Dip the tanks

A dip measures what is really in each tank. Kila compares it with the book stock, what its records say the station holds, so fuel that leaks, is stolen or was never delivered shows up the same day. Dip every morning, at the same time.

Steps

1. Open Tank dips

   In Kila’s menu, open Forecourt › Forecourt and choose the Tank dips tab. Under Dip the tanks, Kila gives the rule: “Dip every tank of a product together. A difference from book stock beyond 20 litres or 0.5% of the litres sold since the last dip is a loss or gain to review.”

2. Choose how you dipped

   Choose Litres from the gauge, or Dip in mm (dip chart) when you dip with the stick: Kila reads the millimetres off each tank’s dip chart.

   Zoom

   Steps 2 to 5.

   

3. Type every tank's dip

   Type each tank’s dip, every tank of a fuel at the same time: at Highway Petrol Station, both diesel tanks together. Each tank says what it holds, such as “Holds 30,000 litres.”

4. Add the water and the temperature

   Under each tank, type the Water at the bottom in mm, and the Temperature if you take it. Both are optional.

5. Tap Record dips

   Kila adds a row for each fuel under Dips and variances: “Last 30 days. Book stock is what Kila’s stock records hold at the time of the dip.” Each row has the Measured litres, the Book, the Variance, the Tolerance and the Result: Within tolerance, Loss or Gain. When a fuel is beyond the tolerance, Kila says so: Beyond the tolerance, such as “Super petrol: loss of 59.582 litres”.

Review a loss or gain

A loss or gain waits under Review until someone looks into it. The station manager, Mercy Mwikali at Highway Petrol Station, reviews them:

1. Find the row whose Result is Loss or Gain.
2. Under What was found, say what you checked and found.
3. Tick Take the difference into stock when the dip is right and the books should follow it: Kila adjusts the fuel’s book stock by the variance. Leave it clear while you are still looking into it.
4. Tap Reviewed. Kila says Reviewed, and the row shows who reviewed it and what they found.

Zoom

Each tank against its own book

The Wet stock tab, also in Kila’s menu as Forecourt › Wet stock, follows each tank on its own: “Previous dip + deliveries - meter sales = the litres expected; the dip against that is the variance. Tolerance 20 L or 0.5% of sales; dip every tank by 08:00 each day.” Each day has the tank’s Opening, Deliveries, Meter sales, Expected, Dip, Variance, the Cumulative variance and the Result, for the last 7 days, 14 days, 31 days or 3 months.

Good to know

The meter sales of a tank are the closing readings of its nozzles. While an attendant’s nozzles are still open, the litres they pumped are not in the tank’s meter sales yet, so a dip in the middle of a shift can show a tank as short. Dip at the change of shift, once the attendants are cashed up and before the next ones take their nozzles.

What if

One tank of a fuel is left out

Kila shows:

Not recorded

Dip every Diesel tank at the same time: Tank 3, diesel (truck lane) is missing.

Kila compares a fuel’s tanks together with its book stock, so it needs them all. Type the missing tank’s dip and tap Record dips again.

Needs a manager

Reviewing dips needs the right to approve stock adjustments or to manage shifts: the station manager and the forecourt supervisors have it. Taking a difference into stock changes the books, so agree at your station who does it.

Related

• Record a fuel delivery: a tanker is dipped before and after too.
• Set up tanks, pumps and nozzles: each tank’s dip chart.
• Selling fuel: the Daily station report and the other wet-stock reports.

Next: check the Daily station report for each fuel’s day, under Forecourt in Kila’s menu.