Petrol Pump Tanker Refill Record: What to Note When the Tanker Comes

Every tanker that comes to the pump should leave behind one clear line in a refill register: date and time, product, tank, invoice number, invoice litres, dip before, dip after, litres received, density, seal numbers, and the amount. That line is what you will need when the stock does not match, when the oil company asks a question, or when you want to know what a month of diesel cost. Here is what to check during decantation and a simple format for the log.

Before unloading

1. Stop sales from that tank. Nozzles on that tank are closed for the duration, so the dip comparison is clean.
2. Match the invoice. Product (MS or HSD), quantity in litres, density stated, vehicle number, and that it is for your pump.
3. Check the seals. Seal numbers on the tanker compartments match the invoice and are intact.
4. Check the tanker. Each compartment filled to its calibration mark, no water at the bottom (a water-finding paste on the dip rod shows it).
5. Density of a sample from the tanker, with a hydrometer and thermometer, compared with the invoice density. A difference beyond the allowed range is a reason to hold the delivery and call the oil company.
6. Dip your tank. The underground tank's dip in mm, converted to litres from the tank's calibration chart. This is the before figure.

After unloading

1. Wait a few minutes for the fuel to settle, then dip the tank again. This is the after figure.
2. Litres received = after − before, both in litres from the chart.
3. Compare with the invoice. A small difference comes from temperature and the chart's own tolerance; a large one is a short delivery and needs to be raised the same day.
4. Check the tanker compartments are empty.
5. Note the time unloading finished and reopen the nozzles.

HSD, Tank 2, 12 Nov, 2:10 PM → 2:55 PM

Invoice litres          12,000 L
Dip before   1,140 mm → 8,420 L
Dip after    2,610 mm → 20,380 L
Received = 20,380 − 8,420 = 11,960 L
Difference vs invoice    −40 L  (within tolerance, noted)

A refill log format

Keep the refill log separate from the shift register. The shift register is about fuel sold and money collected; the refill log is about stock in and money paid out. They meet in the stock check: see dip reading and tank stock.

In Fuel Pump Book

The app keeps a refills log: date, fuel, tank, litres and amount for every tanker, kept apart from the shift's Collected and Difference. It does not yet track tank stock from dip readings, so the before/after dips and the density stay in your refill register for now.