Record a fuel delivery

A tanker’s delivery note says how many litres it brought; the tank’s dips say how many arrived. Kila records both, receives the fuel into stock with the supplier’s bill, and claims a shortage beyond the tolerance from the supplier.

Before you start

Dip the tank before the tanker discharges, and keep the tank’s nozzles quiet if you can. Have the delivery note, the tanker’s registration and the seal numbers to hand.

Steps

1. Open Deliveries

   In Kila’s menu, open Forecourt › Deliveries. Record a delivery gives the rule: “Dip the tank before the tanker discharges and again after. Litres received = after - before + litres pumped from the tank meanwhile. A difference beyond 50 litres or 0.3% of the delivery note is claimed from the supplier when short. Stock and the supplier’s bill go in at the delivery note’s litres; a shortage comes off stock.”

2. Choose the tank and the supplier

   Choose the Tank the tanker discharged into and the Supplier, or the Purchase order if you ordered it.

   Zoom

   Steps 2 to 5.

   

3. Type the delivery note

   Type the Delivery note number and the Litres on the delivery note, and the Litres at 15 °C on the note if it gives them: “Compared at 15 °C when the tank temperature is recorded.” Add the Tanker registration, the Driver and the Seal numbers.

4. Type the dips before and after

   Choose Dips in litres or Dips in mm (dip chart) and type the Dip before and the Dip after. If the tank’s nozzles pumped during the discharge, type the litres under Pumped from the tank meanwhile. Add the Water before, Water after and Temperature after if you measured them. Cost per litre is filled in from the fuel’s cost: “For the stock value and the claim.” Kila shows what came in, such as “Received 4,762 L against 5,000 on the note (−238)”.

5. Tap Record delivery

   Within the tolerance, Kila records the delivery. Beyond it, Kila says so and works out the claim, such as FD-000022: short by 238 litres and “Claim 188 litres (KES 25,970.32) from the supplier.” The delivery joins the list under Deliveries: “Delivery note against litres received, and claims to the supplier.”

The claim is the litres short beyond the tolerance, at the cost per litre: 238 litres short, less the 50 litres of tolerance, is 188 litres.

Close a claim

A claim stays open on its delivery, with Settled and Write off, until the supplier answers.

1. Find the delivery: its Variance is in red, such as −238 L, with the claim beside it.
2. When the supplier’s credit note comes, type its number under Credit note.
3. Tap Settled. Kila says Claim closed, and the claim shows Settled with the credit note’s number.

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What if

A dip is more than the tank holds

Kila shows:

Not recorded

Tank 2, diesel (car lanes) holds 40,000 litres; 41,500 after the delivery is more than it can hold.

Check the dip you typed: a slip of a digit is the usual cause. Correct it and tap Record delivery again.

Record delivery stays grey

Kila needs the tank, the supplier or the purchase order, the delivery note’s number and litres, and both dips before it records a delivery. Fill in what is missing.

Good to know

Kila receives the delivery into stock with the supplier’s bill at the delivery note’s litres, as the rule above says, and takes a shortage off the stock again. The supplier’s bill then matches their invoice, and the claim follows the difference.

Related

• Dip the tanks: the daily dips the deliveries are counted into.
• Forecourt supervisor: receiving tankers in a supervisor’s day.
• Selling fuel: the Delivery variances report.

Next: dip the tank again at the next daily dip: the delivery is in its book.