Supply Chain Logistics Part 4: Back-Office Functions 

In our previous posts in this supply chain series, we’ve discussed the ways integrated technology can solve problems inherent in manual systems, from supply contract and allocation management to consumption-based forecasting, and unified dispatch. The deliveries are made, but the real challenge unfolds now: Reconciling invoices and ensuring accurate financial records. This meticulous process reveals the true efficiency measure of your fuel supply chain. 

Traditional systems: A tangled web of paperwork 

The final step in fuel supply chain logistics—back-office processes—can be the most complex, as matching and reconciling orders is almost never straightforward. A supplier invoice comes through and a customer invoice needs to be generated, but if they differ, which is correct? Is the ledger accurate? How many systems are being used to verify accuracy?  

To answer these questions, legacy systems rely on manually cross-checking multiple sources, opening the door to potential errors and significant delays such as:  

• No early warning systems for mistakes, allowing incorrect data to propagate unchecked 
• Error-prone tax management spreadsheets rather than digital records 
• Inability to reconcile BOL in real-time, causing inefficiencies and excessive Days Sales Outstanding (DSO)   
• Limited visibility into missing and unknown deliveries   

As a result, inaccurate data can permeate the process, often going undetected for days or weeks until an irate customer sounds the alarm.  

Digital transformation: Speed and precision 

Ensuring financial accuracy is critical for fuel operators. Integrating industry-specific technology maintains accuracy by unifying multiple data streams into one centralized hub. Order details, driver assignments, product specifications, delivery confirmations, BOLs, and exception management reports are cross-referenced, matched and reconciled in seconds, saving significant time and labor resources.  

Integrated digital capabilities greatly optimize Enterprise Resource Planning (ERP) or traditional accounting system so that everyone involved has the correct view into a streamlined and automated process.  

For the fuel retailer, this means that in mere minutes: 

• All data sets are combined and matched in real-time, and transactions are evaluated for accuracy within seconds. 
• Clean transactions are immediately integrated into the accounting system for payment processing and receivable generation. 
• An Exception Management System (EMS) tracks configurable exceptions and alerts across all fuel supply chain modules (supply management, forecasting, and dispatch) to flag any discrepancy that deviates from plans.  
• Flagged discrepancies are highlighted in exception management reports for prompt investigation. 
• Once resolved, corrected transactions move swiftly into accounting 

A unified data hub consolidates functions into a single digital interface, empowering fuel operators to instantly manage common errors like delivery variances, duplicate invoices, unknown deliveries, missing deliveries, and more—all while automatically reconciling BOLs and reducing DSO. 

The take-away is clear: Digitized, data-driven fuel supply chain solutions propel efficiency and revenue growth for fuel operators competing in a fast-moving landscape. From forecasting to logistics, dispatch, delivery, and back-office functions, innovative technology seamlessly integrates to streamline processes, save labor hours and increase profitability.  

Ready to give your fuel operations the speed and accuracy it deserves? Talk with one of our solution consultants here, and discover how our cutting-edge platform can drive your success. 

Tarick Walton

Senior Consultant of Implementations

Tarick brings over 10 years of experience bridging software development with the oil and gas industry. He has led product and project teams across all sectors – upstream, midstream, and downstream – at industry leaders like Titan, TRUEFILL, and Emerson. Combining his MIT engineering background and marketing expertise, Tarick is passionate about leveraging technology to solve complex challenges in the oil and gas sector.