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Fluid Inventory Control & Management

Glenn Holmgren
Western Regional
Balcrank Corporation

Sandy Babin
Dyna-Flow, LLC

Where Did Our Lubricant Inventory Go? How Do Inventory Losses Occur?

There Are Multiple Ways This Can Occur

In the current world of lubrication products, synthetic lubricants
continue to be introduced at ever higher costs than traditional
Unbilled Dispenses
products. This means that the dollar investment in bulk
lubricant inventories is climbing in value every year.

Service and repair costs and the parts associated with those
Delivery Errors
repairs have been managed by DMS systems for several
years, but bulk lubricant inventories are not always controlled
and managed in the same manner.

Without an efficient and accurate way to control and manage a Unauthorized Dispenses
lubricant inventory, the potential for inventory shrinkage or loss
is present.


But There Are More Potential Savings What Can An FIC System Do For Me?

Reducing Lost Labor Hours Can Also Be A Benefit Representative Analysis

Sample Facility Labor Savings

Experience Realized

Price of oil per gal $9 Weekly savings 5 hrs

Gals used per year 20,000 Shop rate $90
Total cost per year $180,000 Total labor cost / week $400
Annual inventory loss 10% Weeks per year 52
Material Savings $18,000 Labor Savings $20,800

The right FIC system can help keep techs where they are most
productive by eliminating trips to the parts department That is a potential savings in material and time of $38,800 per year

What Is An Inventory Control System? How Do You Choose The Right System?

One Product Control Two - Four Product Control

Fluid Inventory Control Systems (FIC systems) are
designed to provide for the accurate dispensing of
lubricants and other fluids throughout multiple
dispense points in various configurations of a vehicle
maintenance facility in a secure and controlled
manner, providing for a variety of security levels
depending on the type of system installed and the Wireless & PC Interface Network & DMS Integration
inventory security level desired.

The primary objective is to prevent inventory

shrinkage, but theres much more that can be
accomplished with todays technology.


Which Type Of System Is Best ? Lets Begin With A basic System

Answering the Following Questions Will Help?

How many fluids need to be controlled?
How many dispense points will there be?
Which types of fluids will be dispensed
How large is the facility?
Where is the tank room?
Where is the parts room?
How many dispenses per day?
Will there be simultaneous dispensing?
What dispense flow rate do you need? One Fluid To Ten Dispense Points

Director Jr.

Lets Begin With A Basic System What Makes Up A One Product System

Typically Used Where There is Only One Product Pump Control, Reel Control & A Metering System

1 - 3110-008 - Director Jr.
Component List:
2 - 3120-012 - Fluid Solenoid
1 - 13120-011
- Console- Air Solenoid
1 - 2See
- Fluid
pg 15Solenoid
- Pulse Meter:
1 - meter
select Air Solenoid
1 Y Strainer
to match the unit of measure
Soon1 - Pulse Meter: select meter
This type of system is basically a lock box for fluids that the parts
department has the key to. Each of the components is connected to the console by wire.

Director Jr. Director Jr.


Dispense Control Console Fluid Dispense Quantity Control

Dispense Console is Located In The Parts Department Pulse Meters Control Dispense Quantity


Capacity: 1 fluid to 10 stations

Large LED information display
Totalizing feature for fluid inventory record-keeping
Console Input power 110 volt AC
Solenoids activated by 24 volt AC
Fluid measurement: pints, quarts, gallons, or liters
Service fluids: motor oils, synthetics, ATF, gear oil Impulse meters convert fluid movement
and anti-freeze into a pulse count signal.

Select meters to match product and the

unit of measure desired for the installed
Metered control handles are used at each reel. system.

Director Jr. Director Jr.

Controlling Access In The Shop Pump Control

A Fluid Solenoid At Each Reel Controls Access Air is Supplied to the Pump Only Upon Dispense
Fluid Solenoid
Air Solenoid

Stops the flow of fluids instantly at the

preset quantity. 24 Volt AC power
provided from the dispense console.

Ready Light
Provides for the remote shutdown
A bright green light alerts the user when of dispensing pumps from the fluid
the reel is available with the preset amount control console. 24 Volt AC power.
of fluid to be dispensed.
This controls access to the product while also extending the life of the pump

Director Jr. Director Jr.


Fluid Contaminant Filtration Is A Must The Next Step Up In Fluid Control Systems

The Meter and Fluid Solenoid Need Protection Multiple Fluid Capability

Y strainers should placed in the fluid line

prior to fluid solenoids to assure reliable
solenoid valve operation. The filter element
is easily cleaned and may require periodic

If Y strainers are not used, there will be issues with fluid solenoids eventually 4 Fluids To 16 Dispense Points

Director Jr. Spectrum 100

Lets Expand System Capabilities Four Product Fluid Control System

1 Fluid to 64, 2 to 32 or 4 fluids to 16 Stations Typical 4 Product FIC System

1. Spectrum Console
2. Printer
3. Smart Controller
Features 4. Impulse Meter
5. Air Solenoid Valve
Max.numberofdispensepoints 16
Max.numberoffluids 4
6. Fluid Solenoid
Fluidnames Yes
Numberofkeypads 1
Presetvolumes Yes
HoseReelID Yes 7. Ready Light 10. Impulse Meter Cable
Operatornames Yes 8. Y-Strainer 11. Solenoid Cable
Dispensefromkeypads Yes 9. Communication Power Cable

Spectrum 100 Spectrum 100


Queuing Console System Printer

Once Again, the Console is Located in the Parts Room Printer Provides a Ticket for Each Dispense


Capacity: up to 4 fluids to 16 stations, 2 fluids

to 32 stations, or 1 fluid to 64 stations Small desktop ticket printer uses standard
Electronic queuing up to five dispenses per fluid
2.2 paper tape. Located adjacent to the
Automated priority assignment of queue dispense
console to print data reports directly from the
Job ticket printer
queuing console.
Self-test diagnostics
PIN identification of up to 32 operators with
Separate protected IDs for up to 5 program management functions
Tank level management including current tank level, tank capacity, and tank
low-level alert

Weekly or monthly log reports can also be printed from this printer

Spectrum 100 Spectrum 100

Smart Controller Impulse Meter

One Smart Controller for Every Four Dispense Points Installed at Each Fluid Pump
In-line meters measure dispensed Fluid Pulse Meter
Fluid by generating a digital pulse
This is an input/output communication module signal used by the console to
that provides d i s t r i b u t ed c o n t r o l a n d determine pumped fluid quantities.
communication for up to four air or fluid
solenoids using the Spectrum Queuing Impulse Meters are connected directly
Consoles. Smart Controllers are wall or ceiling to the console by wire. Measuring
mounted near pumps and hose reels. accuracy +/- 0.5%.

Enhanced accuracy available by

custom calibration during installation. .

This device provides control for both air and fluid solenoids One pulse meter is required for each product dispensed

Spectrum 100 Spectrum 100


Fluid Solenoid & Ready Light 100 Pump Control

A Fluid Solenoid at Each Reel Controls Access Air is Supplied to Pump Only Upon Dispense Request
Fluid Solenoid Air Solenoid

Stops the flow of fluids instantly at the

preset quantity. 24 Volt AC power
provided from the dispense console.

Ready Light

A bright green light alerts the user when Provides for the remote control
the reel is available with the preset amount of dispensing pumps from the fluid
of fluid to be dispensed. control console. 24 Volt DC power.

Spectrum 100 Spectrum 100

And Once Again, The Y Strainer Putting The Pieces Together

We Are Just Trying to Prevent Known Problems Pump Related Components

Y strainers should placed in the fluid line

prior to fluid solenoids to assure reliable
solenoid valve operation. The filter element
is easily cleaned and may require periodic

The lack of a Y strainer can cause phantom problems that can

be difficult to track down. Dont overlook a pressure relief valve in the system


Lets Take A Minute To Review Early Multi-Product Systems

If you had more fluids or dispense points to control than a basic

system could handle, your only option was to add more control
Up to now, we have been looking at systems that have been
consoles in the parts room.
around for quite a while. Both of the systems we have
looked at have been available from most manufacturers in
Now, the cost advantage of a basic system, falls victim to the
one form or another for quite some time.
multiplier effect; still it was the only solution in the early years of
fluid control.
The console type systems have been around for several
decades. Their greatest advantage is, that if you only have
It wasnt long, however, before the same technology found in
one or two products to dispense, it is the lowest cost system
the front office began making its way into the shop. Greater
to install.
capability and more flexibility was beginning to be required in
fluid management systems.
Its greatest drawback is, for more than one fluid, you would
need one single product console for every product that you
dispensed, and that gets expensive.

Lets Take A Look At Todays FIC Systems Lets Take A Look At Todays FIC Systems

PC Based Systems Appear on the Scene Wireless Systems Began to Appear A Few Years Later

The PC based Fluid Inventory Control system started The first wireless Systems began to find their way
showing up in the mid 1990s. Some of them worked well to the market in the late 1990s and the available
and some did not. Some people knew how to install and technology struggled to deliver the promise of
service them and some did not. doing away with hardwired the systems that
Over the years, Systems improved and knowledge of the
systems began to improve. The technology has improved over the years, but
wireless technology has its limitations, just like all
knowledge is also the key to selecting the right system for technologies.
a particular maintenance facility. Knowing what is
available will hopefully help in selecting the right system.. We will take a look at the wireless technology of
today and its advantages and limitations.


Lets Take A Look At Wireless First If You Are Dispensing More Than 4 Fluids?

16 Fluids To 250 Dispense Points

16 Fluids to 250 Dispense Stations

Fusion 2.4 Fusion 2.4

The PC Enters The Scene And The Wires Leave

Pump, Reel Control and Metering Are All In the Handle Communication between components is wireless.

The apparent advantage is the elimination of wires between components

Fusion 2.4 Fusion 2.4


Mesh Networking Enhances Communication Mesh Networking Enhances Communication

Communication is now from one component to another A dispense keypad that cannot connect directly to the
master keypad will route through a keypad that can

Automatic channel selection minimizes detected

Master Keypad

300 feet Automatic gain control

adjusts signal
300 feet 300 feet strength.
Master Keypad Dispense Keypad

Dispense Keypad Dispense Keypad

Auto retry communications protocol
The need to communicate over long distances has been solved resends multiple times if necessary

Fusion 2.4

Components - Master Keypad Components - Dispense Keypad

Master Keypad communicates with Dispense keypads. Dispense Keypads communicate with Control Handles

Only one Master Keypad in or near the parts room is required per system The number of Dispense Keypads used is merely a matter of convenience

Fusion 2.4 Fusion 2.4


Components - Dispensing Control Handle But There Is More To Todays FIC Systems

Control Handles Communicate with Dispense Keypads. All Dispenses Are Saved in A Data Base

Circuit board, solenoid valve, and

meter are in the handle.
Easily check dispenses against work orders before closing

Fusion 2.4 Fusion 2.4

Monitor and Adjust Tank Levels The Wireless Environment

Electromagnetic Interference Limitations

Tank levels can be checked easily via this screen A survey of your shops electromagnetic environment is essential

Fusion 2.4 Fusion 2.4


Network Connectivity And More Network Connectivity And More

No More Limit on The Number of Fluids or Keypads

Network Integration Computer Based Fluid
Inventory Control and Management System

Synergy Synergy

Expanded System Design Flexibility Advanced System Capabilities

With the following key


PC Based
Software Upgradeable
Network Capable
Remote System Access
Total Simultaneous Dispensing
Modular Component Design
Control Oils, Grease, DEF
Transaction Reporting
Automatic Low Level Cut-Off
Lubricant Re-Ordering
Digital Displays
Self Contained Reports Module
But There is much more to the state of the art systems of today. DMS System Integration

Synergy Synergy


Hardware Requirements Software Upgradeability

is just one of the many

Balcrank Synergy PC advantages todays
software will run on systems.
existing PCs with Because these systems
Windows operating are software driven,
systemsXP and later. future enhancements will
333 MHZ compatible with be achieved by simply
128Mb of RAM. downloading software
changes instead of
requiring costly hardware
additions or changes.


Network Capable Two Remote System Access Options

Unique software design makes it possible to work within Dispense commands can be entered via two methods
a dealers existing ethernet network.
via remote keypads throughout
the service bays or

by accessing the FIC system

directly from each technicians PC
via the dealers ethernet network.

This means every PC in the facility can be linked to ten FIC

system utilizing a dealers existing ethernet network. No additional wires need to be run to Technicians PCs.

Synergy Synergy


Total Simultaneous Dispensing Modular Component Design

is accomplished by This provides for flexible system design schemes.

placing pulse meters
and fluid solenoids ...
at each dispense point The modular concept allows
throughout the system to for maximum flexibility in
provide individual control system design, and...
and monitoring of an
unlimited number of
future expansion is just a
fluids dispensed through
matter of adding additional
up to 255 possible
modules to the system.

Synergy Synergy

System Modules PC Interface Module

There are 7 Individual Modules In The System Connects PC to FIC System

Facilitates communication between system and PC

Comes with basic software features to;
PC Interface Module Graphically view system
Multi Point Dispense Module Dispense products
Keypad Module Synchronize time with PC (load service)
Tank Control Module Set time
Update tank levels
LED Display Module
Simple text data export
Printer Module 9-pin, RS232 serial port, for connection to PC
Tank Control Module Second channel for expanding system beyond
6000 ft.
Input Power: 24V DC



Multi-Point Dispense Module Keypad Module

Provides Power and Communication to Components

The Keypad Facilitates System Access

Controls up to 4 dispense points/solenoids

Keyed emergency override and manual lockout
Allows remote entry of PIN, Job #, fluid, etc
Control fluid access from any PC/keypad in
Two line by 16 character, back-lit, LCD display is used to
Conveys clear and concise messages to the operator
Each dispense point can be given unique
Minimum ONE Key pad required per system
characteristics such as;
No limit for number of key pads in the system
- PIN code - PPU Any dispense point can be opened from any keypad
- JOB number - Display info Optional equipment: barcode, card, or Dallas key reader
- Time out - Min/max volume
can be connected (serial kit, 833032, required)
- Volume - group access
Input Power: 24VDC
Limited internal database 8 PIN codes only
Input Power: 110V AC / 220VAC required hard
wired or plugged in

Synergy Synergy

LED Display Module Printer Module

Provides Real Time Dispense Display Used With Dispense Transaction Ticket Printer
Large display, easy to see from a distance.
Can be set to display time between dispenses
Time can be controlled in one of two ways: Controls only 1 external ticket printer
Network time (Server PC) Internal database stores;
Clock Module (optional) 32 Users
Active reel number shown in lower left corner 32 PINs
Built in control for 1 dispense point 8 Virtual Tanks
Requires separate external 24VDC power Job information
supply Transaction details; which can be printed on the
Input Power: 24V DC ticket printer
Accommodates an optional clock module for accurate
time in a non-PC system
Ticket Printer
PM(s) can be located anywhere in a system where ticket
printer /printouts are desired.
Input Power: 24V DC
Non-metered control handles save money

Synergy Synergy


Tank Control Module Controls A Broader Range Of Fluids

Controls Air Solenoids to Pumps & Provides Tank Level Data

The Balcrank Synergy FIC
system is not only capable of
Monitors up to 4 tanks per module controlling lubricants and
Fresh and waste oil tanks anti-freeze like other
Controls up to 4 solenoids, air and/or fluid
systems, but will also control
Must be used in a PC based system w/ professional GREASE
software the dispensing of greases
Keyed emergency override and manual lockout and DEF fluids in fleet
Types of monitoring applications.
Real-time tank level measurements w/ Analog
Sensor DEF
High/Low level w/ discrete probes
Input Power: 110V AC / 220VAC required hard wired
or plugged in

Synergy Synergy

Meters And Solenoid Valves Tank Level Sensors

Solenoids and Meters Control and Monitor Fluids Tank Level Sensors and Switches
Fresh Fluids
Kits include solenoid valve and impulse meter Discrete tank level sensors
Waste Fluids
42 long
Waste oil tank switch;
Single level; Oil; 3120-079
Single level; Other Fluids; 3120-080
2 switch levels, 6 and
Dual Level; Oil; 3120-081 11.75 from top
Dual Level; Other Fluids; 3120-082
Warning 11.75, off 1.25
Oil: 3120-073 Anti-Freeze: 3120-076 Longer probes special order

Grease - Pressure Gauge/Low

pressure switch; ask your RM
Analog level sensor( real time)
Mount to outlet of grease pump
For tanks up to 13ft tall
Diesel: 3120-075 DEF: 3120-078 Grease: 3120-074 Alarm or switch off pump when
3120-084 pressure drops below 1500PSI

Synergy Synergy


Real Time Tank Level Monitoring Automatic Low Level Shut-Of

provides up to the minute tank level data, making it Synergy Software

possible to check tank levels quickly and accurately

monitoring lubricant delivery quantities.
Tank Control Module

Analog Tank Probe

Pump Air Solenoid


Automatic Lubricant Re-Ordering Transaction Ticket Printing

is provided by a system printer each time a

is provided
lubricant is dispensed, providing:
automatically by
Messaging Service
An e-mail is sent to your
lubricant supplier Date and time
whenever the tank level Users name
reaches a predetermined R.O. number
level, preventing out of Product dispensed
oil situations and lost
Quantity dispensed.
sales or time.

The dealers existing PC printer can also be used.


But Theres More Managing A Lubricants Inventory

available than just controlling access to fluids. takes the right information that is
easy to access

The new systems also provide management tools to effectively

manage lubricants inventory and dispense tracking with the
click of a mouse as well as...

By providing easy access to Repair Order Auditing Prior to closing the ticket, lost reporting of lubricant dispenses can be avoided.

Managing A Lubricants Inventory DMS Integration Capability

It is Just as easy to look at all dispenses for any time DMS integration capability accomplishes two key
frame with a few clicks of the mouse. functions.

Job number validation.

Verify that a work order/job/serial/part number
by looking at all transaction typed in on a keypad by a user really exists and is
at a glance, it is easy to valid for dispensing.
spot missed or unauthorized Automated transaction posting to repair order.
dispenses at the end of
each business day. DMS integration eliminates manual tasks to save time and
prevent unbilled sales or unauthorized transactions!

And if you want to really go after the competition

And if you want to automate this process


DMS Integration Capability Thats the latest in FIC System Capability

The systems of today make it much easier to control

I am pleased to announce that
and manage fluid inventories
Balcrank application LINTER- PC Based
ADP is a participating application Software Upgradeable
in the Third-Party Access Network Capable
Program at the Managed Bi- Remote System Access
Directional Integration level. Total Simultaneous Dispensing
Balcrank operates at the highest Modular Component Design
Control Oils, Grease, DEF
level of integration available for
Transaction Reporting
your ADP Dealer Management Automatic Low Level Cut-Off
System (DMS). Lubricant Re-Ordering
Digital Displays
Custom Reports Capability
DMS System Integration

The Right System Saves Money & Time Questions & Answers

One Product Control Two - Four Product Control

Contact Information:

Glenn Holmgren
Western Regional Manager
Balcrank Corporation
Wireless & PC Interface Network & DMS Integration

Sandy Babin
Dyna-Flo, LLC