Skip to content
Fuel Relay
See demo

AFE coding · optional

Fuel coded to the right AFE as it comes in

For companies whose customers want every fuel charge on an AFE number. Add the AFEs once. Each delivery your fuelers log gets coded as it arrives, and you pick only the ones it can't sort out.

See it in the demoGet started
If you don't bill to AFEs, you can skip this. Nothing else depends on it.
The AFEs page, Not coded yet tab: entries such as a flowback tank heater and a light tower, each with the reason no AFE was picked (2 AFEs match, no AFE matches) and a Pick AFE control.The AFEs page, Not coded yet tab: entries such as a flowback tank heater and a light tower, each with the reason no AFE was picked (2 AFEs match, no AFE matches) and a Pick AFE control.The AFEs page, Not coded yet tab: entries such as a flowback tank heater and a light tower, each with the reason no AFE was picked (2 AFEs match, no AFE matches) and a Pick AFE control.

How it works

Three steps, all done in the office

Your fuelers never see AFEs. The office adds them, entries get coded as they arrive, and the reports total them.

1. Add the AFE numbers your customers give you

Each AFE has a number, which your customer gives you (if the term is new, here's what an AFE number is). You can also give it the place, equipment words like "flowback" or "generator", the contractor and the dates it covers. A blank field matches anything. Before you save, the form tells you how many submitted entries it would code.

The AFEs page, Open tab: AFE numbers with their location, keywords, contractor and dates.The AFEs page, Open tab: AFE numbers with their location, keywords, contractor and dates.The AFEs page, Open tab: AFE numbers with their location, keywords, contractor and dates.

2. Entries code themselves, and the rest wait for you

Each submitted entry goes to the one open AFE that fits it best. An entry waits in Not coded yet instead when nothing matches, when two AFEs tie, or when a fueler changes an entry you coded. It shows the reason, and you pick the AFE if you want to.

The AFEs page, Not coded yet tab: entries with no AFE yet, each with its log, place, contractor, gallons and the reason no AFE was picked.The AFEs page, Not coded yet tab: entries with no AFE yet, each with its log, place, contractor, gallons and the reason no AFE was picked.The AFEs page, Not coded yet tab: entries with no AFE yet, each with its log, place, contractor, gallons and the reason no AFE was picked.

3. Gallons per AFE for the bill

Reports › By AFE totals the gallons and entries per AFE number for any date range, including entries with no AFE yet. The contractor export includes the AFE totals.

Reports, By AFE: gallons and entries per AFE number for the month, including the gallons with no AFE yet.Reports, By AFE: gallons and entries per AFE number for the month, including the gallons with no AFE yet.Reports, By AFE: gallons and entries per AFE number for the month, including the gallons with no AFE yet.

How it decides

It never guesses between two AFEs

  • One best match, or none. An entry is coded only to the single most specific open AFE that fits it. A tie waits for you.
  • Warned before you save. The AFE form shows how many entries it would code, a few examples, and any AFE it would overlap.
  • Places spelled five ways. A location nickname makes "BR-305" and "Big Red" one place for coding.
  • Reviewed logs stay put. When you change an AFE, logs not yet reviewed get checked again. Reviewed logs change only when you use Re-run auto-match, and it shows you what would change first. An AFE you picked by hand never changes on its own.

Questions

AFE questions

Do we have to use AFEs?
No. It's there for companies whose customers want fuel charged to AFE numbers. If you never add an AFE, logs, reviews and reports work exactly the same.
Do my fuelers need to know AFE numbers?
No. Fuelers log the unit, place, contractor and gallons like always. The coding happens in the office, from the AFEs you add. The app never asks for one.
What if two AFEs could both claim an entry?
The form warns you while you type and suggests what would tell them apart, such as a keyword, a contractor or dates. Any overlap left shows on the Conflicts tab, and the tied entries wait in Not coded yet for you to pick.
What happens when an AFE closes?
Close it and it stops picking up new entries. Entries already coded to it stay coded, and you can reopen it later.
Does it cost extra?
No. AFE coding is part of the free office dashboard. You only pay for fueler seats (see pricing).

Keep reading

Related pages

See it first

Open the AFEs in the demo.

The read-only demo company has open and closed AFEs and entries waiting to be coded. Nothing you click there changes anything.

Get startedSee the demoTalk to us