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User Manual

WebFAS Portal User Guide

Complete guide for petrol station owners and managers

Table of Contents

Getting StartedDashboard OverviewStation ManagementTransaction TrackingFuel Stock ManagementPTS Device ControlLoyalty ProgramReports & AnalyticsSettings

Getting Started

Account Registration & Login

  1. Visit the WebFAS Portal homepage and click "Register"
  2. Fill in your company details: name, address, contact information
  3. Create your admin user account with email and secure password
  4. Verify your email address through the verification link sent to your inbox
  5. Log in using your email and password

Screenshot placeholder: Login page with email/password fields

First Time Setup

  • Complete your company profile in Settings → Company Settings
  • Add your first petrol station with location details
  • Register your PTS (Point of Sale) devices
  • Set up initial fuel stock levels and pricing
  • Configure user roles and permissions for your team

Dashboard Overview

The dashboard is your central command center, providing real-time insights into your petrol station operations.

Key Statistics Cards

  • Active Stations: Total number of operational stations
  • Today's Revenue: Real-time daily sales figures
  • Fuel Volume: Total liters sold today
  • Active Alerts: Urgent notifications requiring attention

Interactive Charts

  • Fuel Stock Levels: Visual representation of tank levels
  • Sales Trends: Graphical view of sales patterns
  • Station Performance: Comparative analysis charts

Screenshot placeholder: Dashboard overview showing stats cards and charts

Station Management

Adding a New Station

  1. Navigate to "Stations" from the sidebar menu
  2. Click the "Add Station" button
  3. Fill in required details:
    • Station name and location
    • Address, city, and GPS coordinates
    • Contact information
    • Tax ID and regulatory details
  4. Save the station information

Station Management Features

View & Edit

  • Update station details
  • Modify location information
  • Change operational status

Monitor Status

  • Online/offline status
  • Device connectivity
  • Performance metrics

Screenshot placeholder: Stations list with add/edit functionality

Transaction Tracking

Monitor all fuel sales transactions across your stations in real-time with comprehensive filtering and export capabilities.

Transaction Information

Each transaction record includes:

  • Transaction ID and timestamp
  • Fuel type (Petrol, Diesel, Kerosene)
  • Quantity in liters
  • Price per liter
  • Total amount
  • Station and pump information
  • PTS device details
  • Receipt number

Filtering & Search

  • Date Range: Filter transactions by specific time periods
  • Station Filter: View transactions from specific stations
  • Fuel Type: Filter by petrol, diesel, or kerosene sales
  • Amount Range: Search by transaction value ranges
  • Export Options: Download filtered data as PDF or Excel

Screenshot placeholder: Transaction list with filters and export options

Fuel Stock Management

Setting Up Fuel Tanks

  1. Go to "Fuel → Fuel Stock" in the dashboard menu
  2. Click "Add Fuel Stock" to register a new tank
  3. Select the station and fuel type
  4. Enter tank specifications:
    • Total capacity in liters
    • Current fuel level
    • Low stock alert threshold
  5. Save the tank configuration

Stock Monitoring & Alerts

Visual Indicators

  • Green: Normal stock levels (>50%)
  • Yellow: Medium stock (20-50%)
  • Red: Low stock (<20%)

Automatic Alerts

  • Email notifications for low stock
  • Dashboard alerts and notifications
  • Critical stock level warnings

Stock Updates

Keep your fuel stock levels current:

  • Manual Updates: Enter new stock levels after deliveries
  • Bulk Updates: Update multiple tanks simultaneously
  • Historical Tracking: View stock level changes over time
  • Delivery Recording: Log fuel deliveries with quantities

Screenshot placeholder: Fuel stock dashboard with tank levels and alerts

PTS Device Control

PTS (Point of Sale) devices are the terminals at your petrol pumps. Monitor and control these devices remotely through the portal.

Device Registration

  1. Navigate to "PTS Devices" in the menu
  2. Click "Add Device" to register a new terminal
  3. Enter device information:
    • Unique PTS ID (provided with device)
    • Device name/location
    • Model and firmware version
    • Assign to specific station
  4. Configure connected pumps and fuel types

Device Monitoring

Status Indicators

  • Online: Device connected and operational
  • Offline: Device disconnected
  • Maintenance: Under maintenance
  • Error: Device reporting errors

Device Information

  • Last seen timestamp
  • Firmware version
  • Connected pumps count
  • Transaction volume

Device Management Actions

  • Remote Configuration: Update device settings remotely
  • Firmware Updates: Push firmware updates to devices
  • Pump Control: Enable/disable specific fuel pumps
  • Price Updates: Send new fuel prices to devices
  • Diagnostics: Run device health checks

Screenshot placeholder: PTS device list showing status and controls

Loyalty Program Management

Loyalty Cards

Manage customer loyalty cards and point systems:

  • Issue Cards: Generate new loyalty cards for customers
  • Track Points: Monitor customer point balances and transactions
  • Tier Management: Manage different customer tiers (Metal, Silver, Gold, Platinum, Diamond)
  • Customer Profiles: View customer information and purchase history

Coupons & Promotions

  1. Navigate to Loyalty → Coupons
  2. Click "Create Coupon" for new promotions
  3. Set coupon parameters:
    • Discount percentage or fixed amount
    • Validity period
    • Minimum purchase requirements
    • Usage limits per customer
  4. Distribute coupons to customers
  5. Track coupon redemptions and effectiveness

Screenshot placeholder: Loyalty program dashboard with cards and coupons

Reports & Analytics

Available Reports

Sales Reports

  • Daily sales summary
  • Monthly revenue analysis
  • Fuel type performance
  • Station comparison

Operational Reports

  • Inventory levels
  • Device performance
  • Transaction trends
  • Alert history

Z-Reports

Daily closing reports automatically generated:

  • Daily Summary: Total sales, transactions, and fuel dispensed
  • Station Performance: Individual station breakdowns
  • Payment Methods: Cash vs. card transaction analysis
  • Shift Reports: Performance by operating shifts
  • Export Options: PDF and Excel Report downloads

Analytics Dashboard

  • Interactive Charts: Visual representation of sales trends
  • Performance Metrics: KPIs and benchmarking
  • Forecasting: Predictive analytics for fuel ordering
  • Custom Date Ranges: Flexible reporting periods

Screenshot placeholder: Reports dashboard with charts and export options

Settings & Configuration

Company Settings

Configure your company information:

  • Company Profile: Update name, address, and contact details
  • Tax Information: Configure tax identity number accordingly
  • Branding: Upload company logo and customize appearance
  • Notification Preferences: Set email and SMS alert settings

User Management

  1. Go to "User Management → Users" to manage team access
  2. Click "Add User" to invite team members
  3. Assign appropriate roles:
    • Admin: Full system access
    • Manager: Station management access
    • Operator: Limited operational access
  4. Set station-specific permissions if needed
  5. Send invitation emails to new users

Fuel Pricing

Manage fuel prices across your network:

  • Price Updates: Set current prices for petrol, diesel, and kerosene
  • Station-Specific Pricing: Different prices for different locations
  • Effective Dating: Schedule price changes in advance
  • Price History: Track price changes over time

Screenshot placeholder: Settings page with company and user configuration options

Alerts & Notifications

Alert Types

Critical Alerts

  • Fuel stock critically low
  • PTS device offline
  • System connectivity issues
  • Security breaches

Warning Alerts

  • Low fuel stock levels
  • High transaction volumes
  • Price inconsistencies
  • Maintenance reminders

Notification Management

  • Email Notifications: Receive alerts via email
  • Dashboard Notifications: Real-time alerts in the portal
  • Mobile Notifications: Push notifications to mobile devices
  • Alert Prioritization: Configure which alerts are most important
  • Response Actions: Mark alerts as resolved or acknowledge them

Support & Troubleshooting

Common Issues

Device Shows Offline

  • Check internet connection at station
  • Restart the PTS device
  • Verify device configuration
  • Contact technical support if issue persists

Transactions Not Showing

  • Check date/time filters
  • Verify station selection
  • Ensure PTS device is properly configured
  • Check network connectivity

Stock Levels Incorrect

  • Manually update stock levels
  • Verify tank capacity settings
  • Check for recent deliveries
  • Review transaction history for discrepancies

Getting Help

  • Help Documentation: Comprehensive guides and FAQs will be added soon.
  • Video Tutorials: Step-by-step visual guides will be added soon.
  • Live Chat Support: Real-time assistance is during business hours
  • Email Support: support@webfas.co.tz
  • Phone Support: +255 656 631 106
WebFAS Portal

For additional support or questions about this user manual, please contact our support team.

Version 2.0•Last updated: Thu Sep 4, 2025