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Best Practices

Daily operations

Morning routine

  • Submit the Morning Confirmation before any fuel is dispensed. This establishes the opening totalizer readings for the day.
  • If opening dip readings are required, take them before opening the forecourt.
  • Verify each nozzle reading against the previous reading — an unexpected drop (negative delta) indicates a possible error.

During the day

  • Log deliveries as they arrive, while the truck and driver are still on site. Capture the truck dip and site dips immediately before and after offloading.
  • Report any pump anomalies (suspected meter errors, slow pumps) via a support ticket immediately.

Evening routine

  • Submit the Evening Confirmation after the last fuel sale, before closing.
  • Verify that the payment breakdown totals match your shift takings.
  • Lock the day end before leaving — this ensures the morning confirmation can proceed the next day.

Data quality

  • Never estimate readings — always read directly from the pump display or dipstick.
  • Attach photos for all nozzle readings and dip measurements where feasible. Photos provide audit evidence and help resolve disputes.
  • Enter the correct date — if you are catching up on missed days, use the correct historical date.
  • Investigate variances immediately — a variance that seems small today can indicate a growing problem.

Security

  • Do not share your login — each user should have their own named account.
  • Log out when you are finished, especially on shared devices.
  • Report unusual activity — if you see records you did not create, notify your administrator immediately.
  • Admin accounts should be used only for administration tasks. Use a Back Office or Support account for day-to-day work.
  • Change temporary passwords immediately after first login.

Wet-stock management

  • Reconcile dip readings vs book stock daily. Do not let variances accumulate.
  • Investigate any variance above 0.5% of throughput.
  • Ensure dip charts are accurate and up to date. An outdated chart leads to systematic calculation errors.
  • Conduct regular pump tests to verify meter accuracy. A pump dispensing short is both a compliance issue and a revenue loss.
  • Keep transporter records current so delivery records are linked to the correct company and vehicle.

User administration

  • Create individual accounts — never share credentials.
  • Deactivate accounts promptly when staff leave.
  • Use the My Team section (Support role) to provision operational staff.