from the quote to the invoice to ensure you are paying the right price. The Paper Trail provides a digital repository for all related documents and a color-coded delta between the quotes and the delivered invoice price per gallon so you can easily see which items need your attention. --- ### Tips The Begin Date automatically defaults to the last 60 days. Click in the date field to select an older or more recent date. The Paper Trail automatically loads a corporate view of all sites based on your user access. Select a site to the left to narrow the results to a single site view. Fulfill request links are provided to easily complete the delivery information. Choose a link based on the site, product, requested gallons and PO to complete the remaining delivery details. Note: Fulfill Request links are only provided for bulk fuel orders that are originated in Ekos. If you placed an order with your supplier without using the Buy Now Order screen, then visit the Deliveries app to record your delivery. --- ### Uploading a PDF from your Computer onto our Server - Enter the Bulk Fuel Module - Click on the "Paper Trail" icon. - Click on the red "x" box. - From this screen, click the "browse" button. Your computer screen will appear. - Locate the PDF and click on it - Then click the "Open" button. The PDF file name will appear back on the software. - Simply, click "Upload". - Then on the original Paper Trail screen you will see that the box has gone from a red "x" to a green "?"