Facility Level Inventory Variance Setup
Configure data sources and tank profiles for the Inventory Variance module for an individual site.
Written by Jess Hamilton
Updated at September 18th, 2024
Table of Contents
Step 1: Access
Log in and open the desired facility. Select Inventory Variance and Inventory Variance Setup in the facility menu to begin site setup.
Tip: If you're not seeing Inventory Variance options in the facility level side menu, make sure Inventory Variance/BIR is enabled on the Release Detection Setup page.
Step 2: Site Setup
Select Source
Select a Source of Inventory Variance Data from the list available.
| Option | Description |
|---|---|
| Manual Entry | All data entered will be entered manually for variance calculation. |
| BIR (*ATG Data) | Basic Inventory Reconciliation is polled from the ATG. |
| BVR (*ATG Data) | Book Variance Reconciliation is polled from the ATG. This is a typical requirement in Canada. |
| API | Custom workflow sending data from another system into Titan Cloud via API. |
| Daily Shift Totals w/ Sales & Deliveries (*File Import) |
Two separate files, typically a PDI export for sales and Axis files for BOLs. See PDI Daily Sales File Format or Non-PDI BOL Fuel Deliveries File Format. |
| Daily Shift Totals w/Sales (*File Import) and ATG Deliveries |
From PDI FIE data feed using ATG deliveries for calculations. *start and stop imported from file* See PDI Daily Sales File Format or Non-PDI BOL Fuel Deliveries File Format. |
| Daily Shift Totals w/Sales (*File Import) and BOL Deliveries |
From PDI FIE data feed using BOLs for calculations. *start and stop imported from file. See PDI Daily Sales File Format or Non-PDI BOL Fuel Deliveries File Format. |
| Perfect Gallon Standard (Meter Sales) | All data pulled from ATG but does not require BIR/BVR modules instead uses Raw Sales Data. |
| DEX/Cloud BIR | Proprietary POS integration for 7Eleven. |
| Perfect Gallon Standard (Daily Sales)* | Standard daily sales using all data acquired from ATG except sales that come from external source data feed. *start and stop comes from gauge* |
| Perfect Gallon High Definition* | Everything is coming from raw data and the refined tank chart produced by Titan. |
| Perfect Gallon Meter Sales and BOL Deliveries (*File Import)* | Alternate BOL file upload option to supplement an existing Perfect Gallon workflow. See Perfect Gallon Meter Sales and BOL Deliveries File Import Specifications. |
*Perfect Gallon options also require a Perfect Gallon Shift Number selection. Options include Shifts 1-4 or first inventory of the day.
Note: If data is being exported from PDI or another platform directly into Titan Cloud, the applicable vendor identifier must be added to the Facility Profile.
From the Facility Info screen, click the Misc Information tab and scroll down to the Data Vendor Mapping section. Click the pencil edit icon to make updates, then click Save.
Depending on the vendor or export type, individual Tanks may need to be mapped as well.
Source Effective Dates
If different sources require separate effective dates, you can click the View/Edit Effective Dates link to configure.
To add effective dates for a new source, click Add New to select a source and date.
To reset effective dates for a previously configured source, click edit.
To recalculate Inventory Variance reports based on updated effective dates, select the Recalculate Now checkmark.
Click OK to save changes.
Data Adjustment Options
You may choose to allow overrides or manual adjustments of inventory variance data.
These selections impact functionality, and determine whether the override and manual adjustment columns are available in the manual inventory entry grid.
Step 3: Profile Setup
Note: Tank profiles should only be created if the client is NOT using a Global Profile at the client level.
Toggle over to the Profile Setup tab to create profiles for each tank. Every tank configured in the facility should be set up with its own variance profile.
Select a tank from the dropdown and select Compliance or Operational as the Profile Type.
Compliance: Output is formatted to help manage regulatory obligations
Operational: Output is formatted to help optimize fuel levels and detect events like theft or leaks.
Tip: Each tank may have one compliance profile and one operational profile!
Admin Setup
Select a Period of Block or Rolling and add an Effective Date. For Units, you may select Liters, Imperial Gallons, or US Gallons. Select an Activity Template if applicable.
Variance Rules
Input values for Inventory Period in Days (7, 10, 30, or Monthly), Percent Rule, +/- Units, and select select the desired options for “Fail for Inventory Variance” and “Variance Calculated from the Larger of.”
Failure Conditions
A period will be considered failing if one or more items checked in this section are present.
Save
Click Save to confirm all settings and repeat as needed for each tank.