Fuel Purchases

Process Demonstration

Executive Summary

This screen enables the creation, editing, and deletion of fuel purchase vouchers within the fuel station management system. Operators can enter purchase details, save them as vouchers, modify existing vouchers, and remove vouchers from the system as needed.

Business Purpose

The Fuel Purchases screen facilitates accurate recording and management of fuel purchase transactions from suppliers. It supports operational and financial tracking by creating detailed purchase vouchers that include supplier information, fuel product details, quantities, and costs.

Operating Procedure

1. Access the Fuel Purchases screen at /transactions/purchases.
2. To create a new purchase voucher:
   • Click New Purchase.
   • Enter the purchase Date.
   • Select a Supplier from the supplier dropdown.
   • Enter the Reference Number for the transaction.
   • Optionally, add any Remarks related to the purchase.
   • Choose the fuel product tank under Products.
   • Enter the purchased quantity in Litres.
   • Fill in the purchase Rate per litre.
   • Click Save Purchase to store the voucher.
3. To edit an existing voucher:
   • Identify the voucher in the purchase list.
   • Click the Edit button associated with that voucher.
   • (Note: Editing fields may be temporarily unavailable; ensure UI is responsive before making changes.)
   • Apply necessary changes and click Update Purchase.
4. To delete a voucher:
   • Locate the voucher in the purchase list.
   • Click the Delete button for the voucher.
   • Confirm deletion by clicking Yes, Delete in the confirmation prompt.
   • Wait for the system to complete the removal.

Required Inputs

• Date: The date of the purchase transaction (format YYYY-MM-DD).
• Supplier: Select an existing supplier from the dropdown list.
• Reference Number: A unique reference identifier for the purchase.
• Remarks: Optional textual notes about the purchase.
• Products / Tank: The fuel storage tank from which the fuel is acquired.
• Litres (Quantity): The volume of fuel purchased.
• Rate: The cost per litre of the fuel.

Validation Rules

• The Date field must be a valid calendar date.
• The Supplier must be selected; it cannot be left empty.
• The Reference Number must be provided and non-empty.
• Products must be associated with a valid tank selection.
• Litres (Quantity) must be a positive numeric value.
• Rate must be a positive numeric value.
• Save and update actions are only enabled when all required fields meet validation criteria.

Expected Results

• Upon saving a new purchase, a unique voucher number is generated and displayed in the purchase list.
• Editing an existing voucher updates the respective details in the list without creating a duplicate record.
• Deleting a voucher removes it from the purchase list without affecting other records.
• Confirmation prompts appear prior to deletion to prevent accidental data loss.

Exception Handling

• If a required dropdown or input field fails to load or respond, retry the action after verifying network and system status.
• If editing fields are unavailable or do not load within the expected time, defer editing until the system is fully responsive.
• Confirm deletion prompts must be responded to; lack of confirmation prevents voucher removal.
• Any failure during save, update, or delete operations should trigger user notification with relevant error messages to allow corrective action.

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