Managing oil with ease…

OilPro V4 Oil monitoring System A leader in it’s field

OilPro V4 Oil Monitoring Systems

Keeping track of bulk fluid dispensing can be a frustrating and time consuming task with many workshops still unable to effectively manage the fluids dispensed from bulk tanks. Independent analysis reports that, in the average European vehicle workshop, 10% of oil purchased is “lost” and is not charged to the customer. Any “lost” fluid results in the direct cost of the lost fluid AND the lost profit that would have been made if that fluid had been invoiced.

What does the OilPro Oil Management System do?

The OilPro System delivers specified quantities of oil / fluid from bulk tanks to dispensing points/reels in workshops with pressurised lubrication lines, while keeping accurate records of all transactions. It is an effective loss control system, providing protection against unauthorized dispensing.

How does it work?

Flow meters and solenoid valves are installed at oil reels/outlets in the workshop and these metering units are connected to the OilPro control box which prevents the fluid from being dispensed unless the valves are activated. Mechanics are required to enter information on the OilPro keypads located around the workshop and once the required information has been entered, the control box will open the valves and allow fluid to be dispensed. Records will then be kept on the OilPro PC software which can be viewed by the admin staff or, in some cases, the fluid usage is automatically booked to the jobcard/invoice through the accounting/DMS software integration.

The OilPro Oil Management System will help your workshop...

Prevent unauthorised fluid dispensing Dispense fluid accurately, reduce human error and wastage Keep accurate records of dispensed fluids Monitor tank levels and receive tank level warnings (incl. email warnings) Integrate with popular DMS software (fluid can be booked to the jobcard automatically) Increase efficiency Reduce stock loss Maximise profits from bulk fluids!

Different levels of control to suit your workshop’s requirements

Basic configuration… Mechanics can dispense oil using any job number entered into the keypad. Dispensing records are immediately available to view on the OilPro PC software. Tank levels warnings are received on the local PC or via email when tanks are empty (or waste tank is full). The software can be installed and used from numerous PC’s at a single workshop location and the general features of the software are all still available to the user. Enhanced configuration… Admin staff are required to use the OilPro software to pre-authorise which job numbers can be used when dispensing oil. Mechanics can only dispense oil after entering pre-authorised job numbers into the OilPro keypad. Dispensing records are immediately available to view on the OilPro PC software. Maximum dispense quantities can be set per job, per oil type, per vehicle type etc. Tank levels warnings are received on the local PC or via email when tanks are empty (or waste tank is full). Oil dispensing can be prevented when tanks reach an empty level. The software can be installed and used from numerous PC’s at a single workshop location and the general features of the software are all still available to the user. Integrated configuration… The OilPro software can be linked/integrated with some common Dealer Management Software/Accounts packages. Information is automatically exchanged between the OilPro software and the DMS software. Mechanics can only dispense oil after entering DMS validated job numbers into the OilPro keypad. Dispensing records are immediately available to view on the OilPro PC software and dispensing transactions are automatically sent to the DMS software to be booked directly to the relative jobcard/invoice. Maximum dispense quantities can be set per job, per oil type, per vehicle type (dependant on DMS package used). Tank levels warnings are received on the local PC or via email when tanks are empty (or waste tank is full). Oil dispensing can be prevented when tanks reach an empty level. The software can be installed and used from numerous PC’s at a single workshop location and the general features of the software are all still available to the user. Features… The OilPro System & Software comes with many features as standard. While you may prefer a simpler configuration at first, other standard features can be switched on at any stage should you later decide you’d like to add more functionality to your oil management installation. Multi-user PC software packed with features (can be installed on numerous networked PC’s at the same site). Graphically displayed tank levels featuring independent warning levels and monitoring of waste oil tank. Theoretical and physical tank level monitoring options.* Tank level warnings sent via email to workshop staff or fluid supplier.* Different modes of operation so that the security level of the system and software can be adjusted to suite your requirements. Option to use either PIN numbers or key FOB’S to dispense fluid. Comprehensive record keeping of dispensing information available at the click of a mouse. An abundance of data, charts and summaries can be printed from the OilPro software as well as user-customisable reports. Multi-Franchise support – one OilPro Fluid Management System can be used by different customers dispensing from the same tanks. Each user can log onto the software and will only see records relevant to their workshop.* Remote monitoring facility – an email with a transaction sheet can be sent at midnight each day listing the closing tank levels and dispensing activity for the previous 24 hours.* Integration with popular DMS packages – increases efficiency even further by booking fluid directly to the jobcard.* Optional Barcode scanners can be incorporated into the base of the OilPro keypads.* Software “User Access Control” – certain software user accounts can be restricted from management functions. Spreadsheets can be exported directly from the software. Fully simultaneous dispensing – any combination of outlets can dispense fluids at the same time. Modular, robust architecture which makes the system easy and more cost effective to upgrade/expand should your workshop require more fluid outlets. Maximum control for up to 750 reels/outlets and 99 users/operators. Optional pump control facility so that pumps are only active when required – this reduces the environmental impact if a pipe bursts. Override facility – supervisor PIN numbers or KeyFOBs can override the system if necessary. The OilPro system also features backup data capacity in the event that the PC is offline – records are stored in the OilPro control box and downloaded once the PC communication has been restored. As the system is designed and manufactured “in-house”, bespoke features/modifications can be incorporated.*

Cost Savings & Payback

A considerable amount of admin staff and technician time is wasted trying to keep track of bulk fluid dispensing. In addition to the direct cost of any “lost” fluid, many workshops forget about the profit which would have been made had the oil been invoiced – some workshops are losing far more money than initially calculated! An independent software retailer in Europe claim that an average 10% of oil purchased in vehicle workshops is not invoiced and hence is “lost”. Consider how much stock AND profit value is being lost if just 5% of the oil/fluid which is purchased annually in your workshop is not being charged out. Consider the additional labour savings if costing staff and workshop time is not wasted trying to figure out ‘who pumped what’… A busy workshop struggling to keep track of fluid usage can collectively waste up to 10 minutes labour time each day if a mechanic has to be called into the office on 3 occasions to figure out why fluid usage is not written on the jobcard… this can amount to many hours of wasted labour time in a year. The realized annual value of an effective oil monitoring system can easily result in the CAPEX for the equipment and installation being paid back in 18-24 months – far sooner for some!