Petrol pump accounts: meters, shifts and the cash short

Ask any pump owner what keeps them up at night and the answer is usually the same: cash short at shift change, and nobody can say where it went. The Pump module is mostly about making that number clear.

Setting up

Add each tank with its fuel, capacity, rate and the fuel in it now. If you have the tank maker's dip chart, paste it in. Then add each nozzle with its current meter reading. CNG and LPG are counted in kg.

Add your credit customers (transporters, fleets, companies) with a credit limit. You can choose to stop fuel on credit once they cross it.

A shift

At the start, the shift incharge picks morning, evening or night and writes who is on each nozzle. Each nozzle opens at its last reading, so nobody types it twice.

During the shift, only two kinds of sale are written down: fuel given on credit, and fuel paid by card, JazzCash or bank. Cash sales need no entry, because the meter already counts them.

At the end, write each nozzle's closing meter, any testing litres poured back, and the cash handed in. Munshi works out litres × rate, takes away credit and card sales, and shows the cash that should be there. Short or over appears straight away, and the sheet shows each attendant's share.

When the rate changes

When OGRA or the company changes the rate in the middle of a shift, enter the new rate and the meter of each nozzle at that moment. Litres before are counted at the old rate and litres after at the new one.

Stock and dip

Each tank's book stock goes down with every closed shift and up with every tanker. When you take a dip, give it in cm (the chart turns it into litres) or in litres, and see the difference from the book. A tank below its warning level shows red with "order a tanker".

Credit customers

Each credit customer has a statement with the fuel they took and what they paid. A WhatsApp reminder goes to anyone who owes. It is the same khata the shop uses.

The Pump module is Rs 499 a month after the free trial. Give your shift incharge the ready-made Shift Incharge role, so they can run shifts but not change rates or tanks.