i21 PacPride Controller Sunset Overview

You can use the following link to register to re-watch the webinar where this training material was presented on 6/17/2020.

• Preliminary Requirements

  • Upgrade Your Sites
    • As of Last week 60% of the Network sites have been updated and PacPride continues to plan for remaining sites to be updated by 7/1 in time for a cutover.
    • Contact your Account Manager if for any scheduling questions on when your sites will be upgraded if they have not been completed yet.
  • PacPride also recommends the following a day or two after their sites are upgraded.
    • Go onto pacpridenet.com, run a transaction report and make sure the products they dispense are correct.
    • If they are not, the site may not have been set up incorrectly or the transfer price set up is for a different product then they actually dispense.
    • They should email ConvCoorHelp@fleetcor.com attaching the report identifying the site and the product they expected to see.
  • We are here to help you support you and answer your questions at any time during this transition!
    1. We anticipate this to be a very busy time, and we will have multiple team members assisting on this transition.
    2. We recommend that all communications occur via helpdesk, or our general support email address of support@irely.com and to not email any iRely staff directly.
    3. This will help to ensure that any available resource can assist and know the current status of where you are at in this transition.  
• 1-2 Weeks before Cutover

  • Update to version 19.1 or higher if on an older version i21 Card Fueling
    • This is optional, but recommended for additional error reporting on Tax X-Ref setup.
    • You can find your version on your i21 login screen.
      • 
  • Familiarize yourself with this documentation and the timing of the steps that need to occur.
• After Last Billing of the Old Month and Before First Billing of New Month

  • Notify iRely after your done with your Month End and are Ready for iRely to Run Host and Site Updates

    • Do not email any iRely staff directly.  We anticipate this to be a very busy time, and we will have multiple team members assisting on this transition.
    • To ensure that any available resource can assist and know the current status of where you are at in this transition
    • We recommend that all communications occur via helpdesk, or our general support email address of support@irely.com 
    • iRely will perform the following updates and notify you when complete and ready for you to verify the results
      • Update i21 Network Sites to new Site #
      • Update i21 Network Sites with new Host #
      • Update i21 Network Items with Leading Zeroes on Product Code
      • Add i21 Network Tax X-Ref for new Tax Codes
      • Add i21 Network State X-Ref
  • Adjust Network Settings

    1. Select Card Fueling > Setup Menu 
    2. Select Network and Open PacPride record

    3. Select Detail Tab

    4. Change Type of Network to "CFN"
       1. 
    5. Set New Participant Number
       1. See Host x-ref provided by PacPride for your new host number.
       2. 
    6. Change Import Mapping for Trans to CFN
       1. 
    7. Change Import Mapping for Cards
       1. 
       2. This should not need changed if you are currently importing Cards, as the CSU format was already in the new format.
    8. Change Import Mapping for Network Cost.
       1. 
  • Verify Sites and Hosts match the X-ref

    1. Select Card Fueling > Setup Menu 
    2. Select Network and Open PacPride record
    3. Select Site Tab
    4. Recommend searching for your Operated Sites and confirming that the Site Number Matches
       1. All Active Sites with a matching record in the PacPride Site X-Ref will be assigned a new number.
       2. Note any sites not included with PacPride X-ref will retain the old PacPride Alphabetic Site and are likey inactive.
    5. New Remote/Extended Remote Sites will continue to be automatically added when a transaction occurs.
       1. Note the PT file only has a Site State, and the other address fields will be blank.

    

  • Verify State X-Ref

    1. Select Card Fueling > Setup Menu 
    2. Select Network and Open PacPride record
    3. Select CFN State Code Tab
    4. Verify Records exist and no changes should be necessary.
    5. 
  • Verify Network Tax Code X-Ref

    1. Select Card Fueling > Setup Menu 
    2. Select Network and Open PacPride record
    3. Select Tax Code Tab
    4. 

       
       

  • Add New Taxes for Federal Lust and Environment Fees

    1. The New PT File separates out Federal Lust and Federal Environmental Fee
       1. This will cause errors if not setup
    2. Add New Tax Codes

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button

       Tax Code	Tax code name (ie. Indiana Sales Tax)
       Description	A more detailed description of the tax (optional)
       Tax Class	User can select from different tax classes created in Tax Classes screen. Required field.
       Tax Agency	This is who the tax check will be written to when payment is issued. This tax will be tracked to the tax agency.
       Address	User enters address of tax agency.
       Zip/Postal Code	Zip/Postal Code of the tax. Required field.
       State	User can define the state associated with the tax. Needed to create templates from tax schedule. Required field.
       Country	User can define the country associated with the tax. Needed to create templates from tax schedule. Required field.
       City	User can define the city associated with the tax. Needed to create templates from tax schedule. Required field.
       County	User can define the county associated with the tax.
       Match Tax Address	Default to being checked. If unchecked, the system will not search for a match based on the address and will just tax if it is in the tax group list.
       Sales Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Purchase Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Tax Adjustment Account	User can select the GL account for Tax Adjustment Account
       Add to Cost	If the check box is checked, the tax amount will be added to Cost or COGS.
       Tax Exemption Account for Sales	User can select the GL account for Tax Exemption of Sales Tax
       Tax Exemption Account for Purchase	User can select the GL account for Tax Exemption of Purchase Tax
       Taxable by Other Taxes	A list of other existing tax codes
       Tax Only / Balance	If tax only is checked, tax only the amount of the tax by the calculation.   If balance is checked, tax the base amount plus the tax.
       Expense Account Override	Enable the customer to expense the tax on an item to the expense account.
       Include in invoice price	If the check box is checked, tax will be included in the Invoice Price
       Motor Fuel Tax Category	Displays values that matches the Tax Code's State/Province field
       Store Tax No.	The tax code will be associated to the Store Tax No. entered used on Registers tracking
       Checkoff Tax	If the check box is checked, the calculated amount will be offset into the invoice amount for that line item
       Pay To Vendor	Selection of vendor entities
       Texas Loading Fee	"Texas Loading Fee" or "Texas Petroleum Products Delivery Fee". In reality, this is a Tax levied by the State, but not a Fee/Surcharge initiated by a Vendor or iRely Customer.
       Effective Date	Date when tax rate will be effective
       Calculation Method	Either % of total or an amount per dollar
       Rate	Enter either the percentage or the amount per dollar

       17.x

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button

       Tax Code	Tax code name (ie. Indiana Sales Tax)
       Description	A more detailed description of the tax (optional)
       Tax Class	User can select from different tax classes created in Tax Classes screen. Required field.
       Tax Agency	This is who the tax check will be written to when payment is issued. This tax will be tracked to the tax agency.
       Address	User enters address of tax agency.
       Zip/Postal Code	Zip/Postal Code of the tax. Required field.
       State	User can define the state associated with the tax. Needed to create templates from tax schedule. Required field.
       Country	User can define the country associated with the tax. Needed to create templates from tax schedule. Required field.
       City	User can define the city associated with the tax. Needed to create templates from tax schedule. Required field.
       County	User can define the county associated with the tax.
       Match Tax Address	Default to being checked. If unchecked, the system will not search for a match based on the address and will just tax if it is in the tax group list.
       Sales Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Purchase Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Taxable by Other Taxes	A list of other existing tax codes
       Checkoff Tax	If the check box is checked, the calculated amount will be offset into the invoice amount for that line item
       Motor Fuel Tax Category	Displays values that matches the Tax Code's State/Province field
       Store Tax No.	The tax code will be associated to the Store Tax No. entered used on Registers tracking
       Effective Date	Date when tax rate will be effective
       Calculation Method	Either % of total or an amount per dollar
       Rate	Enter either the percentage or the amount per dollar

       16.1

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button

       Terms

       Tax Code	Tax code name (ie. Indiana Sales Tax)
       Description	A more detailed description of the tax (optional)
       Tax Class	User can select from different tax classes created in Tax Classes screen. Required field.
       Tax Agency	This is who the tax check will be written to when payment is issued. This tax will be tracked to the tax agency.
       Address	User enters address of tax agency.
       Zip/Postal Code	Zip/Postal Code of the tax. Required field.
       State	User can define the state associated with the tax. Needed to create templates from tax schedule. Required field.
       Country	User can define the country associated with the tax. Needed to create templates from tax schedule. Required field.
       City	User can define the city associated with the tax. Needed to create templates from tax schedule. Required field.
       County	User can define the county associated with the tax.
       Match Tax Address	Default to being checked. If unchecked, the system will not search for a match based on the address and will just tax if it is in the tax group list.
       Sales Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Purchase Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category. Required field.
       Taxable by Other Taxes	A list of other existing tax codes
       Checkoff Tax	If the check box is checked, the calculated amount will be offset into the invoice amount for that line item
       Store Tax No.	The tax code will be associated to the Store Tax No. entered used on Registers tracking
       Effective Date	Date when tax rate will be effective
       Calculation Method	Either % of total or an amount per dollar
       Rate	Enter either the percentage or the amount per dollar

       15.4

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button

       Terms

       Tax Code	Tax code name (ie. Indiana Sales Tax)
       Description	A more detailed description of the tax (optional)
       Tax Class	User can select from different tax classes created in Tax Classes screen.
       Tax Agency	This is who the tax check will be written to when payment is issued. This tax will be tracked to the tax agency.
       Address	User enters address of tax agency.
       State	User can define the state associated with the tax. Needed to create templates from tax schedule.
       Country	User can define the country associated with the tax. Needed to create templates from tax schedule.
       City	User can define the city associated with the tax. Needed to create templates from tax schedule.
       County	User can define the county associated with the tax.
       Match Tax Address	Default to being checked. If unchecked, the system will not search for a match based on the address and will just tax if it is in the tax group list.
       Sales Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category
       Purchase Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category
       Taxable by Other Taxes	A list of other existing tax codes
       Checkoff Tax	If the check box is checked, the calculated amount will be offset into the invoice amount for that line item
       Effective Date	Date when tax rate will be effective
       Calculation Method	Either % of total or an amount per dollar
       Rate	Enter either the percentage or the amount per dollar

       15.3

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          

       4. Click Save toolbar button

          Terms

          Tax Code	Tax code name (ie. Indiana Sales Tax)
          Description	A more detailed description of the tax (optional)
          Tax Class	User can select from different tax classes created in Tax Classes screen.
          Tax Agency	This is who the tax check will be written to when payment is issued. This tax will be tracked to the tax agency.
          Address	User enters address of tax agency.
          State	User can define the state associated with the tax. Needed to create templates from tax schedule.
          Country	User can define the country associated with the tax. Needed to create templates from tax schedule.
          City	User can define the city associated with the tax. Needed to create templates from tax schedule.
          County	User can define the county associated with the tax.
          Sales Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category
          Purchase Tax Account	Select from accounts under Sales Tax Account category and Purchase Tax Account category
          Taxable by Other Taxes	A list of tax classes that will be taxable on this code
          Checkoff Tax	If the check box is checked, the calculated amount will be offset into the invoice amount for that line item
          Effective Date	Date when tax rate will be effective
          Calculation Method	Either % of total or an amount per dollar
          Rate	Enter either the percentage or the amount per dollar

       15.2

       1. On the user’s menu panel go to Common Info folder then click Tax Codes
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button
          

        Terms

       15.1

       1. From Common Info folder, double click Tax Code
          
          1. If there are existing records, Search Tax Codes screen will open
          2. If there is no existing record, the new Tax Codes screen will open
       2. From Search Tax Codes screen click New toolbar button
       3. Enter necessary details on the form
          
       4. Click Save toolbar button
          

        Terms

       
       

    3. Insert New Network Tax Record

       1. From Card Fueling module, click Setup. The Setup screen will be displayed. 
          The default tab on Setup screen is the Network tab screen.
          
          
          
       2. Select a Network and click Open toolbar button. Network detail screen will be displayed.
          Navigate to Tax Code tab.
          
          
          
       3. Create a new Tax Code by entering field values on the first blank grid row then click Save toolbar button.
          

  • Setup Index Pricing for Local Transactions as needed  

    • You will not be able to setup pricing in the controller any longer

    • You will not be able to do Transfer Cost + Markup any longer

    • How to Create Price Index

      1. From Card Fueling module, click Setup. The Setup screen will be displayed.
         Click Price Index button. Price Index screen will be displayed.

                 
      
                   

      
      

            2. Click on the blank cell to enable typing action. Enter Price Index name, Description and Type.

                Type has 3 selections: Retail, Cost, Fixed.

               
                

             3. Click Save toolbar button to save created Price Index.
                 Then click the Close toolbar button or X button.

    • How to Add a Site Group to an Existing Site

      1. From Card Fueling module, click Setup. The Setup screen will be displayed. 
         The default tab on Setup screen is the Network tab screen.
         
         
         
      2. Select a Network and click Open toolbar button. Network detail screen will be displayed.
         Navigate to Site tab.
         
         
         
      3. Select a Site then click Open grid button. The Site detail screen will be displayed.
         
         
         
         
         
      4.  Modify any of the Site fields and/or columns. Click Save toolbar button and the changes will be saved.
         

    • How to Setup Price Index on a Price Profile

      1. From Card Fueling module, click Setup. The Setup screen will be displayed.
         Navigate to Price Profile tab. Select a Price Profile where you want to setup Price Index. Click Open toolbar button to open Price Profile details.
         

                  
             2. On Price Profile detail screen, you can find the Index column. 

                 Click on the drop down symbol to display all available Price Profile. Records will be coming from Card Fueling > Setup > Price Index.

               

                           
             3. Select Price Profile then click Save toolbar button.
                 Then click the Close toolbar button or X button.

• Daily Processing

  1. Create Index Pricing by Site Groups

     1. From Card Fueling module, click Index Pricing By Site Groups. The Index Pricing By Site Group search screen will be displayed. 
        
        
        
     2. Click New toolbar button. The Daily Index Prices screen will be displayed.
        
        
        
        
        
     3.  Enter/Select the following required fields: Pricing Index ID, Site Group, Date. 
         Fill in the grid columns: A/R Product, Index Price
        
        
        
     4. Click Save toolbar button. The Pricing Index ID will append on the screen title. 
        Then click the Close toolbar button or X button.
        
        
        
     5. In the Index Pricing By Site Group search screen, the created Daily Index Price will be listed.
        

  2. Download PT File
  3. Import First PT File

     

  4. Thoroughly Verify Transactions Grid for Pricing and Taxes
  5. Post Like Normal
  6. Invoicing will Run Like Normal