| | Core Purpose | Key Columns / Features | | :--- | :--- | :--- | | Master Data | Central database for all products. | Product ID, Name (e.g., Petrol, Diesel), Category, Unit of Measure, Reorder Point, Supplier Info, Last/Average Cost. | | Sales Register | Record every sale transaction. | Date/Time, Vehicle No., Fuel Type, Quantity (Liters), Unit Price, Total Amount, Payment Mode (Cash/Credit), Operator Name, Meter Reading (Start/End). | | Daily Stock Register | Track daily stock movement & calculate closing balance. | Date, Opening Stock, Stock-In (Delivery), Total Stock, Closing Dip Reading (Manual), Closing Book Stock (Calculated), Sales (from Sales Register). | | Dip Entry & Rate Chart | Record tank dips & manage changing fuel rates. | Date, Tank/Fuel Type, Dip Reading (in inches/cm), Volume (via tank chart), Today's Purchase Rate, Today's Selling Rate. | | Accounts & Reconciliation | Manage finances & identify discrepancies. | Daily Cash/Bank Summary, Sales vs. Collection Reconciliation, Credit Customer Ledger, Expense Tracking, Variance (Calculated vs. Actual). |
This article provides a comprehensive guide to a new, automated , available for free download, designed to simplify daily operations and maximize efficiency in 2026. Why Use an Excel Sheet for Petrol Pump Management?
New users who just want to track fuel quantity without complex dashboards.
Compare your book stock (Opening Stock + Receipts - Sales) against the physical dip reading to calculate daily shortages or surpluses. 3. Shift and Cash Reconciliation
Purpose: Instantly pulls up the real-time outstanding balance for any transport or corporate client. 4. Free Download: Petrol Pump Management Excel Sheet
Eliminates monthly software subscription fees.
= (Closing_Reading - Opening_Reading) - Testing_Liters
The Tanker Log will rank suppliers by "Shortage %. A supplier with >0.5% shortage regularly should be renegotiated or replaced.
To get accurate reports, it's important to use the sheet in a standard daily process. The most critical rule is to keep accurate and timely data entry.
The gives you a pilot's dashboard. It is transparent, auditable, and completely free.
If you would like to customize this layout for your specific business setup, let me know: How many does your station operate?
Security & best practices
: Automatically calculates current stock based on daily dip readings. Shortage Tracking
Petrobook - Free download and install on Windows - Microsoft Store