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Chapter 1: Fuel Dispensing Operations3 Topics1 Quiz
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Chapter 2: Basic Vehicle Maintenance Checks3 Topics1 Quiz
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Chapter 3: Forecourt Housekeeping3 Topics1 Quiz
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Chapter 4: Receiving Stock2 Topics1 Quiz
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Chapter 5: Recording Transactions and Processing Payments4 Topics1 Quiz
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Chapter 6: Interact with Customers4 Topics1 Quiz
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Chapter 7: Shift Procedures and Reporting4 Topics1 Quiz
Lesson Progress
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🎯 Learning Outcomes
By the end of this topic you will be able to:
- Explain the purpose of stock receiving and documentation at a petrol station.
- Identify the key documents used when receiving fuel and merchandise deliveries.
- Follow the correct procedure for receiving a fuel delivery (tanker offload).
- Identify and record discrepancies between delivery notes and actual stock received.
Why Stock Receiving and Documentation Matters
Every litre of fuel and every product on the shelves has a financial value. Accurate receiving and documentation ensures:
- Financial accuracy — the station only pays for what it actually receives.
- Inventory control — stock records are kept up to date, preventing theft and shrinkage.
- Legal compliance — fuel retailers are required by the Petroleum Products Act to keep accurate records of all fuel deliveries.
- Supplier accountability — discrepancies can be raised with the supplier using accurate documentation.
Key Documents in the Receiving Process
| Document | Purpose | Who Provides It |
|---|---|---|
| Delivery Note (DN) | Lists the goods/fuel delivered; confirmed by signature on receipt | Supplier / delivery driver |
| Goods Received Voucher (GRV) | Internal record confirming what was actually received; matched against the delivery note | Station (filled in by receiver) |
| Invoice | Formal billing document — the amount the station owes the supplier | Supplier |
| Tank Dip Record | Measures actual fuel volume in underground tanks before and after delivery | Attendant / manager |
| Delivery Manifest / Bill of Lading | Document from the oil depot certifying the volume loaded into the tanker | Oil company / tanker driver |
Fuel Delivery Procedure — Tanker Offload
Receiving a fuel tanker is one of the most safety-critical tasks at a petrol station. The following procedure must be followed at all times.
Step-by-Step Tanker Offload Procedure
- Prepare the site — place cones to redirect vehicles away from the delivery area. Display “Delivery in Progress” signage.
- Dip the tanks (pre-delivery) — measure the existing fuel level in each underground tank using the dip stick or ATG (Automatic Tank Gauge). Record on the dip sheet.
- Verify documents — check the tanker driver’s delivery manifest and compare the fuel type and volume against the station’s purchase order.
- Check tank capacity — confirm there is enough space in the tank to receive the full delivery without overflow.
- Earthing / bonding — the tanker must be earthed before offloading to prevent static electricity sparking. Confirm the earth cable is connected.
- Supervise the offload — remain present during the entire offload. Do not leave the driver unattended.
- Dip the tanks (post-delivery) — measure fuel levels again after offloading. Record on the dip sheet.
- Compare volumes — calculate the volume received (post-dip minus pre-dip) and compare against the delivery note quantity.
- Sign the delivery note — only sign if the volumes match. If there is a discrepancy, record it on the delivery note before signing and inform your manager immediately.
What Is “Dipping”?
Dipping refers to measuring the depth of fuel in an underground storage tank using a calibrated measuring stick (dip rod) coated with water-finding paste or fuel-sensitive paste. This tells you:
- How much fuel is currently in the tank.
- Whether any water has accumulated at the bottom of the tank (indicated by the paste changing colour).
Dip readings are converted to volumes (litres) using a tank strapping table — a chart specific to each tank’s dimensions.
Receiving Merchandise (Shop / Convenience Store)
- Count all items against the delivery note line by line — do not sign for items you have not counted.
- Check for damaged, expired or incorrect items.
- Record any shortages or damaged goods on the delivery note before signing.
- Retain the station’s copy of the signed delivery note and forward to the manager.
- Capture received items in the stock management system (if applicable) on the same day.
Handling Discrepancies
| Discrepancy Type | Correct Action |
|---|---|
| Fuel volume short (less received than on manifest) | Record shortage on delivery note; do not sign for full amount; inform manager; contact oil company |
| Merchandise quantity short | Note on delivery note; sign “received [X] items, [Y] items short”; issue a debit note to supplier |
| Wrong product delivered | Refuse the incorrect items; do not offload wrong fuel; record on delivery note; notify manager |
| Damaged merchandise | Record on delivery note; photograph the damage; return damaged goods or note for credit claim |
Key Terms
| Term | Definition |
|---|---|
| GRV | Goods Received Voucher — internal document confirming goods actually received. |
| Dipping | Measuring fuel depth in an underground tank using a calibrated dip rod. |
| ATG | Automatic Tank Gauge — an electronic sensor system that monitors fuel levels in underground tanks continuously. |
| Earth cable | A grounding cable attached from the tanker to the earth point to discharge static electricity before fuel offloading. |
| Strapping table | A calibration chart that converts dip depth (mm or cm) into fuel volume (litres) for a specific tank. |
✅ Quick Knowledge Check
- Why must you dip the underground fuel tank both before and after a tanker delivery?
- What should you do if the fuel volume on the delivery note does not match what was actually received?
- What is the purpose of the earth cable during a tanker offload?
📚 Additional Resources
📖 Further Reading
🎬 Watch: Stock Receiving and Documentation
This video walks through best practices for receiving stock deliveries, checking quantities, and completing delivery documentation accurately.
📊 Chapter 4 Presentation
Review the full Chapter 4 slide deck used in this module:
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