Fuel margins are thin, so a few litres lost per shift or an unclaimed tanker shortage decides whether a station makes money. Here is how petrol pump software tracks every litre from tanker to nozzle to the DSR.
At a fuel station, losses rarely come from one big event. They come from small gaps: a meter reading written wrong, a price change that mixes rates in one shift, a tanker that delivered short, a fleet customer who went over their limit. Petrol pump software closes those gaps one by one.
Set the station up once
Record stations, fuels, tanks with their dip charts, pumps, nozzles and attendants. Licence tracking can warn you 30 days before an OGRA or explosives licence expires, so renewals are never missed.
Attendant shifts from meter readings
Assign one attendant per set of nozzles. Litres sold come from opening and closing meter readings, with a warning when meters disagree. The attendant counts the cash and closes the shift, and any shortage is recorded against them.
Price changes without mixed rates
When OGRA or your OMC announces a new price, enter the change now or schedule it. Every open shift should be split at that moment, so litres sold before the change are valued at the old price and after it at the new one.
Tank dips and the stock book
Dips should convert to litres automatically from each tank's dip chart and show the variance against book stock. A growing variance is an early warning of a leak, a meter problem or theft.
Tanker receipts and short claims
Record each tanker receipt with the quantity invoiced and received, any allowance, and the shortage. Raise a claim on the OMC and track it until it is settled. Unclaimed shortages are money left on the table.
Fleet customers and fuel cards
Fleet customers can be billed by fuel card, RFID tag or QR sticker with a PIN, daily and monthly limits, vehicles and drivers, and a discount per litre. Statements can be shared or paid online, with overdue reminders.
Day close and the DSR
Day close checks each fuel's variance against the evaporation allowance and then prints the daily sales report (DSR) for the OMC and bank. Doing this from the system rather than a register saves an hour a day and removes arithmetic errors.
Attendants on the phone, even offline
With the Hayat Fuel app, attendants open and close their own shift, enter readings and record collections and card slips. Readings and card-less slips are saved offline and sent when the connection returns.
The shop, lubes and car wash
Lubricants, filters, the tuck shop and the car wash can run on the normal POS till in the same company, so the whole site is in one set of accounts.
See Hayat's fuel station workspace at fuel.hayaterp.com. It supports PSO, Shell, TotalParco, Attock, Go, Hascol, Byco and other OMCs, and Gulf stations.
Read more about Fuel station software in Hayat ERP, or book a demo.
Frequently asked questions
What is a DSR at a petrol pump?
The DSR, or daily sales report, summarises each day's sales by fuel, stock and variances for the oil marketing company and the bank. In Hayat it is produced at day close after checking each fuel's variance against the evaporation allowance.
How do you handle a fuel price change mid-shift?
Enter the change from the OGRA or OMC notification, now or scheduled. Each open shift is split at that time, so sales before and after are valued at the right price.