Responsible for reviewing, analyzing, and researching unmatched or missing fuel transactions and providing timely resolution to prevent revenue loss, inventory discrepancies and delayed billing. Ensure that all fuel (paid for or lifted from the company owned inventory) is accounted for so revenue is collected from recipients in a timely manner.
Additionally responsible for monitoring all retail locations (including dealers) and their inventory over/short; ensuring all sales, deliveries and stick readings are posted timely and properly by several integrated systems and processes.
The ongoing inventory review and supporting documentation will support the monthly accrual process for recoverable variances and has a direct impact on the daily margin reporting process.
- Research daily eBOL data, fuel orders, and unreconciled vendor invoices to identify missing loads and enter those into the system. Ensure all fuel purchases are accounted for.
- Resolve issues and work to get unmatched/missing orders into the system and billed.
- Work with terminal operators, carriers, Supply and Distribution and Fuel Accounting and leverage truck geo tracking (Samsara) and internal dispatch software to account for and resolve unmatched loads of fuel.
- Maintain No Loads Trackers and support various fuel accounting teams in ensuring their research items are handled timely (keeping all loads below 90 days aging)
- Work with Transaction Assurance daily, notifying them of missing loads due to validation issues or missed validation.
- Daily updates to the Delivery Confirmation team of missing paperwork by drivers/carriers.
- Update Order Entry team of loads needing to be created and monitor the order entry tracker.
- Perform monthly 90-day reviews of all retail/dealer sites and document the reason for variances +/- 300 gallons (fluctuates depending on store volume).
- Understand and identify over/shortage trends and determine if a potential driver/carrier/terminal theft issue exists; provide appropriate research findings to support moving forward in collecting funds for missing fuel inventory.
- Maintain inventory to an acceptable level by correcting loads & other issues as needed.
- Assist in monthly accrual determinations by valuating recoverable amounts based on inventory research.
- Monitor and address orders on credit/rebill tracker for retail loads.
- Monitor store opening/closings and ensuring beginning and ending inventory activity is properly accounted.