BookWorks Warehouse & Lubes manages the full lubricant distribution cycle — from warehouse inventory and blending to major oil company buybacks, vendor managed inventory, consignment, and customer pricing. Purpose-built for petroleum lubes distributors who need more than a generic warehouse system.
Drums, pails, cases, and gallons each carry different costs, sell through different channels, qualify for different buyback programs, and move through consignment arrangements that generic warehouse systems were never designed to track. BookWorks handles all of it — natively integrated with your fuel wholesale and accounting operations.
Mobil, Chevron, Shell, Pennzoil — each with their own volume requirements, credit rates, and reporting periods. BookWorks automates the tracking and credit calculation so you collect every dollar you've earned.
When you blend two base oils into a finished product, your inventory has to correctly consume the components and create the finished good. BookWorks blending recipes handle this automatically — including auto-blend from truck locations.
When your supplier manages inventory at your warehouse, reconciling what they say is on hand versus what your system shows is a monthly headache. VMI in BookWorks keeps supplier and warehouse views in sync automatically.
The Dead Stock Report now includes last ordered quantity — so you can see not just that an item hasn't moved, but how much of it was purchased before it stopped selling. Catch write-offs before they happen.
BookWorks tracks lubricant inventory across warehouse locations, customer consignment tanks, and truck compartments — with a recent addition that distinguishes between Readings (total quantity at a location) and Adjustments (quantity shifts) for a cleaner audit trail.
Inventory Adjustment Types
Records the total quantity at a location at a point in time — like a physical count or stick measurement. Sets the absolute level.
e.g. "Tank 3 = 480 gallons at 8am"
Shifts quantity by a given amount — either positive or negative. Used for spoilage, shrinkage, or corrections to existing inventory.
e.g. "−12 drums — damaged in transit"
Whether you're blending base oils into finished lubricants, creating kit packages of multiple products, or blending DEF and biodiesel at the truck — BookWorks recipe management handles component consumption and finished-good creation automatically.
Auto-blend enabled: When a shipment includes this product, components are consumed from Warehouse Bay 2 and allocated to the truck automatically.
Major oil company buyback programs — Mobil, Chevron, Shell, Pennzoil, Castrol, and others — reward distributors for moving volume. But collecting those credits requires precise tracking of qualifying sales by product, period, and program tier. BookWorks automates the tracking so nothing slips through.
In vendor managed inventory arrangements, your major oil supplier monitors your stock levels and initiates replenishment — but discrepancies between their view and your system's view create endless reconciliation headaches. BookWorks keeps both in sync.
Your supplier has visibility into configured VMI product levels in your BookWorks system — seeing current on-hand, committed quantity, and days-of-supply at current run rates.
Each VMI product has a configured minimum level. When BookWorks projects that level will be reached within the configured lead time, a replenishment alert is generated.
Based on the alert, the supplier ships product to your warehouse. BookWorks receives the delivery against the VMI arrangement — updating inventory and posting to AP automatically.
The Purchase Clearing tab in the Vendor screen shows all unmatched supplier receipts for VMI products — so you always know when a delivery hasn't been fully reconciled against the purchase agreement.
Mobil Super 10W-30 below minimum threshold — replenishment needed within 2 days based on current sales velocity.
Create POConsignment arrangements in lubricant distribution — where ownership doesn't transfer until the product is sold — require precise tracking that most warehouse systems handle poorly or not at all. BookWorks tracks consignment from the supplier's rack through your warehouse to the customer's site, with billing triggered on actual sale.
Rack-to-warehouse consignment — supplier retains ownership until you sell it. Inventory position tracked, billing auto-triggered on sale.
Warehouse-to-customer consignment — you retain ownership at the customer site until they use it. Usage-based billing and reconciliation.
Consignment expiration handling — fixed in recent release: BOL imports correctly handle consignment expiration dates without eliminating active receipts.
Purchase Clearing tab — new Vendor screen tab shows all unassigned supplier consignment receipts, eliminating the risk of unclaimed inventory.
Sunoco Loyalty XML import — new format integrates Sunoco's loyalty and consignment data directly into BookWorks.
Lubricant pricing involves list prices, contract discounts, volume tiers, pickup location markups, and customer-specific overrides — all of which need to flow through to the invoice correctly. BookWorks handles every pricing structure without manual workarounds.
BookWorks ships with a comprehensive set of warehouse and lubes reports — all now exportable to Excel. From dead stock analysis to buyback reconciliation to inventory valuation, the data your operation needs is always at hand.
New: Last Ordered Qty column added — now you can see how much was purchased before a product stopped selling, not just that it stopped moving.
MobileConnect is a full e-commerce platform built into BookWorks — accessible on any iPhone or Android device. Sales reps in the field and customers at their desk can create orders, check past orders, payments and AR aging, review account history, and pay their invoices without a phone call or a trip to the office.
We'll walk you through BookWorks Warehouse & Lubes built around your product mix — your suppliers, your buyback programs, your blending recipes. 30 minutes and you'll see exactly how it fits your operation.
Or email sales@keyinfotech.com · Birmingham, MI 48009
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