SAMPLE GENERIC INVENTORY RECORD
* The NUMBERS are keyed to the vertical columns and the LETTERS are keyed for the math check
near the bottom.
#1
#2
#3
#4
#5
#6
#7
Start Stick Inventory -- This number (in
gallons) is usually carried from column #5
which is the proceeding day's end stick
inventory. The first start stick inventory each
month reflects the last end stick inventory
from the previous month’s records.
Gallons Delivered -- This number is
calculated by: 1) taking a gauge stick
reading before delivery and converting the
inches to gallons using a calibration chart;
2) taking a gauge stick reading after delivery
and converting to gallons; and 3) subtracting
the gallons before delivery from the gallons
after delivery.
(Use attached inventory
worksheet for calculations.)
FACILITY LOCATION:
Location
FACILITY REGISTRATION NUMBER:
TYPE OF FUEL:
Gasoline
PERSON COMPLETING FORM:
--1--
--2--
START STICK
DATE
INVENTORY
11/1
1364
2
897
5
Gallons Pumped Totalizer -- This number
is calculated by subtracting the totalizer
reading at the end of previous working day
from the totalizer reading at the end of next
working day.
(Use attached inventory
worksheet for calculations.)
GALLONS
DELIVERED
(#)
John Doe
--3--
--4--
--5--
--6--
--7--
GALLONS
PUMPED
(1+2)-3
BOOK
End Stick
Inventory
(5-4) DAILY
OVER OR
INCHES
GALS
<SHORT>
WATER
INITIALS
897
37
0
JD
TOTALIZER INVENTORY INCHES
--8--
504
860
17 5/8
502
2586
38 3/4 2543
<43>
JD
2543
610
1933
31 1/8 1935
2
JD
6
1935
357
1578
27
JD
7
1605
381
1224
21 7/8 1211
<13>
JD
8
1211
451
760
15 1/4
728
<32>
JD
9
728
305
423
11 1/8
469
46
JD
Book Inventory -- This number is calculated
by adding columns #1 and #2 then
subtracting column #3.
12
469
369
2511
38
2477
<34>
JD
13
2477
653
1824
29 1/4 1789
<35>
JD
End Stick Inventory -- This number is the
actual gauge stick measurement (taken at
the same time each working day) converted
from fractional inches to gallons using the
tank calibration chart.
15
1789
434
3586
52 3/4 3537
<49>
JD
16
3537
449
3088
46 5/8 3132
44
JD
19
3132
376
2756
41 1/8 2717
<39>
20
2717
475
2242
35 1/8 2257
15
JD
21
2257
372
3482
52 1/2 3521
39
JD
23
3521
550
2971
44 1/2 2976
5
JD
24
2976
489
2487
37 1/2 2437
<50>
JD
26
2437
343
2094
33 1/2 2123
29
JD
27
2123
529
3972
60 1/2 3926
<46>
JD
28
3926
600
3326
50 1/4 3374
48
JD
29
3374
410
2964
43 3/4 2921
<43>
JD
30
2921
556
2365
36 1/2 2362
<3>
JD
Math
Check
1364
2457
2362
Daily Overage or <Shortage> -- This
number is calculated by subtracting
column #4 from column #5 (gallons #).
Record shortages in whole numbers inside
of brackets and overages in whole numbers
without brackets.
Inches Water -- This number indicates the
water level. To calculate, gauge stick the
tank using water finding paste. Remember,
water level readings are only required once
a month, but many tank owners conduct the
test each day the tank is in operation.
-- Math Check --
A.
This number is the start stick inventory for
day one of the month
B.
This number is the sum of column 2, which
is the total gallons delivered for the month.
C.
INVENTORY CONTROL RECONCILIATION FORM
MONTH/YEAR:
Nov. ’92
This number is the sum of column 3, which
is total gallons pumped for the month.
D.
This number is (A+B) - C.
E.
The number is the same as the last number
in column 5, end stick inventory
F.
This number is E - D. A mathematical
check of the form is completed when the
total of Column 6 is equal to this
calculation (E-D).
-- Leak Check -The last step to completing the reconciliation form
is to compute the Leak Check which is the
required monthly reconciliation process.
2191
2411
2231
1597
2378
10808
9715
27
1605
B
C
D
JD
<95>
(E-D)
(A+B) - C
A
1/4
----- E -----
F
SUM GALLONS PUMPED
LEAK CHECK:
(
9715
)
X
.01
+
130
=
227
To calculate the Leak Check, insert the total gallons pumped (which is item C under Math Check) in the
parenthesis next to the words Leak Check. Then complete the computation as indicated and record the final
number. If the size of the number (disregard the sign) in item F (which is the net difference of overages and
shortages) exceeds the computed leak check, this may indicate a leak.
Before assuming there is a leak, the tank owner should verify that there were no miscalculations.
Mathematical errors, pump miscalculations, unaccounted for deliveries or unaccounted for water in the tank
can result in discrepancies. If the discrepancies are determined to be a result of miscalculations and not due
to a leak, an explanation should be attached to the reconciliation form.
If there were no miscalculations and a discrepancy exists, the tank owner should suspect a leak and begin
an investigation to confirm it. Report it to the appropriate regional office of the Department of Environmental
Protection if the investigation is inconclusive after 7 days or a leak is confirmed. (See regional office chart
on previous page.)
INVENTORY CONTROL RECONCILIATION FORM
MONTH/YEAR: _____________
FACILITY NAME:
FACILITY REGISTRATION NUMBER:
PRODUCT/TANK I.D.:
PERSON COMPLETING FORM:
-1-
DATE
-2-
START STICK
INVENTORY
GALLONS
DELIVERED
-3GALLONS
PUMPED
TOTALIZER
--4(1+2)-3
BOOK
INVENTORY
-5End Stick Inventory
INCHES
GALS
-6(5-4) DAILY
OVER OR
<SHORT>
-7-
-8-
INCHES
WATER
INITIALS
Previous
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Math
Check
A
B
C
D
X
.01
--E--
F
SUM GALLONS PUMPED
LEAK CHECK: (
)
+
130
=
____________
Is Sum Of Daily Over or <Shortage> Greater Than Leak Check Result? Yes or No (Circle One)
INVENTORY CONTROL RECONCILIATION FORM WORKSHEET
Facility Name:
Person Completing Form:
Product/Tank ID:
Tank Capacity
GALLONS
DELIVERED
Date
Inches of Fuel
Before
Delivery
Gallons of
Fuel Before
Delivery
Inches of Fuel
at End
Gallons of
Fuel at End
GALLONS
DELIVERED
TOTALIZER
READINGS
Date
Totalizer ID
End Reading
Start Reading
Amount
Pumped
TOTAL
GALLONS
PUMPED