Smart Fuel Station Management System

Smart Fuel Station Management System in PHP and MySQL is a web-based petrol pump and fuel station management application developed using Core PHP and MySQL. It provides a centralized platform for managing daily fuel station operations, including fuel sales, inventory, purchases, employees, attendance, customers, vehicles, suppliers, expenses, payments, and reports.

The system provides separate access for Super Admin, Admin/Station Manager, and Employee/Fuel Attendant. It includes fuel type, pump, nozzle, sales, stock, customer, vehicle, supplier, expense, payment, daily closing, reporting, invoice, notification, activity logging, and security features.

Key Features

• Secure Authentication: Login, logout, password recovery, session timeout, brute-force protection, and account lockout.
• Super Admin Panel: Complete control over fuel stations, users, employees, attendance, sales, purchases, stock, expenses, payments, reports, and settings.
• Station Manager Panel: Manage daily fuel station operations and related records.
• Employee/Fuel Attendant Panel: Manage attendance, create fuel sales, view transaction history, and manage employee profile.
• Fuel Station Management: Manage station details, contact information, GST number, license number, opening date, and active status.
• Employee Management: Manage employee profiles, photos, codes, departments, shifts, salary information, and emergency contacts.
• Attendance Management: Record employee check-in, check-out, working hours, and attendance status.
• Fuel Type Management: Manage fuel name, code, unit, purchase price, selling price, minimum stock level, and status.
• Pump & Nozzle Management: Manage pumps, nozzles, fuel types, opening meters, current meters, and status.
• Fuel Sales Management: Record fuel sales using pump and nozzle meter readings, fuel price, discounts, tax, and payment methods.
• Fuel Purchase Management: Manage supplier, purchase invoice, fuel type, quantity, purchase price, tax, total amount, and payment status.
• Fuel Stock Management: Track current stock, minimum stock alerts, stock adjustments, transaction history, and stock ledger.
• Customer Management: Manage customer details, GST number, credit limit, outstanding amount, vehicles, and fuel sales.
• Vehicle Management: Manage vehicle number, type, fuel type, company, model, registration date, customer, and status.
• Supplier Management: Manage supplier contact details, GST number, bank details, opening balance, and status.
• Expense Management: Manage electricity, salary, maintenance, rent, transport, cleaning, security, equipment, and other expenses.
• Payment Management: Support Cash, UPI, Card, and Credit payments with reconciliation and pending payment tracking.
• Daily Closing: Calculate expected cash, actual cash, cash difference, sales by payment method, and expenses.
• Reports: Generate sales, employee-wise sales, stock, attendance, financial, and outstanding payment reports.
• Invoice Generation: Generate printable invoices containing sale, customer, vehicle, fuel, tax, discount, and payment details.
• Notifications: Receive in-app notifications for important events and low-stock conditions.
• Activity Logs: Record login, logout, sales, purchases, stock adjustments, and other system activities.
• Security Features: PDO prepared statements, CSRF protection, SQL injection protection, bcrypt password hashing, role validation, session timeout, and file upload validation.

Technology Stack

System Requirements

• PHP 8+
• MySQL 8+
• XAMPP
• Apache
• phpMyAdmin
• Modern Web Browser

How It Works

The system starts with user authentication and role-based access. Super Admins have complete control of the system, while Station Managers manage daily station operations and Fuel Attendants handle attendance and fuel sales.

During a fuel sale, the user selects a pump and nozzle, enters the closing meter, and the system calculates litres sold from the difference between the closing and opening meter. The fuel price, discount, tax, and payment method are then applied. The system updates the nozzle meter, deducts fuel from stock, creates a payment record, generates an invoice, and records the activity in the audit log.

The daily closing module calculates expected cash using cash sales and expenses, compares it with actual cash, and calculates the cash difference. Daily sales can then be locked to prevent unauthorized modifications.

Perfect For

• College Projects
• University Projects
• Final Year Projects
• BCA Projects
• MCA Projects
• PHP and MySQL Students
• Fuel Station Management Projects
• Petrol Pump Management Projects

Future Enhancements

• Complete multi-station switching
• Payroll and salary processing
• SMS notifications

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