What a daily sales report must answer
- How many litres did each nozzle sell, and for how much?
- Where did the money go? Cash in hand, card or bank, and credit (Qarza).
- Does the money match the meters? Any difference needs a reason.
- What is left in each tank? Book stock against the dip reading.
Section 1: nozzle meters
List every nozzle with its fuel, opening meter, closing meter and test litres. Opening today equals closing yesterday, always.
Litres sold = closing - opening - test litres
Amount = litres sold x rate per litre. Add each nozzle's amount for the day's sales.
| Nozzle | Fuel | Opening | Closing | Test | Litres | Rate | Amount (Rs) |
|---|---|---|---|---|---|---|---|
| N1 | HSD | 482,310.5 | 483,052.5 | 5 | 737 | 283 | 208,571 |
| N2 | PMG | 301,775 | 302,404 | 5 | 624 | 275 | 171,600 |
| Total | 10 | 1,361 | 380,171 |
Section 2: where the money went
| Line | Example (Rs) |
|---|---|
| Cash in hand | 237,419 |
| Card and bank received | 44,252 |
| Qarza (credit sales) | 98,500 |
| Total accounted for | 380,171 |
| Sales from meters | 380,171 |
| Difference | 0 |
The difference line is the point of the whole report. If it is not zero, look for a missed Qarza entry, a wrong rate (especially after a mid-day rate change), a test not recorded, or a counting error.
Section 3: tank stock
For each tank write opening stock, litres received, litres sold, book stock and the dip reading. The gap between dip and book stock is the variance. The next guide on dip reading and stock loss explains how to read it.
Section 4: Qarza, Wasuli and Kharcha
Keep three short lists beside the main sheet: credit sales with vehicle numbers (Qarza), recoveries (Wasuli) and expenses (Kharcha). Keep owner drawings out of Kharcha so the monthly profit is not distorted.
Common mistakes in a petrol pump daily sheet
- Forgetting to subtract test litres, which overstates sales
- Using one rate for the whole day when the rate changed
- Entering Qarza at the end of the week instead of the day
- Editing yesterday's page, so opening no longer equals yesterday's closing
- Counting cash once, by one person, with no second check
Download the free Excel daily sheet
The sheet below follows this layout. Yellow cells are for entry and everything else is calculated: litres, amounts, the money-versus-meters difference and tank variance. It also has sheets for Qarza, Wasuli and Kharcha. No sign-in and no form.
Free Excel daily sheet
Make a copy for each day. When you want the day locked and the books calculated for you, ask for a demo.
Excel or software for the daily report?
A sheet is a fine start. Its weakness is that any cell can be changed later without a trace. If that worries you, see petrol pump Excel vs software, or look at how PumpOS produces the daily sales report from nozzle meters and locks the day.
Frequently asked questions
What is a DSR in a petrol pump?
DSR stands for daily sales report. It lists the litres and amount sold per nozzle, how the money was collected, and the tank stock at the end of the day.
How do I calculate litres sold from meter readings?
Subtract the opening meter and the test litres from the closing meter. Multiply the result by the rate per litre to get the amount.
Is the Excel daily sheet really free?
Yes. Download it directly. There is no form and no sign-in.