Invoiced is not always received
You pay for the litres on the invoice. If the tanker delivers less, the difference comes straight out of your margin. Without a record per delivery, a shortage is a guess and a claim is hard to argue.
- Record invoiced litres and received litres for each purchase
- The shortage is calculated and kept against that purchase
- Follow up each shortage as a claim until it is settled
- Run the purchases report and the purchase shortages report for any period
Shortage = invoiced litres - received litres
| Fuel | Invoiced | Received | Shortage | Value at Rs 270/litre |
|---|---|---|---|---|
| HSD | 12,000 L | 11,940 L | 60 L | Rs 16,200 |
Sixty litres at the purchase rate is Rs 16,200 on one delivery. Over a year of regular deliveries that adds up. The fuel loss calculator lets you try your own numbers.
Purchases feed the books
Received litres go into book stock, so the dip variance for the day starts from the right figure. Purchases also appear in the profit and loss, so the cost of fuel is not typed twice.
Stop absorbing short deliveries
We show a purchase with a shortage and the claim that follows.
Frequently asked questions
Can I record both invoiced and received quantities?
Yes. Both are recorded for each purchase, and the difference is kept as the shortage.
How are shortage claims tracked?
Each shortage stays against its purchase as a claim to follow up. The purchase shortages report lists them.
Does it affect my tank stock?
Received litres add to book stock, which the tank dip is compared against.