Overview: This guide will help you create contract service notes for fuel runs in Syrinx, that link the qty of diesel supplied to each item/contract in Syrinx.

I have created in your database a service type called ‘Fuel run’, and linked the fuel run to each of the items in Syrinx which could include this service. When you place an item on hire you select the rate that is applicable to the run time of the contract/ quote. This will create another line where you add the individual item supplied, and a line for fuel run.

*The charge period must always show on this fuel run as LTR. This is set as a default, and shouldn’t be changed, as it is required for the qty of the run to pull through correctly from the driver app.

Amend the description of the fuel run to include the asset number of the unit so the drivers know which item they are adding the qty of fuel too. This is important where multiple items are on the same contract/site.

If the contract/ quote does not need the fuel run you can delete this line from the quote/ contract.

*You can add the fuel run later if needed. 

The qty of the fuel run is to be 1 per item on the contract that requires this service. 

When creating a new contract, if you double click the site address or when creating a new site, there is a drop-down for route, routes will help you when creating service runs that are within a geographical area. Select the relevant route against the site address. 

*You create the route in Syrinx configuration to however you want to categorise these routes. I have left Zone 1 and Zone 2 there as an example. 

Just above the hire items, there will appear a frequency box that will default to 7, this refers to the days between each service. You can amend this to any frequency that is required for this service on this contract. *1 per week is 7, one per month is 30, twice per week I would place 2 or 3.

Once the contract is delivered, we can confirm the contract, and the fuel run due date will be determined from the on-hire date to when it is due next. 

To raise a contract service note, the creation of this run is done from the workshop tab in Syrinx. Select enter note, under contract servicing. 

It will then ask you which service due date you want to select, I always select the last day of the week I am raising the note for. You can do this in advance so you can plan your runs for the week ahead, any longer and new contracts may be missed in these runs. 

 By selecting the Route, you can then show only contracts with the route selected to make it easier to allocate for delivery runs. *The more contracts you have in the system the more you will rely on the routes. 

You can also sort by SEQ (customer name) alphabetical, or date, which is sorted by the date required for service.

Once you select inc? flag on each of the contacts you want to include in the service run, you can select OK to continue. This will put each of the sites selected into a single service note. 

Date required is to determine what day you want to make this service note pull through to the driver scheduler to allocate to a driver. And there are additional notes section where you can add notes that may be applicable to the service run. 

Included hire contracts tab shows you each of the contracts which are included in the run, by adding numbers 1-100 in the SEQ you can put them in order in how they display in the driver app (top to bottom).

This contract service note will now show in the driver schedule and is ready to allocate to a driver/ trip. 

In the contract service note tab at the bottom, drag the service note into the vehicle you wish to complete the fuel run, and allocate the trip to the driver who is in the vehicle that day.

The driver will now have the service run show in the app, in order of Seq, and they will then complete the job in the driver app. They will select each job and select the item to add the qty of fuel used to refill the machine. 

When the driver has returned with the signed paperwork or completed the mobile job (ref number will go green), the note can be confirmed on the system. Use the Open Contract Service Notes screen to go back to the amend screen, then press the Confirm button. 

*Before confirming the note, you should first exclude sites that were not (for whatever reason) visited. Confirming the note will automatically set the next reminder date on the associated contracts and log the visit on the ‘Service’ tab of the hire contract.

It will then include this service charge to the next invoice run, either end of the month or at the end of the hire.  Each re-fueling service will show as a separate line item on the contract with the date completed as the date from and to.