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1. e You can install a new MENU key if you lose it e You must contact your Smart Fill supplier and provide the serial number of your Smart Fill to purchase a MENU key replacement procedure Smart Fill Fuel Management Systems 44 Stach June 2013 Version 9 6 03 operating manual e There is a fee charged by the manufacturer for the time researching updating your system software to obtain the special access codes for your Smart Fill e We strongly recommend making a spare MENU key when first installing your system s NOTE You may also need to change your Smart Fill door lock for security reasons if the keys have been lost See Lost Door Lock Key below Lost door lock key If you lose your Smart Fill door lock key you should replace the lock immediately Some Smart Fill systems have a bypass switch fitted internally and having the door key may give the person the opportunity to bypass the Smart Fill and take fuel unauthorized and unrecorded Smart Fill Fuel Management Systems 45 Stach June 2013 Version 9 6 03 operating manual Smart Fill PIN numbers Not asking for PIN number The Smart Fill does not have PIN number requesting turned on in the MODE setup Turn the PIN number requesting ON Wrong driver number showing The same PIN number has been loaded in for more than driver You can not use the same PIN number for multiple drivers unless you choose to LINK KEYS AND PINS in the MODE setup Not accepting a
2. When SET SITE ID NUMBER appears press the ENTer key Type in the number and press the ENTer key Set site Offset Multiple hose Smart Fills only Users of multi hose Smart Fills can set the offset number for that system E g Your company has 2 dual hose Smart Fill systems so the data from both would show in the download as pumps 1 and 2 You can set the offset number in one of the systems to 2 and this would then make the pump numbers appear in the download as 3 and 4 The offset number is simply added to the pump number for the data recording purposes To set the site offset number Touch the MENU key to the sensors to start the MENU operating When SET SITE OFFSET appears press the ENTer key Type in the number and press the ENTer key Calibrate KFactor Used to adjust the calibration of the Smart Fill to the number of pulses per Litre it is receiving from the flow meter interface Should only be adjusted by installation service staff Calibration instructions are not provided with this manual Consult your Smart Fill supplier for calibration advice Export Keys and PINs Used to copy the complete list of keys and PIN numbers from the Smart Fill system onto the USB drive See the relevant section of this manual for a detailed explanation Import Keys and PINs Used to copy a list of keys and PIN numbers from the USB drive into the Smart Fill This requires an ACCESS code the access code is th
3. cscssssssc esser esesrsr essere essere ennenen ennenen eae 21 Deleting vehicle keys remotely via modem or cable sss esesser essere essere seene eenn nenen ennenen n 21 A few facts about PIN numbers esse sss sese ss eers se serene enesenn ennenen ennan nnan nnan annan 22 How t adda PIN number for a drIVGP eene Ed Ed 545 9545545455359554 5454529 395 054 5454545 5359545454555 395 055 22 How to disableza PINMUMDEN sired ties tat Ee Ed dee d dE dE ER Copying KEYS and PIN numbers between Smart Fill systems RER R RRE es ne es sese 23 Copying keys and pins from the Smart Fill onto the memory Card 23 Copying keys and pins from the memory card onto the Smart Fill eee eee 23 Downloading data ssssssss sees sesvsssesssssrensesn resen nenen nes nense nen nnes pennn ennenen nenen enes 24 Downloading normal fuel transactions USING memory Card sss ss sese eee ee ee e e eee e e eee e e eee eee 24 Downloading BACKUP fuel transactions USING memory Card 24 Smart Fill Fuel Management Systems 2 Snte June 2013 Version 9 6 03 _ operating manual Download USINGsMOUCM ness ccctegsteseres a R d 24 Downloading from a modem Smart Fill ON a vehicle sese eee ee eee 26 Clearing the memory in the Smart Fill s sses sese esse ss ses es nes nenen nenen ennenen Rennes enne 27 Clearing the memory for memory card type downloads 27 Clearing the memory for modem hardwire type downloads 27 Smart Fill MODE Options ee R RRE ER nenn NK RE ease ER
4. Run double click on the file Smart Fill95 msi Go along with the suggested default location for the Smart Fill program Run the Smart Fill program from the icon in the START menu Remove the CD or USB drive and store in a safe place After you enter your vehicles key numbers and drivers into the software back up the lists to the memory card How a data download works Data is stored in the Smart Fill on a memory chip When you do a download you simply copy the data from the Smart Fill memory onto the memory card or directly to your pc if you use a cable or modem After the download the data file needs to be converted into a useable spreadsheet containing your vehicle driver details All of this is handled very simply by the Smart Fill software After downloading data the memory should be cleared at the Smart Fill See the relevant sections for clearing the memory Downloading data from the Smart Fill to your pc can be done in the following ways depending on the hardware setup of your Smart Fill system Using a memory card The data is copied from the Smart Fill onto the USB drive by inserting the driver into the connector on the front of the door The USB drive is then taken to your office computer and inserted into USB port on your pc The Smart Fill software copies the fuel data onto the pc The Smart Fill software is used to create a fuel data file This procedure adds vehicle registration numbers fleet cod
5. Smart Fill does nothing when a key is touched on e Ensure the Smart Fill is powered on e Check the area around the sensors for dirt or moisture clean with a soft cloth if necessary e Perform a power reset by turning the power OFF to the Smart Fill for 30 seconds then on again e Try another key if it works then the ibutton may be faulty s If another key also does not work have an electrician check the Smart Fill is properly powered e Ifthe key has not been supplied by the Smart Fill manufacturers it may not be compatible e Ifall above are OK arrange a Smart Fill supplier to inspect service your Smart Fill Keys shows INVALID The key has not been loaded into the Smart Fill or is not a compatible type key not a genuine manufacturer supplied Smart Fill key Key shows as wrong number Either e The key has been loaded into the system as the wrong number or e The key has been loaded in as more than one number If the key shows as a lower number than it should simply disable the lower numbered key See the section about disabling keys Lost vehicle keys If you lose a vehicle key e Disable the key or e Replace the key with a new one If you replace it the old key will no longer operate the system e If you find old keys you can use them again Test them on the Smart Fill when finding them to ensure they will not operate the system if they do disable that number in the system Lost MENU key
6. systems e You can load up to 2000 keys into each Smart Fill system e You can only have 1 key for each vehicle unless you allocate more than 1 id number 1 to 2000 to the vehicle e You can use your MENU key to disable a key by simply loading the MENU key into its place e You can use keys again if you have lost disabled them e NOTE If you load a key in as more than 1 ID number then it will always find the lowest number first e You can purchase new replacement keys from your Smart Fill supplier e You can mount the keys buttons to the vehicle to prevent swapping and loss and use a special reader wand to touch onto the vehicle mounted button The following key locations are reserved 2001 Can not be used Location 2001 is reserved to identify unauthorized fuel issues detected by the Smart Fill Any fuel issue which has key number 2001 indicates that the fuel meter sent out a pulse when the Smart Fill was not authorised by a key 2002 and 2003 Master keys These keys will allow the operator to type in the vehicle ID number 1 to 2000 Ideal for service truck operators 2004 Spare MENU key We recommend you create a spare MENU KEY as backup How to add a new vehicle key into your Smart Fill Have the new key ready Touch the MENU key onto the sensors to start the MENU operating When ADD NEW KEY appears press enter The system will show ENTER VALUE on the display Type in the ID number f
7. ENEE ENEE esses neee nne 28 MOG CHAE E 28 Mode options for AC powered systems Only sese ss sese esse esse sese sees esn er essere ennenen ennenen nner 28 Mode options for DC powered systems Only sssssssssssss sss esec en s resse rees eee renee arene eae eee eee 29 Mode chart abbreviation MEANINGS rs ss 15 5511553515171575 55755 STS 959 YON S STE XXX SE TT Ya Oaa ete ta yeke yy s 29 Calculating the correct mode Setting sss sees ee ee eee ee reer eree 30 CHANGING the mode Setting srs asas cicadas AEN EE sve seas Ye raas 0 a a 3 T SR 00A a TRO RR ARR RR RRR AR TRR RRR 30 Smart Fill PC software R RK ee ee ee nena nena sees eee 31 Installing software onto g EE 31 HOW a data dOwnload WOKS T 31 USING a memory CAN DEE 31 Using a mobile phone or satellite modem or a data Cable 1 eect eee eee eee eee eee ee eee e eee ee 32 Setting up software for a modem connection sss ss ess ss sese se ee ess se ee esse essere enesenn ennenen nenen ne ER After installing the Smiart Fill software 2595 75ES ENNEN EES ER ENER 59 7554 454529 9329054 254953 9793 254 54995 59 395954154 32 Troubleshooting Modem type download problems sss sss ss sss eser cece ee ereer 32 Setting up software for a hardwired Connection sss sese eree eee ee ee e eee 34 Troubleshooting Hardwire type download problems sss sss sees ee eree ee eee eee ereer 34 MESHING the eels aT tas vce Vena cles vatsabiedlvcivwuneetnden dene CEEA SKNLA ANTEE KULELEA ELEELE 34 Veeder Root TLS2 tank gauging
8. KR ENKE ENKEN 6 IMPORTANT Back Up your Catal irris ciate catctunan anni EErEE cic atic gege ee deeg 6 At ay LTE e ill SY s Tn E D Ab YOUR Office HH TTT 6 Sing OUR ne e Te TE 7 Regular nmnaintenanCe cc sese ss nes esse ss pss es nes penses ne sense nen nne enen nenen ennenen enen nne nene 8 BaSic Rarts Identifications cai sein vata cian vatncatss EE la tains annie Eege eegene 9 Getting more from your Smart FIIL sssss esse esse sees se essen nnes KEE EN ENER ENEE nen enean nnes nens 10 Reader Wand EE 10 Extra EE 10 Software and operator Manual updates sss ee eser eree ereer 10 Spare MENU KEY sirimni nEaN Aea a AAC a AAA EENS eege 10 Masterikey for fueling any vehicle irissen nrnna vind cies deinietsidcieaidcatvi deieiaielielceteevaldeaievawduwevilviict 10 Linking Keys and PIN TRT DONS sss ax sivcnais ce Plana vanes Ree ege gege wetdcienievacedadeueeusueuneveviie 10 linking keys to pump E Eeer 10 HOW it works ek ee KKK RERERE RE RERE RE RE KEEN nannaa esses kanana eee eee eee 11 How it controls access And records fuel 2 o uetutstugegg uer aa aa aar EET r EET TETE EEE ETT r ENEE Er EEN 11 Recording Cates santan ada andad da Eege ENEE EES EENS dE ENEE SEENEN 11 Downloading EENEG eege Eessen eege eege ee eege eege ee 11 Getting Started ccccccececeee eee ENEE ENEE ERR cesses esse eens nena ease ease seen 12 Touching the keys t the SCNSONS Ae 9525522545 deed eebe deele EENS 12 Allocating vehicle ene EE 12 Allocating PIN Bue 13 How
9. NOT identify the driver at each fuel issue Daily Dip SMS Add if you have SmartDip Version 7 or later only fitted plus you have a modem connected to the SmartFill and you wish to receive a daily SMS message at a preset time The preset time is set in the V7 SmartDip board Auto power off Add if you wish for the Smart Fill to power itself off after a timeout period in minutes The time period can be set in minutes in the MENU Available on DC powered systems only Ask for Speedo Add if you wish to enter Speedo Hour meter readings for each fuel issue Link keys to Pump 1 or Pump 2 2 hose systems only Add if you wish for Odd numbered keys to automatically start pump 1 and even numbered keys to automatically start pump 2 The driver will not be required to enter a pump number This can be used to prevent diesel keys accessing petrol pumps etc Show pump codes Add if you wish to permanently show Gilbarco comms pump codes on the display This is for service personnel only See Smart Fill Gilbarco comms documentation for further information Set as 2 hose single Add if your system is a single SmartFill but you have 2 outlet hoses each controlled by a solenoid valve etc This enables you to use only 1 pump and flow meter and select hose 1 or 2 for the delivery Calculating the correct mode setting First you must select your version of Smart Fill from the charts above The mode value is obtained by adding together t
10. Setup vesse sees ses ss sees ses ss ne ss Error Bookmark not defined TESZ tank name SG PD 22 1625225919129555 2522527953553459 5252595912355932 aS Error Bookmark not defined TESZ COMMS SECU P aaa i aa ene Sieg See Sie Sie eg ENEE Error Bookmark not defined SMArtFill COMMS Setup EEN KE SEENEN EEN n VEER EEN ENER EE ege Error Bookmark not defined Wiring COMNGCHONS EE Error Bookmark not defined Smart Fill PC Software Setup sesv sese esse s es ne ennes nnes nenn nen KEE EN Re nenen Renne Renn nee nens 36 Software installation EE 36 NOTES EE E NN 36 TSA ALON EE 36 Entering vehicle details into the Smart Fill software 38 Changing the spreadsheet headings es crz rese retz ENER ct ANEN EENS EN ENEE EEN ENN ENEE EEN 42 Smart Fill maintenance eles ale eege gege e EEN dice eege dE ee dE ER ee eege 43 SMart Fill manual SME HH 43 Troubleshooting at the Smart Fill unit ccccsceceeeeeeee eee eens eases KKK nne nenn RE KEEN ER Een 44 SMArtq MIR 44 e ee EE 44 Smart Fill does nothing when a key is touched on 44 Keys SHOWS INVALID ENNEN NNN eee ena EN ENNER NENNEN RER RE RER RE KENNEN NEEN RENE en 44 KEY SHOWS AS WONG NUMDETSE 55 SET eira a a sieks 07 Sa Yars eei eg e eer aga yaa Ese ENNER ENNEN 44 Lost eeleren EE teats PE IAEE a AAA AE EAE EA RESE AEE 44 Bet gie Te IER EE 44 LOSE door lOCK K wives init eege eege ee Ee ENNEN Cegedel eEe E ENZgee E eNEeEn 45 Smart Fill nt ue 46 Not asking fior PIN MUM e 46 Wrong driver nu
11. SmartFill 9 6 will be installed Setup Wizard To install in this folder dick Next To install to a different fol Browse ard will nstall SmartFill 9 6 on your computer ontinue or Cancel to exit the Setup Wizard Folder C Program Files x86 Fluid Management Technology SmartFill Advanced Installer Smart Fill Fuel Management Systems 36 B H June 2013 Version 9 6 03 4 operating manual J SmartFill 9 6 Setup Ready to Install The Setup Wizard is ready to begin the SmartFill 9 6 installation Click Install to begin the installation If you want to review or change any of your tallation settings dick Back Click Cancel to exit the wizard J SmartFill 9 6 Setup Installing SmartFill 9 6 Please wait while the Setup Wizard installs SmartFill 9 6 This may take several minutes Status Creating shortcuts ses Saisie Completing the SmartFill 9 6 Setup Wizard Click the Finish button to exit the Setup Wizard Your Smart Fill software is now installed You can now enter your vehicle driver details into the Smart Fill software Smart Fill Fuel Management Systems 37 B EH June 2013 Version 9 6 03 operating manual Entering vehicle details into the Smart Fill software e You need to enter vehicle details into the Smart Fill software e It is recommended to also enter ibutton ke
12. change the mode setting and contact the manufacturers by email only before adjusting the Mode setting Email address is sales Smart Fill com au Please include details on the options you wish to use and tell us your system Serial number which is written on the MENU key and on the Smart Fill ID data plate usually affixed to the bottom RH side of the Smart Fill The charts below give basic numbers and explanations for each mode option Again please EMAIL us if you are unsure Mode options for AC powered systems only Smart Fill Fuel Management Systems 28 Value v9 5 v9 5 Multi vio 5 vi10 5 vii 5 Multi Single Gilbarco Acme Gilbarco or comms single Acme single comms 1 N A Link keys to N A Link PINs to Link keys to Pump 1 or 2 Keys Pump 1 or Pump 2 2 Radio start Radio start N A N A Radio start 4 Preset Preset Preset Preset Preset Delivery Delivery Delivery Delivery Delivery 8 Comms type Comms type N A Comms type Comms type 16 N A N A 5 6 Digit N A N A 32 Turn comms Turn comms Turn comms Turn comms Turn comms On On On On On 64 SmartDip SmartDip SmartDip SmartDip SmartDip fitted fitted fitted fitted fitted 128 Ask for Pin Ask for Pin Ask for Pin Ask for Pin No Ask for Pin No No No No 256 Display Litres N A N A N A N A 512 Flow meter N A Radio start N A N A detect 1024 Link Pins to Link Pins to Link Pins to N A Link Pins to Keys Keys Keys Keys 2048 Daily Dip Dail
13. driver in your fleet can fuel any vehicle and they need only to know their own PIN number You can lock a driver out of the system by changing their PIN number at any time Disadvantages More work in maintaining your list of drivers and loading disabling PIN numbers The PIN numbers are linked to each key and the driver is not identified at each fuel issue Advantages Groups of keys can use the same PIN number Less work maintaining your PIN numbers in the Smart Fill Disadvantages Unable to identify the driver taking fuel each fuel issue Groups of people need to know the PIN number lower security How to take fuel from the system The driver touches the vehicle ID key button onto the sensors on the Smart Fill unit This key identifies the vehicle to the Smart Fill The Smart Fill checks if the key is authorized if the vehicle key is not authorized the pump wont start The Smart Fill then requests the Speedo hour meter reading The driver enters this into the Smart Fill keypad only if Speedo requesting is turned on in the MODE setup The Smart Fill then requests the PIN number The driver enters this into the keypad only if PIN number requesting is turned on in the MODE setting The Smart Fill checks the pin number If the pin number is not valid the fuel pump won t start The driver fuels the vehicle Once the fuel delivery is complete the Smart Fill stores the details in its mem
14. from the Smart Fill to the pc This is useful for technicians to diagnose faults or check system setups etc To test the comms line Connect the test rs232 or rs485 receiving pc to the office end Start the terminal program such as Hyper terminal or similar Touch the MENU key to the sensors to start the MENU operating When COMMS TEST or TEST COMMS TX LINE appears press the ENTer key A test data string will stream from the Smart Fill TX line at 9600 n 8 1 with no handshaking You can test the Smart Fill rx line by sending the 3 characters XX CR ENTER to stop the data stream Read touch key ID number If you have a pc connection to your Smart Fill you can load keys into the system remotely Also you can enter your key ibutton id numbers into the Smart Fill pc software for backup or transferring to a Smart Fill To do this you need to know the internal ID number of the ibutton vehicle key you are loading into the system The ID number is laser printed onto the front of the key but normal wear and tear scratches this off in a short time In this case to see the internal ID number you can view it on the Smart Fill screen To read a key ID number Touch the MENU key to the sensors to start the MENU operating When READ TOUCH KEY ID NO appears press the ENTer key Touch the key to the sensors The ID number will appear on the screen write it down Maximum delivery The maximum amount of fuel allo
15. new PIN number The PIN MUST be between 1000 and 65000 to ensure a minimum 4 digit PIN is used Smart Fill Fuel Management Systems 46 Stach June 2013 Version 9 6 03 operating manual Pump dispenser problems Pump stops after a short period The cause of this problem is easier to identify if you check that the Litres taken were recorded or not e If Litres are NOT recorded by the Smart Fill o The Smart Fill is most likely not receiving pulses from the flow meter s If Litres ARE recorded by the Smart Fill o The Smart Fill thinks that the nozzle has been hung up Check wiring micros witches etc o The wiring to the pump valve may be faulty poor connections Check all wiring Smart Fill is not recording Litres accurately Version 9 systems pulse input and relay valve control e Smart Fill is not calibrated correctly to flow meter dispenser The Smart Fill should be calibrated with a proving measure or master flow meter e Pulses from flow meter are too fast for the Smart Fill The maximum pulse rate is approx 50 Hz if you wish to display Litres e Flow meter pulses are too fast and Smart Fill is set to display Litres turn the display Litres option off in the MODE options setup e You can check if the pulses are too fast by running a few fuel issues at low speed and see if the accuracy improves e Operators may be turning the power off via an emergency stop switch which also turns the Smart Fill power off b
16. see the data at your PC then the TX line is OK Smart Fill Fuel Management Systems 34 Stach operating manual Type XX quickly at the pc end to stop the data stream to test the Smart Fill rx line If the data stream stops when you type XX with Caps Lock ON the Smart Fill RX line is OK Com settings are 9600 n 8 1 no handshaking June 2013 Version 9 6 03 Smart Fill Fuel Management Systems 35 B June 2013 Version 9 6 03 operating manual Smart Fill PC Software setup Software installation NOTES Your pc software package is pre loaded onto the USB drive which came with your Smart Fill system If you do not have the software it can be downloaded free of charge from the Smart Fill web page If you do not have a card reader slot on your pc use the memory card USB adaptor supplied with the Smart Fill You may need top have your I T people do the software installation Installation Insert the USB drive into your pc Wait a minute or so for it to be recognized as a new drive egg drive F Open the folder egg F Open the folder Smart Fill v9 6 PC Software Double click on the file Smart Fill96 msi to start the installation The default installation folder for the software is c progrm files SmartFill 9 6 The default folder for fuel reports is c Users Public Fuel reports El Smartfill 9 6 Setup Select Installation Folder Welcome to the SmartFill 9 6 This is the folder where
17. the display Smart Fill Fuel Management Systems 26 Stach June 2013 Version 9 6 03 operating manual Clearing the memory in the Smart Fill The memory in the Smart Fill MUST be cleared regularly after downloading data to prevent the Smart Fill memory from becoming overfull The maximum number of fuel issues allowable in memory is 3000 If you use a modem or cable connection to dial into the Smart Fill you cannot clear the memory until after you have downloaded data You also need to enter an access code to clear the memory The access code is the MENU key ID number written on the MENU key tag not the serial number please check TIP If you wish to automatically have the memory cleared after downloading to SD card only set the Low Memory Alarm level to 2401 Then as soon as the data has been saved to the memory card the memory will be cleared Do not do this until you are familiar with the operation of the Smart Fill system Clearing the memory for memory card type downloads At the Smart Fill touch the MENU key to the sensors to start the MENU operating When CLEAR SYSTEM MEMORY appears press and hold the ENTer key When CLEARING appears on the display you can stop pressing the ENTer key The memory has now been cleared WARNING The memory only clears if CLEARING shows on the display Clearing the memory for modem hardwire type downloads When you click on DOWNLOAD after connecting to the Smart Fi
18. to take fuel from the system EE ERR es nes EK KREE ERE RENE RE RE KEEN EN ENEE ERR e 13 The Smart Fill MENU NNN gs RR ee ee esse ee RENE nnes gnen Renn Rennes gnn nenn neee RENE KEE ENEE 15 Adda new UE 15 Adda new driver PIN eege NEESS SEENEN EEEE EEE EEES 15 Save data to SD Card EE 15 Clear System Memory SEENEN nE O EEE T aE Ea aaan Err Arana raa AEA aE EEEN 15 View Tel Ota icin 6275721 25757525 2121212552525221 21 AER AEN T 5452575 e E a aa Ea ENEE SE 15 VIEW SYSTEM SCLEINGS i NENNEN ERENEN ENER ENENEEE eiaa eiaa nin spay EENS SSES SSES NENNEN NNN 15 Set time and date EE EE EE EE 15 Set system ue EE 15 Low memory LAKIN EE 16 The TSSE COMMS TX TE 16 Read itovich key ID NUMDEN ir ees eessen gege eege ege ee Age ee eege eege ees 16 EK Luten BEE 16 Set Walk time COE OW EE 16 Set site ID number Single hose Smart FillS only 17 Set site Offset Multiple hose Smart Fills only essere esse ss sees sese esse aesan annan nnan nnan 17 Calibrate e EE 17 Export TOL EE 17 Import EE 17 ISSUE display CMG EE 17 Adding vehicle KeyYS ERR R KKK ER ERE resen RE KEE ER ENEE ERR nenen nen nne ennn ennenen s 18 A few facts about the vehicle touch keys ibuttonS sss serere ereer 18 How to add a new vehicle key into your Smart Fill sees e e eee e e e ee e e e ee e eee 18 How to disable a lost or no longer required Vehicle key 19 Transferring keys from version 9 4 to NEW 9 5 system 20 Adding vehicle keys remotely via modem or cable
19. ARING shows on the display You are warned a few time Are you sure you must keep pressing the ENTer key until CLEARING appears View fuel totals Used to view the cumulated total for a particular key Can also be accessed on some systems by pressing 2 on the keypad View system settings Scrolls through and displays the most important of the Smart Fill settings Set time and date Used to set the time and date in the Smart Fill Clock format is 24 hour You must type in every digit and the new setting is not saved until you press a key on the last digit Set system Mode The Smart Fill mode sets up the system options DO NOT change this setting unless you understand what you are doing Please contact your Smart Fill supplier or consult the relevant section of this manual before changing the MODE setting Smart Fill Fuel Management Systems 15 s t June 2013 Version 9 6 03 operating manual Low memory alarm The level at which the low memory warning will appear can be adjusted by the manager The default setting is 2400 fuel issues 80 of memory capacity So when the Smart Fill contains 2400 fuel issues in its memory the display will show LOW MEMORY and the system will beep regularly The data must be downloaded and the memory must be then cleared to remove the warning The Test comms TX line If you have a pc connected to the Smart Fill via a hardwired connection you can test the comms TX line
20. DATES page If your version of pc software has an upgrade there you are able to download the update free of charge The Smart Fill web page is at www Smart Fill com au Spare MENU key It is advisable for you to set up a spare MENU key when you first install the Smart Fill If you lose your MENU key it is a detailed procedure to replace it if you haven t made a spare Please see section 5 1 on adding vehicle keys for the correct number to use to make a spare MENU key You can use a spare vehicle key to create the spare MENU key Master key for fuelling any vehicle You can set up a normal identification key ibutton as a Master key This enables you to fill any vehicle using the Master key When you touch the Master key onto the sensors to start a fuel delivery the Smart Fill will prompt you to enter the vehicle ID number 1 to 2000 This is ideal for a service truck operator to be able to fuel all vehicles in a fleet WARNING The operator must enter in the correct number or the fuel will be allocated to the wrong vehicle See the section on ADDING KEYS for information on creating a master key You can actually create 2 master keys from normal keys Linking keys and PIN numbers You can set the Smart Fill system so that a PIN number is linked to the ibutton key instead of the PIN number being linked to each driver See the section on adding PIN numbers for details Linking keys to pump 1 or 2 On a Smart Fill which only co
21. PC You must have dialed in and connected to your SmartFill with the window below on your screen Click on Delete a vehicle key In the popup window type in the key number you wish to delete 1 2000 and then press Enter NOTE You can also delete key numbers 2002 2003 and 2004 Repeat the above process to delete more keys Connected to Text1 Get tank balances Add a pin number Delete a pin number Disconnect from Smart Fill Show more options Smart Fill Fuel Management Systems 21 Stach June 2013 Version 9 6 03 operating manual Adding PIN numbers A few facts about PIN numbers The PIN number system is designed primarily to provide extra security for your Smart Fill system and also to identify the driver who fuelled the vehicle if required You can load up to 2000 PIN numbers into the system A PIN number can be any number from 1000 to 65000 You can disable a PIN by simply loading a different PIN into its place WARNING If you have PINS not linked to keys and you load the same PIN number into the system for 2 drivers it will always find the lowest driver ID number first To prevent this ensure that all drivers have different PIN numbers How to add a PIN number for a driver Touch the MENU key onto the sensors When ADD PIN NUMBER appears press enter The system will show ENTER VALUE on the display Type in the ID number for the driver a number from 1 to 2000 and press Ente
22. PINs This will back up a copy of the keys and PIN numbers on your Smart Fill onto the memory card If you ever had a lightning strike power surge etc this simple backup can save you all the work of having to reload your keys PINs into the Smart Fill Download your fuel data regularly You can download data onto the USB drive or via the mobile phone network if your Smart Fill has an optional modem fitted At your Office PC Back up the complete Smart Fill folder each time you add a Vehicle or Driver to the lists Backup the data to your server or onto a USB drive your USB drive etc The default location for the Smart Fill program is c program files smartfill95 Be sure to also back up the fuel reports folder which is located in C Users Public Fuel reports location Do this after each data download Record your key numbers In the Smart Fill software you can record the internal ID number of each SmartFill key If you did not record the key numbers when you allocated keys to vehicles and you loaded the keys in manually at your Smart Fill please see the section explaining Copying KEYS and PINS from the Smart Fill to your office PC Smart Fill Fuel Management Systems 6 Stach June 2013 Version 9 6 03 operating manual Smart Fill Terminology There are words and descriptions used in this manual that may require some explanation Ibutton The small buttons which look like a watch battery T
23. R DOWNLOADING DATA AT THE PC You can not clear delete the backup memory Download using modem The procedure for downloading data using a pc connection is outlined in the separate information sheet to suit the download method However the basic procedure for all pc connections is Start the Smart Fill program on your pc Click on Download data from MODEM Click on the button at left of the Smart Fill you want to connect to When connected click on the DOWNLOAD button Once downloaded you can choose to clear the memory if required The access code to clear the memory is the ID number written on the MENU key Click to DISCONNECT from the Smart Fill You MUST disconnect this way Click on CREATE A FUEL DATA FILE Follow the prompts to save the data file in a spreadsheet format Smart Fill Fuel Management Systems 24 Stach June 2013 Version 9 6 03 operating manual Smart Fill Fuel Management Systems 25 Sach June 2013 Version 9 6 03 operating manual Downloading from a modem Smart Fill on a vehicle It is recommended the following procedure be followed to ensure good communications The vehicle MUST be stationary The vehicle should have its engine switched off The Smart Fill must be powered on The vehicle needs to be in an area with acceptable phone signal strength NOTE The Smart Fill incorporates a method to check the signal strength Simply press 4 on the keypad and the signal strength is shown on
24. S June 2013 Version 9 6 03 operating manual martFil Operation manual Please visit the Smart Fill web page regularly to download the latest free updated version of this manual This manual Suits Smart Fill with the following software versions 9 6 Standard single and multi hose systems Model numbers SF1006 Sf1005 SF1007 SF1008 SF1009 SF1010 10 6 NMI approved single hose systems Model numbers SF1001 11 6 and NMI approved multi hose systems Model numbers SF1002 with USB and modem connection data downloading PLEASE NOTE This manual does not suit Smart Fill systems previous to the above versions It is not suitable for systems using a memory key ibutton for data downloading Version 7 2 version 8 or version 9 4 manuals are required for memory key downloading Please read section 9 warranty terms prior to use of your Smart Fill equipment Smart Fill Fuel Management Systems 1 Snte June 2013 Version 9 6 03 _ operating manual Safety WarminnS cccccececeeeceeececececeeeeeeeeeaeaeaeeeeeeeeeeeseeeseeesesegesasaeeseaeaeaeaeasaeaeaeeeeeeeeeseneuee 4 HIGA VOLTAGE WARNING EE 4 Smart Fill warranty statement sese es ses es ne es RRE ne ss ges RENE RE pene ennes genen eens esse nee nenes 5 SPECIAL NOTES FOR USE WITH GENERATORS 5545553425252 955429 Reese ge ise ER EREER EG EAE EEE 3 Important Notes ssssse ss es sss ss ss ss KREE ENER REENEN ENKEN ERKE ENER RE ENEE ENER ee ENER RE ENKE RRR RRR E
25. ble due care in design and assembly and with good intent s Due to the remote nature of most of this type of equipment the following warranty terms are strictly adhered to o Warranty repair labour is only covered at the manufacturer s premises located in Western Australia o The warranty period commences from the date of purchase invoice date from the manufacturer to the end user or reselling agent o Smart Fill parts are warranted for a period of 9 months o Smart Fill repair labour is warranted for a period of 9 months at the manufacturers premises only o All fault diagnosis removal replacement and freight expenses are at the owners expense The manufacturers are not liable for any of the costs in diagnosing repairing faults freight etc o Any faults caused by electrical disturbance poor installation quality misuse or neglect will not be covered by any warranty o An on site warranty may be able to be negotiated with your Smart Fill supplier The manufacturer does not provide an on site warranty option o No warranty will apply if commissioning documents and photographs as outlined in the commissioning document supplied with each Smart Fill are not sent to the manufacturer within 14 days of the system installation e The manufacturers may not be held liable for any product or data loss equipment damage or loss equipment or business downtime personal injury or death which is either directly or indirectly caused by
26. cription Registration Number Rea Nol Fleet accounting Code FleetNo Last service odometer reading 0 T D Vehicle Service Interval jo Get keys from Save keys to Create vehicle list for USB SD card USB SD card viewing printing Click here for help stil wT L Smart Fill Fuel Management Systems 39 B June 2013 Version 9 6 03 operating manual NOTE You only need to fill in the last 6 digits of your vehicle ID buttons if you wish to save them to the USB SDcard and then copy them all to the SmartFill You can read the numbers etched into the yellow key fob or the face of the ibutton Note that only later model keys have the etching on the plastic fob Vehicle ID Key No 1 2000 H DI Last 6 digits of ibutton ID No 1222222 Example ID Button cc FF 000005411 CFA3B Vehicle Description Registration Number Rea No S S Get keys from Save keys to Create vehicle list for USB SD card USB SD card viewing printing Click here for help siti ea Repeat the above process for each vehicle Smart Fill Fuel Management Systems 40 B June 2013 Version 9 6 03 v operating manual fil SmartFill v 9 6 01 Driver PIN list NOTE You only need to fill in the last 6 digits of your vehicle ID buttons if you wish to save them to the USB SDcard and then copy them all to the SmartFill You can read the numbers etched i
27. e ID Number written on the MENU key tag NOT the Serial Number See the relevant section of this manual for a detailed explanation Issue display time Not available on all versions The Smart Fill shows the fuel delivery details on its display at the end of a delivery The amount of time that it stays on the display can be set to a maximum of 1 minute in 1 second increments To set the display time Touch the MENU key to the sensors to start the MENU operating When ISSUE DISPLAY TIME appears press the ENTer key Type in the number of seconds and press the ENTer key Smart Fill Fuel Management Systems 17 Sach June 2013 Version 9 6 03 operating manual Adding vehicle keys The ibutton type ID keys will not work until you load them into the Smart Fill using the MENU managers key You can load them into the Smart Fill system via the following methods Enter them into the Smart Fill system manually using the MENU key Enter them into the Smart Fill program on your PC and then use the memory card to copy them to the Smart Fill system Dial in remotely if you have a modem link or cable connection and load them one by one Copy them over from another Smart Fill using the memory card A few facts about the vehicle touch keys ibuttons e The keys are very secure The Smart Fill gives 16 777 216 possible key combinations e You can use one key in each vehicle and use that key at multiple Smart Fill
28. ears when Creating the fuel data file If this error appears Please email the XXXXFUELDATA DAT where XXXX is the Smart Fill serial number file on the memory card to sales smartfill com au for analysis repair Smart Fill Fuel Management Systems 48 Stach June 2013 Version 9 6 03 operating manual Smart Fill Fuel Management Systems 49
29. efore it can save the fuel data Some systems will record data in a power failure depending on the system type configuration Version 10 or 11 systems communications control Gilbarco communications systems e The Smart Fill and the dispenser MUST both be in the same 5 or 6 digit mode If they are set differently the Decimal point in the Litres reading may be in the wrong place See the relevant installers documentation for 5 6 digit setup procedures e The Dispenser may be set in 5 digit mode but still allowing a fuel delivery over 999 99 Litres This has occurred previously on PEC dispensers and it causes the dispenser to lose the 1000 s in the Litres i e a delivery of 1354 77 Litres is recorded as 354 77 This is a dispenser issue not a Smart Fill issue Ensure that both the Smart Fill and the dispenser are both set in 6 digit mode wherever possible Acme communications systems bulk flow meters The Acme unit internal settings are factory preset and MUST NOT be changed The only setting in the Acme unit which may be adjusted by the installer is the calibration adjustment scale KFactor Any change to decimal point placement settings etc will affect the accuracy of the system Smart Fill Fuel Management Systems 47 Sach June 2013 Version 9 6 03 operating manual Data download problems at the Smart Fill Card Fault shows at the Smart Fill e The card may not be inserted correctly Remove the card for appro
30. eft of the top line and then wait The pc should connect to the Smart Fill and when it has connected a window with your options should appear NOTES When you have downloaded your fuel data an option appears to Clear memory When you do choose to clear the memory you will be asked for an access code This is the ID number not serial number written on your MENU key tag Troubleshooting Hardwire type download problems The phone number MUST be entered as Hardwire with capital H Some systems will not answer if RING is not put in the serial number box The comport number must match the port number that your Smart Fill is connected to The Smart Fill must be powered on The Smart Fill will not answer if it is busy fuelling a vehicle The Smart Fill mode setting must have comms turned on The cable length and type must be suitable for the type of communications being used egg RS232 or RS485 Try clicking RESET and attempt to connect a few times Testing the comms line The Smart Fill has a feature which allows you to test the comms TX rx line from the Smart Fill to the office pc Connect a pc with hyper terminal or similar terminal program to the office end of the cable At the Smart Fill start the menu with the MENU key and press ENTer when TEST COMMS appears The Smart Fill will send data strings every few seconds for about 20 minutes which you should see at the pc end if the TX line is connected correctly If you
31. es driver names etc to the fuel data and it converts the data into a spreadsheet format so that it can be easily viewed or further processed Once confirming that the data looks OK the operator then returns to the Smart Fill and clears the memory using the MENU key Smart Fill Fuel Management Systems 31 Stach June 2013 Version 9 6 03 operating manual Using a mobile phone or satellite modem or a data cable e The operator starts the Smart Fill program on the office pc and selects which Smart Fill to connect to The Smart Fill software connects via the mobile phone network to the Smart Fill The operator clicks on DOWNLOAD and all data is copied to the office pc The operator then can clear the memory using a special access code The operator disconnects from the Smart Fill The Smart Fill software is used to create a fuel data file This procedure adds vehicle registration numbers fleet codes driver names etc to the fuel data and it converts the data into a spreadsheet format so that it can be easily viewed or further processed Setting up software for a modem connection Please note that you need to put your pc com port number at step 7 If you don t know what com port number to use look in Control Panel Phone and modem options then click on modems After installing the Smart Fill software e Start the Smart Fill program e Click on Modem in the download type box and a window will open up s In this wi
32. he options that you need from the chart For example to turn Pin number requesting on and turn Speedo requesting on you would add 128 and 16384 The result is 16512 Any of the options that you don t need don t add their value to the mode value i e treat them as a zero Changing the mode setting The mode value is easily changed using the MENU key Touch the MENU key to the sensors to start the menu operating When SET SYSTEM MODE appears press ENTer Type in the new mode value and press ENTer The mode setting will now be updated Smart Fill Fuel Management Systems 30 s t June 2013 Version 9 6 03 operating manual Smart Fill PC software Installing software onto a pc You may need to have your I T people do the software installation so that it can be done under the administrator s password The most common cause of problems when installing software is that the installation is done without administrator s rights The Smart Fill software comes with your Smart Fill on either an USB drive or a USB drive The latest version software is also available as a free download from the Smart Fill web page on the software updates page www smartfill com au You should download and install the latest exe file regularly to keep your software at the latest version Insert the Smart Fill memory card or USB drive into your pc Wait for it to be recognized by your PC Open the folder SmartFill v95 PC software
33. hey are used to identify each vehicle They may be mounted either in a key fob for attaching to a key ring etc or they may be mounted directly onto your vehicle when a reader wand is used Sensor pads The 2 stainless steel pads on the front of the Smart Fill You touch the ibutton keys onto the sensor pads to log into the Smart Fill and start a fuel issue Vehicle key Another word for the unique ibutton that identifies each vehicle PIN number The unique identification number any number from 1000 to 65000 which is used to identify each driver PIN numbers can be linked to drivers or to keys Driver ID number The number 1 2000 which identifies each driver loaded into the Smart Fill Menu key The ibutton key which is used by the manager to access the system to add and disable keys and PIN numbers and to change settings etc There is only one MENU key supplied with each Smart Fill and it should be guarded carefully It has a key tag with MENU KEY written on it You can make 1 spare key into an extra Menu key Master key A key which can be used to fuel any vehicle The driver then types in the vehicle number when prompted A normal ibutton key can be loaded in and used as a master key USB drive The USB drive is used to download data from your Smart Fill onto your pc It can also be used to copy keys pins between Smart Fills etc Download The process of transferring data from the Smart Fill onto your pc where the vehic
34. ix The keypad numbers tiles may be replaced if necessary without changing the whole keypad You can purchase new tiles numbers for the keypad if the old numbers have worn off The old tiles are removable so you don t need to replace the whole keypad Smart Fill Fuel Management Systems 8 B Le June 2013 Version 9 6 03 operating manual Basic Parts Identification MENU KEY VEHICLE IDENTIFCATION KEY ibutton Smart Fill Fuel Management Systems 9 Sach June 2013 Version 9 6 03 operating manual Getting more from your Smart Fill Reader Wand Enables you to mount the vehicle touch keys onto the vehicle somewhere near the fuel tank If you have trouble with staff losing keys or using keys from other vehicles taking keys home etc then this solves all of those problems The key is mounted onto the vehicle and a small hand held reader wand is connected to the Smart Fill by a thin data cable To start a fuel issue you simply touch the wand onto the key near the fuel tank The data cable is a low cost consumable part and should be replaced at least every 12 months Extra keys You can purchase extra fuel keys from your Smart Fill supplier It is advisable to have a few spare keys available as freight of keys to some remote sites may take a few days Software and operator manual updates The latest PC software and operator manual updates are available free of charge at the Smart Fill web page on the UP
35. l door Insert the USB drive into the USB connector on the front of the door Wait about 10 seconds Start the Menu running by touching the MENU key to the sensors Press ENTer when Import Keys and Pins appears on the display Enter the Access code this is the ID number not the serial number written on your MENU key The keys and pins will copy into the SmartFill Test a key and PIN number Smart Fill Fuel Management Systems 20 Stach June 2013 Version 9 6 03 operating manual Adding vehicle keys remotely via modem or cable at NOTE You first MUST have the version 9 6 1o0r later SmartFill software on your PC You must have dialed in and connected to your SmartFill with the window below on your screen Click on Add a vehicle key In the first popup window type in the vehicle number 1 to 2000 and then press Enter NOTE You can also enter master keys as number 2002 2003 plus a spare MENU key as number 2004 In the second popup window type in the 6 digit ibutton ID number and then press Enter NOTE The number is engraved onto the steel ibutton face It is also on the plastic key fob on newer ibutton keys If the markings have worn off you can also view the 6 Digit ID by just touching the key onto a SmartFill system Repeat the above process to add more keys Deleting vehicle keys remotely via modem or cable SE NOTE You first MUST have the version 9 6 1 or later SmartFill software on your
36. l unless you clear it using the MENU key or the special access code when connected via phone network or cable Smart Fill Fuel Management Systems 11 S June 2013 Version 9 6 03 operating manual Getting started Touching the keys to the sensors When you touch your key onto the sensors on the Smart Fill door the front and side surfaces of the key need to touch onto the 2 sensor studs as shown below The middle of the key must touch the bottom stud and the outside of the key must touch the longer top stud e Please note that some systems may take up to 2 seconds to see the key at the sensor depending on the options attached to the Smart Fill Allocating vehicle numbers e Before you can use the Smart Fill system you must allocate a key to each vehicle which needs to access the system e The system has a capacity of 2000 keys so you must allocate each vehicle a number from 1 to 2000 Smart Fill Fuel Management Systems 12 Stach June 2013 Version 9 6 03 operating manual Allocating PIN numbers s A PIN number can be any number from 1000 to 65000 e PIN numbers can be set up in the Smart Fill in 2 ways You set your preferred PIN number setup in the MODE options setup You can set the system PIN numbers up in the following 2 ways The PIN numbers are linked to each driver and the driver is identified for each fuel issue Advantages Drivers can be identified for each fuel issue higher security Any
37. le details and driver names are attached to each fuel issue and it is then converted into a spreadsheet so that you can view print further process the data LCD The liquid crystal display panel which you view on the Smart Fill front door Walktime Sometimes also known as a no flow timer This is a feature which stops the fuel pump from running for long periods of time without any fuel flow It turns the pump off after its preset Walktime number of seconds This time period is adjustable by the manager Mode A system which the Smart Fill uses to turn options on and off and to configure the Smart Fill Smart Fill Fuel Management Systems 7 B June 2013 Version 9 6 03 operating manual Regular maintenance The Smart Fill is relatively maintenance free However there are a few items which may require attention occasionally Enclosure cleanliness The Smart Fill enclosure should be kept as clean as possible Sensor cleanliness The sensors where the vehicle key is touched on should be kept clean If electrolysis is allowed to form on the surfaces around the studs then the keys may not read correctly in damp wet weather Keypad cleanliness The keypad silicon rubber cover should be kept clean and free of petroleum products The silicon cover will handle most dirt and grime well but it will swell up and fail if it becomes wet with petroleum product NEVER use solvents for cleaning use only a weak detergent m
38. ll the download can commence After the data has finished downloading the DOWNLOAD button now shows CLEAR MEMORY This is the only time it is possible to clear the memory when dialing in remotely If you forget to clear the memory at this point you will need to download data again before the CLEAR MEMORY button will become available Immediately after downloading data to your pc click on CLEAR MEMORY When prompted for an access code type it in and press OK NOTE The access code is the ID number not the serial number written on the MENU key The response message box should turn red and confirm that the memory has been cleared Smart Fill Fuel Management Systems 27 B June 2013 Version 9 6 03 operating manual Smart Fill MODE options The Smart Fill mode setting is used to set up the system options This enables the manager to turn on or off items such as PIN number requesting Speedo requesting modem communications etc The method used is simply adding a different amount for each option to a mode number The number starts as zero and then you add a certain number onto the mode if you want that particular option or don t add it to the mode if you don t want the option Mode charts NOTE Mode charts differ depending on the model of your Smart Fill system Some options listed may not suit your Smart Fill depending on the build date For this reason it is important to select your type of Smart Fill before you
39. ly it tells the dispenser when to start stop and asks the dispenser how many Litres were taken The Smart Fill will not tell the dispenser to start until it has been authorised by a valid KEY and PIN number if PIN number requesting is turned on Recording data At the end of each fuel issue the Smart Fill saves the fuel issue data into 2 permanent memory chips Chip 1 can be reset by the manager after the data has been downloaded to a pc Chip 2 can not be reset and it always contains the most recent 4000 fuel issues All of the data stored in the Smart Fill memory is safe for at least 20 years without power being connected Downloading data to your pc Downloading data is the process of getting your fuel transactions from the Smart Fill onto your pc There are a few ways to do this o Using an USB drive o Using a mobile phone modem o Using a satellite phone modem o Using a cable connection When you download data to your pc you are simply copying each fuel issue from the Smart Fill memory to your computer The Smart Fill software is used to get the data from the SD card or via the phone network and to convert the data into a spreadsheet so that you can view it print it or further process for you company internal book keeping When you download the data from the Smart Fill it is not deleted automatically You MUST clear the memory manually if you wish to delete the data downloaded The data is not cleared at the Smart Fil
40. mber ShOWinG EE 46 Not accepting a NEW PIN number 46 Bump 7 dispenser GrObletp seess ebe as age 276575252 9 Sar rE rR R YR SRN ER YR EEE XR YSR REER Xa ERA 47 Pump stops aftera Short ele EE 47 Smart Fill is not recording Litres accurately sss sees ess sesa s sese ss e eres geas annan ennan Ranna 47 Data download problems at the Smart EIL aa sonses n an 48 Card Fault Shows at the S rmnark lt PI ge uertge erer d ege euer dee ee ENEE EENS ENNEN ee A8 Troubleshooting Smart Fill pc Software css sees nes pss es nes ER ERERERERR KKK ER EE Renne EE ER ER Een 48 File not found error when starting the Program sese eee e eee e e eee e e eee eee eee e eee 48 Unable to edit vehicle or driver Jet ccciccitededsscendea 5252295252549525 4545495423934 5454945439303 25454545 9343934545455 48 Vehicle or Driver lists are corrupted or contain errors sse eee e e eee e e eee e eee 48 Several files on the card have scribbled file names eee ee ereer 48 A data error appears when Creating the fuel data le 48 Smart Fill Fuel Management Systems 3 s t June 2013 Version 9 6 03 operating manual Safety warnings e Any safety concerns about the system should be immediately reported to your Smart Fill supplier and the manufacturer e The system must be put out of order and not used if you have any safety concerns HIGH VOLTAGE WARNING e The Smart Fill system usually involves hazardous electrical voltage levels e Any electrical i
41. ndow click on Add Edit details this unlocks the boxes so that you can add your phone number etc e Put your choice of text in for your Smart Fill location TIP If you put your access code ID number on the MENU key in with the company name location you will be able to see it on the top of the window later when you need it to clear the memory in your Smart Fill Put the data phone number in the next box without spaces E g 0417123456 Put your Smart Fill serial number in the next box Put the com port number in the comport box on the RH side Click save changes Exit the Smart Fill program and then re open it Click on modem again Click on the radio button at the left of the top line and then wait The pc should connect to the Smart Fill and when it has connected a window with your options should appear NOTES e When you have downloaded your fuel data an option appears to Clear memory e When you do choose to clear the memory you will be asked for an access code This is the ID number not serial number written on your MENU key tag Troubleshooting Modem type download problems The phone number MUST be a data number not a voice number Your phone company should have set the account up with 2 phone numbers If your only have 1 number please contact your phone company and confirm that you have a data number attached to your voice number e The com port number must match the port number that your modem is connec
42. nloading key but you must first disable key 1001 Download the keys and pins from the v9 4 system onto the key by clipping it inside the door Then wait until REMOVE KEY appears You need to update your SmartFill version 9 4 pc software to the latest version 9 4 exe file NOT 9 5 from the UPDATES page at the SmartFill web site before continuing Start the SmartFill v9 4 software Clip the memory key into the download cable Click on USB or SERIAL for the download adaptor type Click on TOOLS then IMPORT EXPORT KEYS for SDcard Follow the prompts Note where you have saved the 2 files Using your new version 9 6 pc software Start the version 9 6 software Click the top Vehicle list tab Click get keys from Sd card Browse to the files you created previously Click on the correct file and click OK Now click on the Driver Pin list tab Click get PINs from SD card Browse to the files you created previously Click on the correct file and click OK Save the vehicles and Pins onto your USB drive Start the version 9 6 software Click the top Vehicle list tab Click Save keys to Sd card Follow the prompts and save to the SD card Now click on the Driver Pin list tab Click Save PINs to SD card Follow the prompts and save to the SD card Copy your Keys and PINs from the USB drive to your new SmartFill Take the USB drive and the door key to the SmartFill unit Unlock the SmartFil
43. nstallation testing repairs MUST be carried out by a suitably licensed electrician The Smart Fill manufacturer s bear no responsibility liability for any work carried out by unqualified service personnel s Al wiring MUST be in accordance with the relevant local state national regulations as required and in accordance with AS NZS 3000 2000 e Special care must be taken to ensure that the wiring and location of Smart Fill systems is in accordance with the relevant regulations and authorities for that location Special attention must be paid to locating equipment in possibly hazardous areas e The manufacturer can not provide advice or specification for correct wiring or hazardous area regulations e Information must be sought from the relevant local authorities by the installing company Smart Fill enclosures are not rated for use in hazardous areas e The Smart Fill must only be located in a non hazardous area e The safety panel inside the Smart Fill MUST NOT BE REMOVED If the panel become broken or is missing please contact your Smart Fill supplier for a replacement safety panel Smart Fill Fuel Management Systems 4 s t June 2013 Version 9 6 03 operating manual Smart Fill warranty statement e The Smart Fill manufacturers warrant each Smart Fill system against manufacturing faults or defects for 12 months from the date of purchase on manufacturer s sales invoice e Every Smart Fill system is manufactured with all possi
44. nto the yellow key fob or the face of the ibutton Note that only ei model keys have the etching on the plastic fob Vehicle ID Key No 1 2000 lt Last 6 digits of ibuttonID No 1222222 Vehicle Description Example ID Button cc FF 000005411 CFA3B e X Registration Number lt Fleet 7 accounting Code FleetNo X Kg Get keys from Save keys to Create vehicle list for USB SD card USB SD card viewing printing Click here for help Vehicle Service Interval Smart Fill Fuel Management Systems 41 s t June 2013 Version 9 6 03 operating manual Changing the spreadsheet headings You can change the names of the column headings which appear at the top of the spreadsheet columns to suit your company Note that you cannot move the columns only change the names at the top of each column The names only appear on the top of each column if you click on the checkbox Insert spreadsheet headings before you create a fuel data file To change the headings Open the file called headings txt in your Smart Fill folder Change the headings as you wish IMPORTANT Each heading MUST be separated by a comma You must not use any quotation marks Put your cursor after the last character on the line and press delete several times to make sure there are no spaces or carriage returns etc after the last character Save the file If you make a mi
45. ntrols 2 hoses pump 1 and 2 you can set the system so that all odd numbered keys will operate pump 1 and even numbered keys will operate pump 2 When the driver touches the key on the system automatically selects pump 1 or 2 See the section on the MODE setting for setup details Smart Fill Fuel Management Systems 10 s t June 2013 Version 9 6 03 operating manual How it works How it controls access and records fuel There are basically 2 different types of Smart Fill systems They differ in the way they control the fuel dispenser Some systems control fuel flow directly by switching a valve or motor and count the Litres by receiving pulses from the flow meter or a pulser interface Other systems control the complete dispenser system via communications where it simply tells the dispenser when to start and asks how many Litres were taken etc On version 9 systems The Smart Fill controls the fuel dispensing system by switching the pump motor on off or switching a valve of some type It record the Litres of fuel taken by counting pulses which are produced by the dispenser fuel meter Sometimes a pulse interface device is installed to generate pulses as fuel flows The Smart Fill will not switch on the pump or valve until it has been authorised by a valid KEY and PIN number if PIN number requesting is turned on On version 10 and 11 systems The Smart Fill controls the dispenser via communications basical
46. on the screen as the data is copied DO NOT remove the card until Remove USB appears on the screen Go to your pc and download data from the card onto a computer SEE SEPARATE INSTRUCTIONS FOR DOWNLOADING DATA AT THE PC After confirming that all data looks OK return to the Smart Fill and clear the memory NOTE The Smart Fill can be configured to automatically clear the memory after downloading data to the USB drive WARNING This is will clear the normal memory automatically as soon as the data is downloaded without checking any of the data However the backup data will remain unchanged as it can not be cleared To make your Smart Fill automatically clear the memory simply set the low memory warning to 2401 Downloading BACKUP fuel transactions using USB Drive Take the USB Drive to the Smart Fill Unlock the Smart Fill door Insert the memory card into the slot on the RED circuit board Start the MENU using the MENU key Press ENTer when Save data to USB device appears on the screen then IMMEDIATELY Press and hold 1 on the keypad for 15 seconds You should see numbers counting on the screen as the data is copied NOTE This procedure takes approximately 15 20 minutes due to the large amount of data being copied to the card 4000 fuel issues DO NOT remove the card until Remove card appears on the screen Go to your pc and download data from the card onto a computer PLEASE SEE SEPARATE INSTRUCTIONS FO
47. or the key a number from 1 to 2000 and press Enter When prompted touch the new key to the sensors being sure to make a clean contact without pressing too hard e The display will show ENTER VALUE again you can either load in another new key or press cancel to exit Smart Fill Fuel Management Systems 18 Stach June 2013 Version 9 6 03 operating manual How to disable a lost or no longer required vehicle key Touch the MENU key onto the sensors to start the MENU operating When ADD NEW KEY appears press enter The system will show ENTER VALUE on the display Type in the ID number for the key you are disabling a number from 1 to 2000 and press Enter When prompted touch the MENU key back onto the sensors being sure to make a clean contact without pressing too hard as shown previously This will stop the original key from operating You can either disable another key again or press cancel to exit the routine Smart Fill Fuel Management Systems 19 Stach June 2013 Version 9 6 03 operating manual Transferring keys from version 9 4 to new 9 6 system NOTE You first MUST have the LATEST release of version 9 4 and 9 5 SmartFill software on your PC 1 0800 SON CU GN E Ot OO poor GN a ON eS NS 10 00 Create a backup memory key in your v9 4 SmartFill as key number 1004 NOTE You need a memory key not a standard vehicle key they are different You can use your data dow
48. ory Smart Fill Fuel Management Systems 13 Stach June 2013 Version 9 6 03 operating manual Smart Fill Fuel Management Systems 14 Sach June 2013 Version 9 6 03 operating manual The Smart Fill MENU The Smart Fill MENU is used to add keys and PIN numbers and change the system settings etc The MENU is accessed by touching the MENU key managers key onto the sensors The MENU will scroll through and you simply press ENTer to select the option you would like while it appears on the screen PLEASE NOTE Some of the following options will not appear on your Smart Fill system depending on the version you have Add a new touch key Used to enter a new vehicle key into the system or to disable an existing key See the section on Adding keys for details Add a new driver PIN Used to enter a new driver PIN number into the system or to disable an existing PIN exclude the driver See the section on Adding PINs for details Save data to USB Device Used to copy fuel transaction data from the Smart Fill memory onto the USB drive Clear system memory Used to clear the fuel transactions from the Smart Fill memory after a data download The data on the main memory chip is cleared but the backup memory is not it can not be cleared The KEYS PIN numbers are not cleared only the fuel transactions in the main memory chip NOTE The data does not clear unless you PRESS and HOLD the ENTer key until CLE
49. r Type in the PIN number for the driver a number from 1000 to 65000 and press Enter You can either add another PIN again or press cancel to exit the routine How to disable a PIN number Touch the MENU key onto the sensors When ADD PIN NUMBER appears press enter The system will show ENTER VALUE on the display Type in the ID number for the driver or Key and press ENTer Type in a random PIN number from 1000 to 65000 and press ENTer TIP Use a 5 digit number less than 65000 when disabling a PIN number You can either disable another PIN again or press cancel to exit the routine Smart Fill Fuel Management Systems 22 S June 2013 Version 9 6 03 operating manual Copying KEYS and PIN numbers between Smart Fill systems Note the source system is the Smart Fill you are copying the keys from The destination system is the Smart Fill you are copying the keys onto Copying keys and pins from the Smart Fill onto the memory card At the SOURCE Smart Fill s Insert the memory card into the slot behind the door on the RED circuit board e Start the MENU with the MENU key e Press ENTer when EXPORT KEYS PINS appears on the screen s Do not remove the card until Remove Card appears Copying keys and pins from the memory card onto the Smart Fill IMPORTANT Before you can copy the keys and pins to the destination Smart Fill you MUST rename the first 4 digits of the 2 files on the SD card
50. stake the Smart Fill software will re build the file with the default headings which are shown below Key No Vehicle Reg No Fleet No Driver No Driver name Litres Speedo Time Date Pump Smart Fill Fuel Management Systems 42 s t June 2013 Version 9 6 03 operating manual Smart Fill maintenance reporting The Smart Fill software can create a basic maintenance report which will show how many kilometers hours each vehicle has to go before it is due for service etc It will tell you if vehicles are overdue or due soon etc The service report uses the most recent odometer hours reading entered at the Smart Fill to calculate the report Your drivers need to enter accurate figures to ensure that your maintenance report is correct This feature requires that you enter the following into the Smart Fill pc software e When you add a vehicle into the system you need to also put in the service interval for each vehicle in Kilometers or Hours e Before you download data from the Smart Fill to the pc you need to get from your maintenance staff the last odometer or hour meter reading that each vehicle was serviced and enter that in for each vehicle before downloading to the pc e TIP Click on SPEEDO s in the edit vehicles area and it will speed up the process of updating service odometer readings It will also automatically increment the vehicle number Use the ENTER key to step through e To generate a report simply select YES
51. ted to Smart Fill Fuel Management Systems 32 sr artrill June 2013 Version 9 6 03 operating manual The Smart Fill must be powered on The Smart Fill will not answer if it is busy fuelling a vehicle The Smart Fill modem must have adequate phone coverage You can test the signal strength at the Smart Fill by pressing 4 on the keypad The Smart Fill mode setting must have comms turned on Smart Fill Fuel Management Systems 33 Stach June 2013 Version 9 6 03 operating manual Setting up software for a hardwired connection After installing the Smart Fill software Start the Smart Fill program Click on Modem in the download type box and a window will open up In this window click on Add Edit details this unlocks the boxes so that you can add your phone number etc Put whatever you want for your company name or Smart Fill location TIP If you put your access code ID number on MENU key in with the company name location you will be able to see it on the top of the window later when you need it to clear the memory in your Smart Fill In the phone number box type Hardwire exactly as shown with no spaces etc In the Serial number box type RING exactly as shown with no spaces etc Put the com port number that the hardwired cable is connected to in the comport box on the RH side Click save changes Exit the Smart Fill program and then re open it Click on modem again Click on the radio button at the l
52. the system hardware or software regardless of the cause of the failure s If these conditions can not be agreed upon or are deemed unacceptable by the client then the client must contact their supplier to arrange a resolution SPECIAL NOTES FOR USE WITH GENERATORS o No warranty is available for Smart Fill systems powered by portable generators without an individual approval for the particular installation from the Smart Fill manufacturers o These approvals are issued only for a single installation o A separate approval is required for each individual system being powered by a portable generator o To enable the manufacturers to warrant any system connected to a portable generator the system MUST be designed so that it is not possible for the generator to be started or stopped while the Smart Fill is electrically connected to its power output i e The Smart Fill must only be powered up after the generator is running with a stable regulated power supply and must be disconnected from the power supply before the generator stops At the very minimum a power failure relay and current sensing relay will be required Smart Fill Fuel Management Systems 5 Sach June 2013 Version 9 6 03 operating manual Important notes IMPORTANT Back up your data You should regularly back up your Smart Fill system information both at the Smart Fill and at your office PC At the Smart Fill system Use a USB drive to Export keys and
53. tion modules are used in any of your vehicles and a radio module fitted to the Smart Fill Preset Delivery Add if you wish to preset Litres before a delivery and turn the pump valve off at the requested amount WARNING Does not ramp down the flow prior to stopping care must be taken with sudden stopping of some dispensing systems Comms type Add only if using a cable connection between the Smart Fill and office pc Leave out for 3G or satellite modem comms Turn Comms On Add if using any type of data connection modem or cable between Smart Fill and office pc SmartDip fitted Add if a SmartDip tank gauging system is built into the Smart Fill system Ask for Pin No Add if you want to request a PIN number for each fuel issue Flow meter Detect Add if you wish for the Smart Fill to detect flow meter movement when the system is unauthorized This option should not be used unless the metering system is set up correctly with non return valves etc as errors will occur Its primary purpose is to alert you if fuel has been taken when the system has not Smart Fill Fuel Management Systems 29 Stach June 2013 Version 9 6 03 operating manual been authorised with a key This feature is not available with all Smart Fill versions for various reasons Link Pins to Keys Add if you require the PIN numbers to be linked to vehicle keys instead of the PIN numbers identifying the driver issuing the fuel This method will
54. to match the serial number of the destination Smart Fill Example If you are copying from system serial No 1355 to system 1349 then you must rename the files called 1355KEYS SFK and 1355PINS SFP You must rename them to 1349KEYS SFK and 1349PINS SFP You will need the MENU key and door key for the destination Smart Fill and the SD card to perform this operation e Open the destination Smart Fill door and insert the SD card into the slot on the RED board e Touch the MENU key to the Smart Fill to start the menu scrolling on the display e When IMPORT KEYS PINS appears on the screen press ENTer e When ACESS CODE appears type in the MENU key ID number and press ENTer The MENU key ID number is written on the MENU key tag NOTE ID number not Serial number e WARNING Do not remove the card until Remove card appears Always test a few keys and pin numbers to be sure that keys have copied across OK Smart Fill Fuel Management Systems 23 Stach June 2013 Version 9 6 03 operating manual Downloading data Downloading normal fuel transactions using memory card Take the USB drive and a door key to the Smart Fill Unlock the Smart Fill door Insert the memory card into the slot on the RED circuit board Start the MENU using the MENU key Press ENTer when Save data to USB device appears on the screen Nothing will happen for a few seconds while the Smart Fill checks the card then you should see numbers counting
55. wed in one issue can be set by the manager The Smart Fill will stop the pump valve at the set amount This is a global setting for all fuel issues and can not be set individually for each key vehicle To set the maximum delivery Touch the MENU key to the sensors to start the MENU operating When Maximum delivery appears press the ENTer key Type in the number of Litres you want as a maximum and press ENT NOTE The maximum value you can set is 60 000 Litres Set Walk time no flow The Smart Fill has a feature which prevents the pump from running for extended periods with no fuel flow We call this Walktime The amount of time can be adjusted on version 9 5 systems for up to 2 minutes in 1 second increments To set the walk time Touch the MENU key to the sensors to start the MENU operating When SET WALKTIME appears press the ENTer key Type in the number of seconds you require for Walktime and then press the ENTer key Smart Fill Fuel Management Systems 16 Stach June 2013 Version 9 6 03 operating manual Set site ID number Single hose Smart Fills only Users of more than 1 Smart Fill can set a site ID number internally in the Smart Fill to identify which system the download is from The number can be any number from 1 to 16 The site ID number then appears in the PUMP NUMBER column of the data download To set the site ID number Touch the MENU key to the sensors to start the MENU operating
56. when prompted to create a maintenance report when creating fuel data files Smart Fill manual entries The Smart Fill software has a feature which allows fuel which was not dispensed through the Smart Fill to be included in the reports This is useful when you have vehicles working away and you would like the fuel purchased at service stations etc to be combined in the issues and totals reports To enter a manual fuel entry Start the Smart Fill program Click on TOOLS then MANUAL FUEL ENTRY Select the vehicle from the list Select the driver from the list Click on ENTER DETAILS Follow the prompts Oh P OM A After downloading data from the memory key and then creating the fuel reports you must clear the manual entries on file or they will be included in the next download To clear manual fuel entries on file 1 Start the Smart Fill program 2 Click on TOOLS then MANUAL FUEL ENTRY 3 Click on CLEAR ENTRIES IN FILE 4 Click YES to confirm Smart Fill Fuel Management Systems 43 S June 2013 Version 9 6 03 operating manual Troubleshooting at the Smart Fill unit Smart Fill keys IMPORTANT Some types of ibutton keys do not operate correctly with Smart Fill system due to differences inside the ibutton Always check with your supplier to guarantee that the keys are Smart Fill compatible Require more vehicle keys e You can purchase extra Smart Fill keys from your Smart Fill supplier
57. x 10 seconds and re insert it e The card may need to be formatted e The Smart Fill USB drive must be formatted as 16 bit Troubleshooting Smart Fill pc software File not found error when starting the program s Install the software from the original installer package or download the latest version 9 5 software from the Smart Fill web page The software may have been copied from another pc instead of being reinstalled using the Smart Fill installer package Unable to edit vehicle or driver list e Users must have Modify Rights to the C program files Smartfill folder Your I T staff will need to change this setting Vehicle or Driver lists are corrupted or contain errors e Ifthe vehicle or driver lists become corrupted you should replace them with your backed up lists The files are called vehicles dat and drivers dat and they reside in the Smart Fill program folder The default location of the Smart Fill folder is c program files smartfill95 s If you have re installed your software onto or from another pc you will need to copy the original files to the Smart Fill folder on the new pc Several files on the card have scribbled file names Any files with scrambled characters etc on the card can simply be deleted This is very rare and usually only occurs when the Smart Fill processor is reprogrammed while the memory card is inserted It does not harm existing files on the card A data error app
58. y Dip N A Daily Dip SMS Daily Dip SMS SMS SMS 4096 N A N A N A N A N A 8192 N A N A N A N A N A 16384 Ask for Ask for Ask for Ask for Ask for Speedo Speedo Speedo Speedo Speedo 32768 N A N A Pump Codes N A N A Snte June 2013 Version 9 6 03 operating manual Mode options for DC powered systems only Value v9 5 Single v9 5 Multi vi0 5 Acme vi1 5 Multi single Acme comms 1 N A Link keys to Link PINs to Link keys to Pump 1 or Keys Pump 1 or Pump Pump 2 2 2 Radio start Radio start N A Radio start 4 Preset Delivery Preset Delivery Preset Delivery Preset Delivery 8 Comms type Comms type Comms type Comms type 16 N A N A N A N A 32 Turn comms Turn comms Turn comms Turn comms On On On On 64 SmartDip fitted SmartDip fitted SmartDip fitted SmartDip fitted 128 Ask for Pin No Ask for Pin No Ask for Pin No Ask for Pin No 256 Display Litres N A N A N A 512 Flow meter N A N A N A detect 1024 Link Pins to Link Pins to N A Link Pins to Keys Keys Keys 2048 Daily Dip SMS Daily Dip SMS Daily Dip SMS Daily Dip SMS 4096 N A N A N A N A 8192 Auto power off Auto power off Auto power off N A 16384 Ask for Speedo Ask for Speedo Ask for Speedo Ask for Speedo 32768 Set as 2 hose N A Set as 2 hose N A single NOTE single NOTE Rev09c pcb or Rev09c pcb or later circuit later circuit board board only only Mode chart abbreviation meanings Radio start Add if vehicle radio authoriza
59. y ID numbers into the software as a backup and for trace ability of the keys at a later date Driver PIN list Update vehicle driver list Vehicles C Drivers Warranty and S Support Information Select report options I Insert Spreadsheet headings Step 1 gt 7 Create a Maintenance report Add in manual off site fuel issues Add this data onto another data file Download data from Cant see 2 gt C USB SD C Modem DAT file on USBorSD card 3 gt 3 S Open a fuel issues cs v file Please check the Create a fuel issues Lcs file Smart Fill web i ae et from a downloaded fuel data file regularly for free software updates and Optional Create a totals report the latest manuals www Fluidmt com Optional Create tank level report Smart en ud A wo EXIT Smart Fill Fuel Management Systems 38 s t June 2013 Version 9 6 03 Q Ul SmartFill v 9 6 01 Te X File Tools Help Home Driver 7 PIN list NOTE You only need to fill in the last 6 digits of your vehicle ID buttons if you wish to save them to the USB SDcard and then copy them all to the SmartFill You can read the numbers etched into the yellow key fob or the face of the ibutton Note that only later model keys have the etching on the plastic fob Vehicle ID Key No 1 2000 Last 6 digits of ibutton ID No Vehicle Des

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