AimRack guides

How to use every page of AimRack, written for the people who run a propane office: one guide per page, grouped by the module that owns it.

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Where the day in AimRack starts, with a conversation with AimRack's assistant, plus summary pages for your tanks, accounts, deliveries and routes.

Get started: The Implementation Hub, a step-by-step plan for setting AimRack up for your company, from settings through training to go-live.

The customer book, with what each customer owes, what is past due, what they bought lately and how full their tanks are.

Every customer tank with its last reading, how fast it burns, when it will run dry and whether its monitor is still reporting.

The dispatch board, showing each day's route plans on a map, every truck's ordered stops, and the delivery work still waiting for a truck.

The ticket board for propane deliveries, where every delivery is a ticket that is also a line on the customer's invoice.

The general ledger behind every delivery, bill and payment, plus the chart of accounts, periods and month-end close.

Fixed assets and depreciation: Put bobtails, transports, bulk tanks and equipment on the books, depreciate them each month, and sell or retire them.
Journal entries: Every balanced ledger entry AimRack writes, and the manual entries a bookkeeper posts for adjustments and corrections.
Reports: Income statement, balance sheet, trial balance, aging and analysis reports built from the ledger, with drill-down to every line.

One searchable library for every file your office keeps, with per-group access, pins, labels, previews and trash.

What each plant holds on the shelf, how every movement is recorded, and how to correct a count that is wrong.

Inventory counts: Count what is really on a plant's shelves against a frozen snapshot, review the differences, and post them.
Picking lists: Gather the material a job needs from the shelves and stage it where the work happens, one line at a time.
Receipts: Record stock arriving at a plant, from a supplier's purchase order, a returned item or a transfer, and post it to inventory.
Shipments: Record stock leaving a plant against a sales order, a supplier return or a transfer, and post it out of inventory.
Stock transfers: Move stock between storage units inside one plant, from planning the moves to confirming them.
Traceability: Follow a serial or batch number back to the supplier it came from and forward to every place it went.
Warehouse transfers: Send stock from one of your plants to another, shipping it out of one and receiving it into the other.

What customers owe you for deliveries, what you owe suppliers, and the payments that settle both, on one screen.

Credits and debits: Credit and debit memos that lower or raise what a customer or supplier owes, without moving cash.
Payments: Record money received from customers and paid to suppliers, and apply it to the invoices it settles.
Purchase invoices: Supplier bills for propane loads, cylinders, parts and services, from entry and posting to payment.
Sales invoices: The bill for each propane delivery or sale, from its draft to posting, sending and getting paid.

The master list of everything your company buys, stocks or sells, from regulators and fittings to service calls and tools.

Change notices: Record a controlled change to the parts you stock, such as moving to a replacement regulator model, and phase the old part out on a date you choose.
Consumables: Keep the supplies that get used up or sold by quantity, such as thread sealant, leak detection solution, motor oil and additives.
Materials: Describe stock you cut to length, such as copper tubing or polyethylene gas pipe, by substance, shape and size so every installer orders the same thing.
Parts: Set up the regulators, valves, fittings and tank accessories you buy, stock and sell, with their suppliers, prices and reorder levels.
Services: Set up the work you bill for or buy in, such as leak checks, tank sets, installations and flat-rate service calls, with their prices.
Tools: Keep the tools your technicians carry, such as leak detectors, manometers and pipe cutters, with their suppliers, costs and serial numbers.

Keep the records of the drivers, technicians, dispatchers and office staff who work for the company, their shifts, and their time cards.

A person's record: One employee's own page, with their profile, job placement, abilities, trainings, notes, extra details and time cards.

Buy propane, equipment, parts and outside work from your suppliers, and see what is on order at a glance.

Purchase orders: Commit to buying from a supplier, then track what has been received and what has been billed against it.
Requests for quotes: Ask several suppliers to price the same items at once, collect their quotes, and compare them side by side.
Supplier quotes: Record a supplier's prices and lead times, let them enter prices through a private link, compare quotes, and order from the winner.
Supplier returns: Send received goods back to a supplier, keep serial and batch identity, claim a credit, and order replacements.
Suppliers: Keep one record per company you buy from, with its contacts, terms, tax details, files and approval status.

Track what went wrong, check what you receive, keep your test instruments calibrated and your procedures under control.

Inspections and inspection plans: Check goods you receive against a written plan before they become stock, and accept or reject the whole lot.
Issues: Record something that went wrong, work the tasks that fix it, decide what happens to affected stock, and close it with a trail.
Quality documents: Write your company's procedures once, publish one version at a time, and revise them without losing what the old version said.

Your depots, the equipment you maintain, the qualifications your people hold, and the suggestions they send in.

Maintenance: Raise, work and close repair and upkeep jobs on your plant equipment, and schedule the recurring ones.
Training: Build the courses your crews must complete, assign them to groups, and see who is current, overdue or not yet required.

The sales overview and the lists of customers, requests, quotes, orders and returns, plus the price lists and rules every sale follows.

Customers: A customer's record, with their contacts, service locations, billing and shipping settings, tax status and every document you have with them.
Quotes: A priced offer to a customer, which the customer can accept online and which becomes a sales order when won.
Requests for quote: A customer's request for a price, recorded as it arrives and turned into a quote once you have matched each line to an item.
Returns: A return authorization for goods a customer sends back, from receiving them to crediting the customer or sending a replacement.
Sales orders: A customer's confirmed order for goods or service, which you then ship and invoice from the same page.

Set up the company itself, how each area of AimRack behaves, who approves what, how sign-in is secured, and the connections to other systems.

Document templates: Change the layout of the invoices, orders, quotes, packing slips and labels AimRack prints, with a live preview of each change.

Invite people to sign in, decide what each of them may see and change, and group them for approvals and notifications.

Change your own name, phone and photo, choose which notifications reach you by email, and set up passkeys and two-factor sign-in.