GallonTrackerA YudyTech product

HELP CENTRE

Task guides for running GallonTracker

Follow the guide for the task you are doing, and check its readiness label before relying on the workflow.

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Packages and pricing

30-day trial. Owner + one Shop Terminal with no Driver: ₱699 per month or ₱6,990 per year upfront. With one Driver: ₱799 per month or ₱7,990 per year; with two Drivers: ₱899 per month or ₱8,990 per year. Each further Driver: ₱100 per month or ₱1,000 per year, with no separate Shop fee.

No per-transaction charges. Optional annual service gives 12 months for the price of 10. Cancellation takes effect at the end of the paid period; expiry is immediately read-only with a 30-day export window. Support is best effort. Existing subscriptions are not automatically repriced.

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Verified current workflow

Owner setup

Establish protected Owner access before staff or terminals begin operational work.

  1. Open the station's Owner setup invitation on the intended Owner device.
  2. Create the Owner PIN and recovery details; do not share the PIN with operational staff.
  3. Sign in to the Owner Terminal and confirm the station name before configuring people or routes.

Important: If the invitation is expired or the recovery email is wrong, contact authorised support instead of creating a second Owner identity.

Verified current workflow

Station configuration

Configure the operating identity and resources that every terminal will use.

  1. Confirm the station name and Asia/Manila operating timezone.
  2. Add the real staff, vehicles, routes, and route assignments required for the station.
  3. Review Driver Terminal labels and route access before a device is handed to staff.

Important: Do not create placeholder drivers, vehicles, or routes to make a workflow appear available.

Verified current workflow

Products and prices

Owner controls configure Shop refill, new-gallon-with-water, and used-gallon-with-water prices.

  1. Use Owner controls to configure the current Shop prices.
  2. Keep delivery-customer special pricing explicit rather than changing the station-wide meaning of a gallon.
  3. Reload the Shop Terminal after an Owner price change before confirming another sale.

Important: The server recalculates every Shop sale from the current Owner-configured price.

Verified current workflow

Driver workflow

Prepare the device online, then record the physical and financial facts at each customer.

  1. Confirm the Driver Terminal is authorised, app-cached, and synchronised before departure.
  2. Choose the real driver, vehicle, route, and physical gallons loaded, then start the run.
  3. At each stop record delivered gallons, charged gallons, empties, payment outcome, amount, and required documents separately.
  4. Finish or reload the run using the control that matches what physically happened, then synchronise.

Important: Use Driver Search for an existing off-route customer; do not invent a new identity when the customer already exists.

Verified current workflow

Shop sales

The included Shop Terminal records counter refill sales under a dedicated Shop operator and device.

  1. Open the authenticated Shop Terminal.
  2. Enter a positive whole-gallon quantity and review the Owner-configured price and total.
  3. Confirm once; an unchanged retry is idempotent and Shop revenue appears once in Owner EOD.

Important: Do not use a Driver Terminal or a fictitious driver as a substitute.

Verified current workflow

Expenses

Shop Terminal records Fuel, Snacks, Supplies, and Cash Advance cash outflows with operator and time.

  1. Choose the correct category.
  2. Enter the positive peso amount and confirm it once.
  3. Review the category totals in Owner EOD without altering sales revenue.

Important: Use Cash Advance only for an advance to a named recipient.

Verified current workflow

Cash advances

Cash Advance is a distinct Shop expense classification with a required recipient.

  1. Choose Cash Advance.
  2. Enter the positive amount and recipient name.
  3. Confirm and review it separately from ordinary operating-expense totals in Owner EOD.

Important: A cash advance changes expected cash but must not rewrite sales revenue.

Verified current workflow

Gallon inventory

Driver water stock and Shop physical container stock remain separate.

  1. For Driver stock, review Available = Loaded − Delivered − Leaked/Damaged − Returned.
  2. For Shop stock, submit absolute counts for Gallons in Use, Buslot/Broken, and New Gallons.
  3. Review movement history and count discrepancies; never add a physical count as though it were a delivery.

Important: Refill sales do not deduct physical containers; bottle sales do.

Verified current workflow

Bottle sales

Shop Terminal sells New Gallon with Water or Used Gallon with Water at Owner-configured prices.

  1. Choose New or Used and enter the positive quantity.
  2. Review the configured price and container-stock impact.
  3. Confirm: New deducts New Gallons; Used deducts Gallons in Use; insufficient stock is rejected.

Important: Do not change water gallons to represent a bottle sale.

Verified current workflow

Customers

Create and maintain one meaningful customer identity with explicit route membership and location facts.

  1. Search before adding a customer so an existing identity is not duplicated.
  2. Use Owner controls to update customer details, price, route membership, order, notes, or stored customer pin.
  3. Add a customer without dispatch unless immediate assignment is explicitly required.
  4. Use Driver Search for legitimate off-route service to an existing customer.

Important: Transaction GPS is audit data and must not overwrite the customer's permanent stored pin.

Verified current workflow

Account billing

Account delivery value, bills, payments, and allocations remain distinct and reviewable.

  1. Confirm the customer is approved for account activity before recording an account delivery.
  2. Review the effective account activity and issue the account bill from Owner controls.
  3. Check billed deliveries and prior allocations before sharing the bill.
  4. Record later payments against the correct customer and bill evidence.

Important: An account delivery records value owed; it does not create cash collected.

Verified current workflow

Payments

Record the actual payment outcome and amount instead of inferring payment from gallons.

  1. Choose the real payment state: paid, partial, unpaid, or account as allowed by the workflow.
  2. Enter only the money actually received and the required receipt or document details.
  3. For account payments, select the approved account customer and record the required Official Receipt.
  4. Review payment totals separately from sales value during reconciliation.

Important: A delivery, an empty return, a payment, and a document are separate facts.

Verified current workflow

Corrections

Use supported Owner correction and reversal controls so the original record and reason remain auditable.

  1. Open the affected run, transaction, payment, or account record from Owner controls.
  2. Preview the supported correction and confirm the exact target.
  3. Enter a clear reason, apply the correction, and review the resulting audit evidence.
  4. Re-run the affected reconciliation or report after the correction.

Important: Never repair an anomaly by inventing historical stock, cash, or accounting activity.

Verified current workflow

Reconciliation

Compare Driver, Shop, financial, water, and physical-container facts before EOD.

  1. Confirm completed and open runs, delivered gallons, returns, leaks, and Available water.
  2. Compare Driver cash and account activity with Shop refill and bottle revenue.
  3. Review operating expenses separately from cash advances.
  4. Review Shop stock movements, physical counts, and discrepancies without changing unrelated facts.

Important: A difference is a review signal, not permission to force the numbers to match.

Verified current workflow

End of day (EOD)

Close the day after Driver work and integrated Shop reconciliation have been reviewed.

  1. Review open, empty, voided, or non-operational runs and resolve them using the correct control.
  2. Check Driver sales, Shop refill and bottle sales, payments, account activity, expenses, cash advances, and stock.
  3. Review physical container counts and discrepancies.
  4. Complete the supported EOD review and save the report.

Important: Voiding an empty accidental run must not create fake sales, payments, stock, or completed route work.

Verified current workflow

Reports

Use reports to review recorded evidence, not as a replacement for physical cash, stock, or documents.

  1. Choose the correct service date and wait for field devices to synchronise where practical.
  2. Review Driver and Shop revenue, gallons, cash, expenses, advances, account payments, documents, and stock.
  3. Open supporting records for any difference.
  4. Keep historical reports unchanged; integrated Shop fields begin only where recorded evidence exists.

Important: A server report cannot verify work that remains only in a handset outbox.

Verified current workflow

Roles and access

Give each person only the access needed for their actual work.

  1. Use Owner access for protected station administration and review.
  2. Use station Driver Terminals or an authorised BYOD lease for field operations.
  3. Use a dedicated Shop Terminal with a Shop-authorized FIELD operator for counter work.
  4. Never give a Shop operator the Owner PIN or Owner access.

Important: Do not weaken device or route restrictions to avoid an access error.

Verified support guidance

Troubleshooting

Protect local work first, then gather enough evidence for a safe diagnosis.

  1. Do not clear browser storage, IndexedDB, or the Driver outbox.
  2. Note the terminal, user, route or customer, time, network state, visible message, and the last action taken.
  3. If the Driver device is offline, keep it open and use SYNC NOW only when connectivity is safe.
  4. Contact support@gallontracker.com without sending passwords, tokens, or unnecessary customer data.

Important: A screenshot of the message and the exact time is more useful than repeatedly retrying destructive steps.

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