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Excel .xlsx, no email and no sign-up. Every derived cell is a real formula rather than a number somebody typed.
- Meter readings — one row per nozzle per shift, litres sold computed
- Sales by fuel — litres rolled up by grade and valued at the day's rate
- Stock — one row per tank, book stock and variance computed
- Collections — cash, UPI, card, fleet and credit as five separate lines
- Reconciliation — entirely computed from the other four
The format is argued for in the daily sales report format.
Five sheets, in the order they have to be filled
Each one consumes the totals of the one above it, which is why they are numbered. Fill them out of sequence and you will be going back.
- Meter readings — one row per nozzle, per shift. Litres sold is a formula: closing minus opening, less testing litres.
- Sales by fuel — litres rolled up by grade and valued at the rate that applied. Split the row if the rate changed during the day.
- Stock — one row per *tank*. Book stock computes from opening plus deliveries minus dispensed, and the variance from your dip.
- Collections — cash, UPI, card, fleet and credit as five separate lines, plus drawer payouts and the opening float.
- Reconciliation — entirely computed. Nothing is typed on it, which is what makes it a check rather than a summary.
Why every derived cell is a formula
That is the whole reason to give away a workbook rather than a printable table.
A sheet where litres sold is typed teaches exactly the habit that makes reconciliation pointless: the moment one side of a check can be adjusted to agree with the other, it has stopped checking anything. Book stock has to compute, or it can always be nudged until the dip agrees.
The failure you cannot see
Overwriting a formula with a value is undetectable by looking at the sheet. It still adds up, the totals stay internally consistent, and the only symptom is that a check which used to catch things silently no longer does. If you share this file, share the original rather than a copy somebody has been working in.
Two things the format insists on
The template is the format; the guide is the argument for it. Two of its rules are built into the sheet rather than left to discipline.
Stock is kept per tank, never per fuel. A leak is a property of a tank, and pooling two of them averages a drifting tank against a sound one until the drift is large enough to see on its own — by which time it has been running for months.
Opening stock is yesterday's dip, not yesterday's book stock. Carrying the book figure forward hides the variance instead of recording it, and the error accumulates silently rather than showing up as a series you can read.