Setting up fuel products and per-batch conversions

Setting up fuel products and per-batch conversions

Fuel is typically sold by volume (litres), but stored and tracked by different units (barrels, tanks, cans). Usystems lets you define a base unit for each fuel product and then set a custom conversion for each batch—so one batch of petrol might convert 1 unit = 200 litres, while another might convert 1 unit = 180 litres depending on the supplier or grade.

Before you start

• You have permission to create and edit products.
• You know the base unit your fuel is stored in (barrel, tank, can, etc.).
• You have batch-specific conversion data from your supplier or warehouse.

Steps

Create a fuel product

1. Go to Products → Services or Products → Products (depending on your product type). Open in Usystems

2. Click New Product or New Service.

3. Fill in:

   • Name: (e.g., "Petrol 92", "Diesel Premium")
   • Unit of Measurement: Select or create your base unit (e.g., "barrel", "tank"). This is the unit your inventory is stored in.
   • Price: Enter your cost and selling price per unit.
   • Ref Product: Assign to "Gas Station".

4. Save the product.

Set up a per-batch conversion

When you receive fuel stock, you will record the batch and define how many litres are in each unit of that batch.

1. Go to Inventory → Inventory (or the stock receipt screen for your warehouse). Open in Usystems

2. Receive or create a new stock batch for the fuel product.

3. On the batch record, look for the Conversion or Unit Conversion field.

4. Enter the conversion: For example, if 1 barrel = 200 litres, enter 200 in the conversion field.

5. Save the batch.

Now, when you ring up a fuel sale on the POS:

• If you select Amount mode, you price by money.
• If you select Quantity mode, you enter litres, and the system divides by the batch conversion to subtract inventory in the base unit (barrels).

Accounting impact

Fuel sales post to your sales account. Inventory is tracked in the base unit (barrels, tanks, etc.); the conversion ensures that litre-based POS sales correctly decrement the physical stock.

Tips & common mistakes

• Each batch can have a different conversion from the same product—this is the per-batch conversion feature.
• If you change a batch's conversion after sales have already used it, previously recorded sales will use the old conversion (the system does not recalculate history).
• Always verify that your POS register is linked to the correct warehouse so batches are deducted from the right location.
• If a batch has no conversion set, the system treats 1 unit = 1 litre by default.