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Chapter 1
XL FUEL OVERVIEW
1.1 Introduction
1.2 The XL Fuel Management System
1.3 The different tags used in the system
1.4 The Tag Programmer
1.5 The XL Fuel Unit
1.6 The XL Fuel Manager Software
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Chapter 2
THE XL FUEL UNIT
2.1 Using the XL Fuel Unit
2.1.1 Fueling a vehicle
2.2 For the Fuel System Manager
2.2.1 Transaction download
2.2.2 Tag control
2.2.3 Site control
2.2.4 System setup
2.2.5 Setting the date and time
2.3 Cleaning the unit
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Chapter 3
THE XL FUEL MANAGEMENT SOFTWARE
3.1 The XL Fuel Manager Dashboard
3.2 Programming the tags
3.2.1 Programming the vehicle tags
3.2.2 Programming the user tags
3.2.3 Reading a tag
3.3 Updating the tank dip levels
3.4 How to import transactions
3.5 Transaction history
3.6 The XL FUEL Manager Program Settings
3.7.1 Setting up the tank and pump options
3.7.2 Linking tanks to pumps
3.7.3 Setting the fuel economy tolerance
3.7.4 Setting the fuel price
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Chapter 4
Basic reporting using the XL Fuel Manager software
4.1 Creating reports that can be opened in Microsoft Excel
4.1.1 Fleet Report
4.1.2 Vehicle Report
4.1.3 Driver Report
4.1.4 Tank Inventory
4.1.5 Flagged Notifications
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Chapter 1
1.1 Introduction
The XL Fuel system is a cost effective, reliable standalone solution for providing
secure access to a fuel dispenser. The system assists to control theft, manage fuel
costs and eliminate loss and wasted fuel.
The XL Fuel system has been designed to avoid the problems that have been
observed over a fifteen year period with fuel systems that operate using a central
controller. These centrally controlled systems use wired cables between the
pumps and the controller to provide communications. By having a cable system
the devices are exposed to the environment and more importantly are vulnerable
to lightning strike problems.
The XL Fuel stores each transaction at the fuel pump recording the time, date,
vehicle data, user data and liters dispensed. After every transaction an upload is
made to an FTP server file. When the XLFuel Manager program is run the data is
downloaded into the local database file.
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XL FUEL OVERVIEW
1.2 The XL Fuel Management System
The system comprises:
User tags
Vehicle tags
A supervisor tag
A download tag
A tag programmer
One or more XL Fuel units
A USB Flash drive
The XL Fuel manager database software.
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1.3 The different tags used in the system
figure 1
The four different tags used with the FMS.
Vehicle tags are intended for use with a particular vehicle to monitor the
activity of that vehicle.
User tags are intended for the use of the driver of one or many vehicles to
monitor who used the fuel dispenser.
A supervisor tag is the main control tag and should ideally be locked away
unless there is a need to make changes by a designated person.
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A download tag is similar to the supervisor tag, however, it has limitations in
that it can only authorize disabling tags, re-enabling tags, enabling and
disabling external sites and downloading transactions.
The fuel access can be controlled by four methods:
1. The system may be setup to only require a vehicle tag to start fueling (with
an optional odometer).
2. The system may be setup to require a vehicle tag and a user tag to start
fueling “for accountability” (with an optional odometer).
3. The system may be setup to require a vehicle tag and a pin code to start
fueling (with an optional odometer).
4. The system may be setup to require a vehicle tag and a user tag to start
fueling where either one of the tags can require a pin code or both tags can
require a pin code (with an optional odometer).
These options are setup while the tag is being programmed. This is done using the
XL Fuel manager software with the USB tag programmer. A retailer may request
for their tags to be programmed or, alternatively, they may purchase a
programmer in order to have full control over the tags. It is our recommendation
that the user purchases a tag programmer.
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1.4 The tag Programmer
figure 2
The tag programmer is a USB device for programming the tags. The
programmer is used in conjunction with the XL Fuel manager software.
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1.5 The XL Fuel Unit
XL Fuel
Tag
Intrinsically safe design
enclosure
LCD display prompting the operator
and manager with the system functions
and displaying the liters dispensed
Dallas tag point for vehicle
identification and fuelling
authorisation
Memory stick used to recover the
transactions which are viewed with
an excel spread sheet
Key pad to enter the odometer and pass code
for the driver (optional) which is linked to the tag.
It is also used to block lost or stolen tags.
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Figure 3 Graphical Representation of the XL Fuel unit
Controls access to the fuel dispenser via the tags.
Enables and disables external tags from other site addresses.
Enables and disables any tag according to its unique ID number (GUID)
Counts the liters pumped
Is used to record the odometer/hour meter readings
Stores the transactions until the user downloads the data to a USB flash
drive.
Store a back-up of the last 1300 transactions
1.6 The XL Fuel Manager Software
Download the transactions
Imports the backup transactions from the flash drive.
Calculates the fuel economy
Creates reports for any vehicle or user
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Chapter 2
The XL FUEL UNIT
2.1 Using the XL Fuel Unit
2.1.1 Fueling a vehicle
On a digital fuel dispenser operating with vehicle tags only
Lift the nozzle
Present the vehicle tag
If required enter an odometer reading
If required enter a pin code
The motor will start and the fuel can be dispensed
When the fueling has been completed, return the nozzle and the
transaction will end
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On a digital fuel dispenser operating with vehicle tags and user tags
Turn the start switch the on position
Present the vehicle tag
If required enter an odometer reading
If required enter a pin code
Present a user tag
If required enter a pin code
The motor will start and the fuel can be dispensed
When the fueling has been completed, return the nozzle and the
transaction will end
On a mechanical fuel dispenser operating with vehicle tags only
Turn the start switch the on position
Present the vehicle tag
If required enter an odometer reading
If required enter a pin code
The motor will start and the fuel can be dispensed
When the fueling has been completed, return the nozzle
Return the start switch to the off position to end the transaction
On a mechanical dispenser operating with vehicle tags and user tags
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Lift the nozzle
Present the vehicle tag
If required enter an odometer reading
If required enter a pin code
Present a user tag
If required enter a pin code
The motor will start and the fuel can be dispensed
When the fueling has been completed, return the nozzle
Return the start switch to the off position to end the transaction
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2.2 For the Fuel System Manager
To access the inner workings of the XL Fuel unit, the supervisor tag will give full
control over all the units’ setup. The flash tag is intended for the individuals doing
the transaction downloads. The flash tag can be used to change setup parameters
to block tags from being used as well as enter tank dip info.
2.2.1 Transaction download
To download the transactions, either the flash tag or the supervisor tag may be
used. It is suggested that the supervisor tag should be locked away for safe
keeping and only used in case of an emergency situation where the configuration
setup may need to be changed. For example: in the case of a truck with two tanks
the pump may be switching off before the attendant can reach the opposite tank,
this would require the “Timeout delay” to be increased. Any changes made with
the supervisor tag must be instructed by Protronic, the makers of the XL Fuel
Management System.
By presenting the flash tag the following menu is given with three options.
1->DOWNLOAD TO FLASH
2-> DOWNLOAD BACKUP
3->TAG/SITE CONTROL
4-> TANK WET STOCK
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If 1 is pressed on the XL FUEL keypad, then the USB V DRIVE will boot up,
requesting for the flash drive to be inserted by sliding open the window on the
bottom of the XL FUEL unit. The failed GSM transactions that are on the device
will now download and the unit will reply with a few bleeps to indicate when it is
safe to remove the flash drive. The file on the flash drive is a comma separated
value file and will have the name “xlfuel.csv” If it takes more than 45 seconds to
insert the flash drive then the XL FUEL unit will reply with “Device not detected”.
If 2 is press on the XL FUEL keypad, then the USB V DRIVE will boot up, requesting
for the flash drive to be inserted by sliding open the window on the bottom of the
XL FUEL unit. This download will take approximately 15 minutes as the last 1500
transactions will be downloaded. The line below is an example of one transaction
stored on the flash drive as in comma separated format “csv” which can be
opened with Microsoft Excel.
2.2.2 Tag control
Present the flash tag to get the menu
1->DOWNLOAD TO FLASH
2-> DOWNLOAD BACKUP
3->TAG/SITE CONTROL
If 3 is pressed on the XL FUEL keypad, a new menu will be displayed
1-> TAG CONTROL
2-> ENABLE A SITE
3-> SUSPEND A SITE
4-> Use a 3 Tag System
To disable or to re-enable a tag on a system unit press 1 on the keypad. A new
menu with two options appears. Press 1 to suspend a tag or 2 to enable a tag.
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1-> SUSPEND A TAG
2-> ENABLE A TAG
# EXIT
If 1 is pressed to suspend a tag, the unit will require the GUID (Global unique
identity) for the tag that has to be removed. This set of six numbers is found in the
XL Fuel Manager Program under “view tags” where the GUID is given for all the
tags in the system. By keying in each of the six values of the GUID from left to
right, the tag will be disabled.
If 2 is pressed to re-enable a tag, the unit will require the GUID (Global unique
identity) for the tag that is to be removed. This set of six numbers is found in the
XL Fuel manager program under “view tags” where the GUID is given for all the
tags in the system. By keying in each of the six values of the GUID, from left to
right, thus that tag will now be re-enabled.
2.2.3 SITE CONTROL
Present the flash tag to get the following menu
1-> DOWNLOAD TO FLASH
2-> DOWNLOAD BACKUP
3-> TAG/SITE CONTROL
# EXIT
Press 3 on the keypad to get the following menu
1->TAG CONTROL
2-> ENABLE A SITE
3->SUSPEND A TAG
# EXIT
To enable external sites press 2 and enter the site number
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To disable external sites press 3 and enter the site number
2.2.4 System setup
By presenting the supervisor tag and pressing 3 on the keypad the system setup
option is selected.
1->TRANSACTIONS
2->TAG/SITE CONTROL
3->SYSTEM SETUP
4->TANK WETSTOCK
2.2.5 Tank Level Input
By presenting the flash tag the following menu is given with four options.
1->DOWNLOAD TO FLASH
2-> DOWNLOAD BACKUP
3->TAG/SITE CONTROL
4-> TANK WET STOCK
If 4 is pressed on the XL FUEL keypad, the user will be prompted to enter the
Tank Level
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Fuel Drop
The tank level is the level on the dip stick and the Fuel drop is if the level was
taken after a fuel delivery, this information is then uploaded to the FTP server and
used to give a theoretical estimate as to how much fuel is in the tank depending
on the accuracy of the measurement made and keyed in.
2.2.6 Setting the date and time
After having presented the supervisor tag and pressed 3 a new menu appears
1 SET TIME/DATE
2 SET SITE ID
3 SETUP PUMP
4 Options
Press 1 on the keypad to set the time and date
PLEASE SET IN ORDER
HH:MM DD, MM, YY
ONLY >> 24 HOUR TIME
Example press 11 35 29 04 10
Resulting in 11:35 29/ 04/ 10
If a mistake is made, press * ,allowing the person to re – enter the time and date.
Once the time and date has been entered an new screen will appear.
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Press # to exit
Press * to re –enter
If the entry was correct, press the # key, otherwise press the * key to re-enter the
time and date.
2.3 Set the pump
Main settings menu
1 SET TIME/DATE
2 SET SITE ID
3 SETUP PUMP
4 Options
Press 3 on the keypad to setup the pump
2.3.1 Pump setup
1 PUMP NUMBER
2 PUMPS PER TANK
3 TIMEOUT DELAY
4 FUEL TYPE
Pressing 1 will set the pump number if there are multiple pumps (Default 1)
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Pressing 2 will allow you to enter the number of pump connected to a tank.
(Default 1)
Pressing 3 will allow changes to the timeout of the pump in the event of the
nozzle not being returned. (Default 3 90 Seconds)
Pressing 4 sets the fuel Type (Default 1 Diesel)
2.3.2 OPTIONS
Options sets up various XLFUEL options
Pressing 4 on the setting menu will go to the options menu.
1 Transaction Count
2 Power Save Set
3 Setup FTP
4 Set Site PIN
Pressing 1 will enable or disable counting the transaction number uniquely
Pressing 2 will enable low power mode for battery operated systems on
trailers
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Pressing 3 will Setup the FTP settings.
1 FTP Enable
2 FTP Disable
3 Setup FTP
FTP ENABLE AND DISABLE ARE FOR REMOVING THE GSM UPLOAD
Pressing 3 (This calls for the flash drive with the correctly typed ftp data
saved to ftp.txt on the flash drive. This is further explained in Chapter 3
Pressing4 will setup the site pin. If the pin is set to 0000 then the pin is not
required for fuel transactions.
2.4 Cleaning the unit
Use a damp cloth to wipe the unit. Do not use a high pressure cleaner
as the device was only built to withstand the elements, not brute force water
power.
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Chapter 3
THE XL FUEL MANAGEMENT SOFTWARE
3.1 The XL Fuel Manager Dashboard
The dashboard gives the user a visual representation the transactions that are
taking place on a daily basis with notifications to bring attention to possible
problems that have been calculated.
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Figure 4
Figure 4 shows the home screen of the XLFuel Manager program. The top grid
displays a live view of the transactions taking place where the screen can filter
transactions by date. The lower grid is used to catch the poor economy
performing vehicles. The estimated tank level is shown on the right in green and
the highest transaction number is shown below.
3.2 Programming the tags
3.2.1 Programming vehicle tags
The options selected when programming the tag data will affect the way in which
the fuel transaction is processed.
Using the XL-Fuel Manager software on the right click on the “Tag Control” button.
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Figure 5 Programming a vehicle tag
Before programming it is essential that the programmer is plugged in to a USB
port and that a port has been selected next to the “1” Port Button.
Entering the data from the top to bottom, the person programming the tag will
have to know information about the vehicle.
The “tag number” is just the value chosen for that particular tag between 0
to 9999
The “vehicle ID” can be the number plate or the vehicle name or type.
The “fuel type” ensures that the vehicle can only be filled with the correct
product.
The “security code” option assigns a pin code to the tag thus that pin will be
required to start the fuel pump. The pin code can be setup during program
time or the code can be left as 0000 and the user will have to enter his pin
code option when they use the tag for the first time.
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The “require a user tag” option assigns a driver tag to the vehicle tag thus
the system will know the name of the person using the vehicle.
The “require an odometer” option if selected will need the operator to
enter the odometer reading. This allows the XL Fuel Manager software to
calculate the economy to notify the manager of any errors.
The expected fuel economy for that vehicle can be entered below.
The “fuel limit” option will only allow the fuel pump to dispense a set
amount of liters.
The “fueling window” option controls the time of day when that tag can be
active to allow fueling to take place.
When all the options are selected left click “Program” to program the tag. The text
status will change to programming complete.
3.2.2 Programming driver tags
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Figure 6 Programming a user tag
The “Driver tag number” is just the value chosen for a particular tag from 0
to 9999
The “NAME” is the operators details.
The “security code” option assigns a pin code to the tag thus that pin will be
required to start the fuel pump. The pin code can be setup during program
time or the code can be left as 0000 and the user will have to enter his pin
code option when they use the tag for the first time.
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When data has been entered, click “Program” to program the tag and wait for the
status to change to “Programming Complete.
ATTENDANT TAG
To create an attendant tag the user name must be prefixed with “ATT”, Then Name.
Figure 7 Make an Attendant Tag
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3.3 View the tank dip levels
Click on the “Tank levels” option.
Figure 8 Tank dip level entries
The Tank levels are keyed in at the dispenser and can be viewed by date filtering.
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3.4 How to import transactions
On the home tab select import transactions; if the USB memory stick which has
the transactions download from the XL Fuel unit is plugged into a USB port, by
clicking on “import”, the status text will change from idle to import. The
transactions will be imported to the database. If any transactions already exist
they will not be added to the database.
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3.7 The XL FUEL Manager program settings
3.7.1 Settings
Figure 9
The above figure allows the user to configure the program to work according to their
requirements. It should be used with great understanding of the changes made.
All the parameters can be set clicking the Apply Settings button.
Click “Delete Notifications” button to remove all notifications from the database.
3.7.2 SERVER SETTINGS
To change the server settings the format is as shown above.
Host can be the name or Domain IP followed by the folder.
UserName is the ftp USERNAME credential.
Password is keyed in below as the PASSWORD credential (this text box’s text is not
visible) When changing the password first select the whole text box or once you have
clicked the mouse in the textbox press “CTRL + A” together and then press delete to
clear it before typing in the new password.
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If the FTP details are changed at the PC then they also need to be setup on the XLFUEL
Unit. This is done by using the flash drive and saving a txt file called “ftp.txt” using note
pad with the following format.
=50641620:********@ftp.protronic.co.za/XLFUEL/______________________________
=USERNAME:PASSWORD@ftp.servername/folder/_______________________________
The file must start with “=” sign then username then “:” followed by the password then
“@” followed by the server name and folder “/” followed by a lot of underscores to
make the file greater than 100 bytes in size.
This is not a simple procedure and the above procedure must be followed with care. It
may be of value to contact someone at Protronic for guidance.
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3.7.3 Economy Settings
The economy is usually calculated in km/l and the can be converted to l/100km
if required.
Economy Variance
Economy percentage variance will flag the vehicles setup value by a percentage.
Flag poor economy
If the Flag poor economy is set to a value above 0 any vehicle that performs worse than the
specified amount will be flagged. This is mostly used for a fleet of similar vehicles.
3.7.4 Setting the fuel price
A price can be set for the fuel for each of the products, thus when creating reports
a final costing analysis can be done.
Figure 10
The fuel cost will be calculated according to the fuel price set. Future dated prices
can be input to change the price at for a future date; once that date has been
reached the prices will be subject to the future price.
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Chapter 4
Basic reporting using the XL Fuel Manager Software
4.1 Creating reports that can be opened in Microsoft Excel
The transaction history in home is just a record to view all the transactions. To
make use of this data, click on “Reports”.
Figure 11
In reports there are five tabs that each will give separate reports.
The report can be filtered to only give transactions over a date range specified.
4.1.1 Fleet Report
The fleet report gives a grouping of all the transactions from filtered by date where the
vehicle are grouped, thus all the transactions for a vehicle are lumped together and then
after follows all the transactions by the next vehicle. Click export and the transactions will
open in excel.
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4.1.2 Vehicle Report
The vehicle report will give all the transactions for a chosen vehicle. Click export and the
transactions will open in excel.
4.1.3 Driver Report
If the vehicles are used with driver tags then a report can be generated for a particular
driver. Click export and the transactions will open in excel.
4.1.4 Tank Inventory
The tank report will give all the tank dips recorded at the pump for the date range specified.
Click export and the transactions will open in excel.
4.1.5 Flagged Notifications
The notifications report gives all the flagged poor vehicle economy transactions for a
specified date range. Click export and the transactions will open in excel. The notifications
can be deleted in settings.
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Trouble Shooting Tips
If the XLFuel unit appears to have any problem, start by switching off the power for up to 5
minutes and then switch on again ensuring the unit reboots.
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XL Fuel
Proudly South African
Jody and Christopher of PROTRONIC
Enquiries: Protronic: Jody Hodson (083 377 7253) Christopher Hodson (073 632 9856)
jghodson@iafrca.com or chrishodson@iafrica.com
