Application Development Outsourcing & System Integration for Petroleum-Propane Fuel Management

The client company was started in 1978 for developing software for petroleum and oil companies. Now it became the first choice for Petroleum, Gasoline Fuel and Propane Software in the industry. Currently, this company sells and distributes software throughout the United States, US Territories, Canada and Mexico. Recently they started expansion in other countries including Australia, New Zealand and the United Kingdom.

Project: Development and Support

Application: Petroleum and Propane Fuel Management Software


Operating SystemsWindows 2000 Server, Window 98, Window NT, Unix
Software EnvironmentMicrosoft FoxPro 6.0, 8.0

Application Description:
The client has created packages that are tailored to fit the need to petroleum industry. Here is list of packages developed by the company.

  • Accounts Receivable
  • General Ledger
  • Accounts Payable
  • Tank Management
  • Inventory Control
  • Delivery Management
  • Route Scheduling
  • Degree Day Management
  • Altitude Compensation
  1. Accounts Receivable – This is an immense collection of billing options that are supported by credit and collection advice that is as current as your latest entry. In this three billing methods are available: Invoicing, Statements, and Budget Payment Plans. Real-time updating makes it possible to print and mail invoices quickly, without waiting for nightly updates. This package includes:
    • Delivery Invoices
    • Service Invoices
    • Over-the-Counter Invoices
  2. General Ledger: The General Ledger serves as the foundation of the company’s accounting practices that manages every aspect of your business including monthly, quarterly and yearly closings:
    • Table-driven Chart of Accounts
    • Free-standing Report Writer
    • On-line Displays/Inquiries of account and journal entries
    • Full Audit Trail control
    • PC interfaces
    • Exports and imports to mainframe systems, other offices and your accountant
    • Capitol Asset Management and Depreciation
    • Online Help
  3. Accounts payable: The Accounts Payable program assists you with managing the entire purchasing and disbursement process. The program includes:
    • Multi-company/multi-bank capabilities
    • Company-wide, and remote office, statistics
    • Vendor information and on-line inquiry (including past history)
    • Invoice detail and control
    • Switch between automatic interface with General Ledger or manual update
    • Maintenance Control features
    • Payment and check writing as well as reconciliation of checks
    • Cash requirements reports
    • Open item reports
  4. Tank Management: The Tank Management program features:
    • Updates Last-fill Date with each delivery
    • Automatically tracks Last-Paint date and Last-Certification date
    • Tank rental calculated automatically
    • Track service work and warranty information
    • View the total number of gallons delivered to a tank for any time frame
    • Last service work order number and results available for review
    • Track number of cylinders at each location and cylinders not filled for rental billing
    • Seasonal information showing months that tanks and cylinders have not been in use
    • Days-between-delivery field tracks the average days since last delivery
  5. Inventory Control: The Inventory Management System (IMS) provides companies with the ability to track the inventory of their entire operation. IMS supports:
    • Liquid inventory
    • Point-of-sale
    • Terminal split load tracking for transports
    • Service parts
    • Gasoline blending
    • Lubricant drumming
    • Send BOL information to the Accounts Payable for invoice verification and processing
  6. Delivery Management: The Delivery Management program provides the control factor for trucks and does the forecasting and reporting needed to maximize productivity. It also tracks the fuel remaining in tanks, holds the last delivery date information and checks prior fill dates.The package contains multiple delivery scheduling options:
    • Degree Day
    • Degree Day with non-heating adjustment
    • Julian (Dated)
    • Adjustable Julian
    • Average Usage Rate Per Day
    • Route Delivery
    • Will Call Accounts (or Phone Orders)
    • Truck Computer Linked Delivery
    • Mixing of Julian Day, Will Call and Degree Day customers
    • Sequencing of stops based on street address
    • Unlimited delivery locations for each account
    • Ability to combine multiple delivery locations into a single account for billing
  7. Route Management: The Route Scheduling module interfaces directly with Accounts Receivable for automatic credit and delivery data control.
    • Define unique delivery areas
    • Unlimited number of routes within each area
    • Sub-divide areas and employ a variety of delivery methods
    • Establish sequence of delivery
    • Establish delivery days
    • Automatic sequencing and route adjustment as new customers are added
    • Mix different delivery methods within the same route to eliminate back tracking
    • Degree-Day, Will Call, Keep Filled and Days between Delivery processes can be combined in one route
    • Print Delivery Tickets in advance
    • Pass Delivery Tickets directly to a hand-held unit for each driver
  8. Degree Day Management: The Degree Day Management program works with an unlimited number of delivery locations. Each separate location can have its own degree-day factor and, within each location, the tank being filled is tracked independently.Degree Day information can adjusted by tank, location or for a given area and route. Seasons may be saved for review in future years and the degree-day factor increased or decreased by season.

    Utilizing the Degree Day delivery process allows the distributor of propane to make larger fills with less trips and reduced wear and tear on their trucks. Special pop-up screens are available for reviewing the amount of fuel and remaining days of fuel left at each location. Additionally, each customer is listed by the number of degree days left to allow you to deliver to accounts with lower fuel first.

    • Also included in this module:
    • Degree Day delivery
    • Julian Day delivery
    • Days Between Delivery process
    • Adjusted Julian Day delivery
    • Keep Filled route delivery
    • Will Call delivery
    • Pre-Buy delivery
    • Street buy Street Mapped delivery
  9. Altitude Compensation: The Altitude Compensation module provides dealers with the exact compensation factor of each tank that requires compensation to remain accurate. Designed to keep our fuel dealers legal in mountainous areas, this program adjusts each tank automatically and tracks the amount of fuel that has been delivered at a particular altitude.Pricing and actual gallons sold are compensated at data entry- the adjusting compensation, prior and current meter reading, customer usage, actual amount delivered and date the meter was read print right onto the customer’s statement.

    Also included with the Altitude Compensation package:

    • Compensation factors for every altitude available by customer or route
    • Adjusted Amounts Report shows difference between unadjusted sale and compensated sale
    • Compensated Saving Report shows customers the saving earned by utilizing this dealer
    • Meets all of the requirements of the Weight and Measures Department
    • Works with hand-held units and in-truck computer systems
    • Compensation factor is figured without manual entry for each related tank
    • True Amount Delivered is automatically added to the system for future review
    • Degree Day and Days Between Delivery utilize this data for forecasting next delivery

G&G developed most of the packages and maintenance support to the client. We have got a talented pool of software professionals who deliver a quality service to all the day to day Software requirements of the client company. A few of our major responsibilities include:

  1. Carrying out modifications and fixes to existing programs and database as per their requirements.
  2. Writing new programs to meet their new requirements and synchronizing it with their existing software.
  3. Developing and adding new modules to their existing software package to make it more flexible and provide support for new lines of Fuel need.

Team Composition:
Project Manager – 1 Project Manager
Team Leaders – 2 Team Leader
Developers – 6 Developers
Testers – 1 Tester