What is Petrol Pump Management Software?
Managing back end functions at a petrol pump is a cumbersome task. From billing to accounting, deep meter reading, and sale & purchase, all need to be managed on a day-to-day basis to ensure a profitable fuel selling business.
Petrol pump owners often complain about shrinking profit margins with increasing competition. Further, the higher cost of operation and the cumbersome petrol pump excel sheet are the major concern for them. There is not much to differentiate in terms of the product, and they are completely dependent on improving their service level.
To compete in the market, petrol pump owners need right tools of the trade i.e. petrol pump management system. Manually performing all petrol pump operations will not serve the purpose, as it’s error-prone and time consuming. With the use of a petrol pump software, employees can manage daily shift and cash tally. The sale of high speed diesel, petrol, lubricants, etc. can be handled efficiently with petrol pump solution. Also, petrol pump owners can track dip reading & pump meter reading and have a better control over these.
Who Needs Petrol Pump Management Software?
A petrol pump management software in India is an ideal solution for those who want to enhance their fuel business and get consistent profit margins. Designed using the latest technology, top petrol pump software is ideal for petrol pump managers and staff to ensure simple and easy work flow. Top petrol pump management system can provide complete insight into the inventory, profitability and cash flow.
It helps Indian petrol pump owners maintain the accounts related to inventory, and organize their fuel station activities at just a fingertip. Further, the sales staff can handle details related to sales and purchase with accuracy to ensure nothing slips through the crack. No matter, you are running a petrol pump in a big city or a small town, petrol pump management solution is important to discover growth opportunities.
Why You Need Petrol Pump Management System?
A petrol pump software in India can help you improvise your service level. This is what you want to stand apart from your competitors! As you know, quality and quantity matter the most to a customer walking into your fuel station. To maintain the trust of your customers, you cannot compromise on any of these factors. So, petrol pump management solution becomes even more important. It can help you with fuel stock management, petrol pump accounting in Excel, billing, dip calculations, machine reading, etc. Fuel management software also provides facilities to manage multiple tanks and fuel dispensing nozzles. Purchase, sales and receipts for multiple shifts can be recorded and shift register can be consolidated for the day.
Modules in Petrol Pump Management Software
Most used petrol pump management systems in India are especially designed for petrol pumps to manage their credit sales, vehicle details, nozzle wise daily cash sale and testing. It covers all day-to-day activities at a fuel station in terms of meter reading, fuel shrinkage system, accounting, reporting, and so on. Here’re some of the essential modules of petrol pump management solution:
Meter Reading System: Dip reading and pump meter reading are important functions of any fuel station. This module is used to track the fuel sale with every transaction and shift wise total sales. It also considers fuel loss due to evaporation or theft. Evaporation threshold varies from one location to another depending upon the average temperature. A petrol pump management system can be used to keep tabs on fuel sale and manage testing & handling loss and evaporation loss entries.
Credit Sale: Petrol pumps customers pay in both ways, cash and credit. Making credit sale entry along with tracking challan number and vehicle details, and handling nozzle wise credit sales are easier with a petrol pump billing software.
Shift System: Petrol pump dealers employ people on a shift basis and give wages according to the number of shifts worked and their competency in providing high quality service to customers.
Shift/ daily Income Report: Top petrol pump software can help the owners in fetching the shift wise and daily basis income accurately. Income report is generated in terms of opening stock, dealer commission, fuel sale (total) & the actual sale (considering evaporation) and operating expenses.
Fuel Shrinkage System: An effective fuel shrinkage system is important to monitor the dispensing of fuel using fuel cards and track fuel loss due to evaporation. Also, fuel theft at the time when the tank is decanted can be controlled.
Sales & Purchase Reporting: Daily shift sheet and cash tally can be tracked with petrol pump system software. Also, a fuel management software assists in tracking compartment wise purity along with managing the tank stock.
Fuel Stock Management: Tank wise stock of high speed diesel (HSD), motor spirit (MS) and other products can be handled using petrol pump management system. It allows you to maintain fuel inventory at the best level with the help of stock ledger, stock valuation reports.
Accounting Management: The accounting management module of fuel management software helps in managing ledger, journal book, cash book, voucher entry and printing. Also, daily transaction summary and outstanding payable and receivable can be generated with petrol pump accounting software.
Features in Petrol Pump Management Software
Petrol pump owners have to manage the fuel stock as well as look after the process of billing and accounting. And, with the scarcity of skilled resources, managing all these processes profitably becomes difficult for petrol pump owners. An effective tool to solve these challenges is petrol pump system software with these essential features:
Party Wise Vehicle Master: Petrol pump software online enables its users to store multiple vehicles of a party seamlessly. This way, vehicle details can be recalled easily at the time of credit sales entry.
Create Multiple Organizations & Financial Year: Best petrol pump management software enables the user to carry forward the closing balance from one financial year to another.
Rate Master: This feature is useful to keep track of fuel rate on different dates and across different locations. By keeping track of rate fluctuations in a given period for a specific location, petrol pump owners can have a better control over profit margins.
Tanker Movement Tracking: Using the best petrol pump software, you can track the tanker movement to prevent the theft of fuel. Also, the fuel consumption by tankers and their location can be tracked with the use of top petrol pump management software. And, if you want to maintain your fuel stock at multiple locations, that too is possible.
Nozzle Wise Daily Sale: With nozzle-wise daily sales report, petrol pump owners can track sales from each nozzle. It can also help in calculating the sale of all types of fuel from separate nozzles.
Vehicle Wise Sales Report: Petrol pump owners also need to understand the source of revenue – Whether they are getting more traffic from two wheelers or four wheelers. Among four-wheelers, the demand can vary between HSD & MS.
Pending Challan Report: You can derive customer wise/product wise challan report with a petrol pump management tool. Pending challan reports can also be viewed easily to maintain accountancy reports and send remainder messages to customers. Also, there can be vehicle wise challan entry to prevent confusion.
Advantages of Petrol Pump Management software
Efficient Financial Management: From voucher entry to day balance and party wise balance, all inventory needs can be handled with a petrol pump software. You can also maintain profit & loss account and balance sheet in a hassle-free manner. Not to forget negative cash and stock reports, everything is possible with fuel station management software.
Complete Inventory Control: Top petrol pump management system helps in reducing fuel loss with effective meter reading and dip reading. Monthly sales reports can be generated and tank stock details can be maintained automatically. You can also manage pump machine readings with fuel management software.
Hassle-Free Billing: You can maintain vehicle wise billing in a periodic manner with petrol pump management software. All other types of billings like item wise billing, party wise billing, transaction wise, and cash/ card wise billing become easy and efficient with petrol pump software. Billing can be performed on monthly, weekly and fortnightly basis as per your business requirement.
Extensive Reporting: This useful module of petrol pump software helps in efficient stock reporting by keeping tabs on item wise closing stock. Further, all types of sales reports, be it Party/ Item wise or Item/ Party wise can be generated using petrol pump management software. You can be on top of purchase challan register with every analytic detail available readily.
Facility to Create Multiple Tanks: CNG pump software makes it possible to manage multiple fuel stations through a centralized platform. From managing multiple fuel dispensing nozzles to fleet management and tank storage, all can be handled with a petrol pump software.
FAQs Around Purchasing Petrol Pump Management Software
Q. Petrol pump management software are available online or offline?
A. Most of the petrol pump software in the market are available offline except a few. Depending upon your requirement, you can opt for the most suitable option.
Q. Can I get petrol pump software for multiple users?
A. You can take this software for single user or multiple users, depending upon your fuel station’s needs. However, you need to pay extra depending upon the number of users.
Q. Is there any other cost associated with petrol pump software?
A. The cost of a petrol pump management tool depends on the number of users and customization needs. Also, you need to pay the annual maintenance charge (AMC), which is not quite high.
Q. Is credit sale maintenance possible?
A. Yes, top petrol pump solution provides the credit sale maintenance facility.
Q. Is the message facility available? What is the cost?
A. You can send messages to your customers for payments at the minimal charge of 10-20 Paisa per message.
Q. Is there any mobile app to manage petrol pumps?
A. Recently, some petrol pump software vendors are coming up with mobile apps to help petrol pump owners manage their fuel stations on the go. To know more, feel free to contact us.
Q. Can I manage multiple petrol pumps with a single software?
A. Yes. But each petrol pump will be counted as a separate license.
Q. Can I access the software from anywhere and generate reports?
A. It’s not possible with the offline version. However, you can schedule reports on an email address, and those will be shared automatically.
Ready to invest in a petrol pump solution? Here’re a few things you need to consider before making the final purchase. Else, you will end up buying a petrol pump management software that doesn’t serve your purpose.
Define the Need
The first step to buying a petrol pump software is assessing your specific business needs. Depending upon your specific needs, you can look for customized solutions with selective features and modules.
You can also perform internal assessment with your petrol pump staff to know what modules they require. Are there any particular operational challenges they are dealing with? Accordingly, you can choose the best petrol pump management software that is customized especially for your fuel stations.
Budget Constraint, If Any
Multiple options of cost-effective petrol pump management software are available at different price models. Depending upon the number of users, the price will change. Also, you need to buy licenses depending upon the number of petrol pumps you are managing right now. If you opt for monthly/ yearly subscription, you can save a considerable amount.
Opt for petrol pump management software domo or trial versions, if available, check if free demos or trial versions are available. This is especially useful, as you cannot make a significant investment in the software without knowing it inside out. Invest in a petrol pump management software only if it fits the bill and offers the modules you want.
User Experience (UI)
UI plays an important role when it is about choosing the right petrol pump management software. The software you choose must provide user-friendly features. It will help you use it seamlessly and generate sales and stock reports quickly.
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