Monthly Inventory Control Sheet (Page 2 of 2) in pdf

INV ENTORY CONTROL

The numbers below are keye d to the column numbers on the “Monthly Inventory Control Sheet”.

(1)

DATE: Inventory must be reconciled for each operating day. An operating day is any day in which product is either removed

from or added to the UST system.

(2)

INITIAL STICK READING: The “Initial Stick Reading” is brought forward from the previous day’s or shift’s “Closing Stick

Reading”. However, the facility operator sho uld always gauge the UST(s) twice and take the average of the two

measurements (to the nearest 1/8 inch) to ensure the “Initial Stick Reading” is the same as the previous day’s (or shift’s)

“Closing Stick Reading”. If a discrepancy is found between the previous day’s “Closing Stick Reading” and the current day’s

“Initial Stick Reading”, the operator should immediately recheck the inventory calculations to determine if a leak is

suspected.

(3)

DAILY GALLONS DISPENSED: The “Daily Gallons Dispensed” is determined by subtracting the opening pump reading

(brought forward from the previous day’s or shift’s closing pump reading) from the closing pump reading, and adding the

results for each meter if there is more than one pump to a tank. A “Dispensing Meter Recording Sheet”, along with a

completed example are attached. “Daily Gallons Dispensed” are transferred from line “D” of the “Dispensing Meter

Recording Sheet” to column three (3) on the “Monthly Inventory Control Sheet”. Pump meters must be calibrated once a year

to State weights and measures standards.

(4)

GALLONS DELIVERED: Gallons Delivered are recorded on the day of delivery. Stick readings should be taken imme diately

before and after the delive ry of product in order to determine the correct amount of product delivered to the UST. Any

withdrawals that occur during the delivery must be taken into account (add ed) when determining the Gallons Delivered. A

“Product Delivery Record” sheet, along with a completed example are attached.

(5)

BOOK INVENTORY: Book Inventory is determined by subtracting “Daily Gallons Dispensed” and adding “Gallons

Delivered” to the “Initial Stick Inventory”, (5)=(2)-(3)+(4).

(6)

CLOSING STICK READING: Take the average of two gauge stick measurements to the nearest 1/8 inch and write the

measurement down in the “1/8 inch” column. Next, convert the measurement to gallons using the calibration chart designed

for that particular UST and write it down in the “Gallon” (Gal) column.

(7)

DAILY OVER OR SHORT: The Daily Over or Short is determined by subtracting the “Book Inventory” from the “Closing

Stick Inventory (Gal.)”. (7)=(6)-(5). and will either be a positive or negative value. Negative values should always be noted

using brackets (ie: <52>).

(8)

INITIALS (INT.): The individual responsible for recording measurements and doing the calculations should initial the

record. The same person should take the readings and/or measurements and record the numbers for accuracy.

MATH CHECK

There is a math check located at the bottom of each “Monthly Inventory Control Sheet”. This math check should be performed at the

end of every month. just after the “Monthly Inve ntory Control Sheet” is reconciled to ensure that each gauging measurement and

calibration chart conversion are recorded correctly. Find the boxes on the “Monthly Inventory Control Sheet” which are marked with

the corresponding letters listed below. Write each number found in the le ttered boxes in the appropriate blanks located in the math

check equation. If the math check is run and the equation ([Box A + Box B]- Box C - Box D) does not equal the monthly total for the

“Daily Over or <Short>” column (Box E). then a mathematical error exists somewhere in one of the “Monthly Inventory Control

Sheet” boxes. An example of the math check can be seen at the bottom of the “Example Monthly Inventory Control Sheet” (attached).

The following is a description of each box found on the “Monthly Inventory Control Sheet” which contains the corresp onding letter:

(A)

Initial Stick Reading (gallons) is the first stick reading for the month. It should be the same as the last stick reading fo r the previous month.

(B)

Total Gallons Delive red for the Month.

(C)

The Closing Stick Reading (in Gal.) for the month.

(D)

The sum of the “Dai ly Gallons Dispensed” (column 3) fo r the month.

(E)

The sum of the “Daily Over or Short” (column 7) for the month. Remember, som e numbers will be positive and others will be <negative>.

LEAK CHECK

Lo cated below the “Math Check” on each Monthly Inventory Control Sheet is the Leak Check. The leak check number is determined

by taking 1% of the monthly total for “Daily Gallons Dispensed” (Box D) for the month plus 130 gallons [see Example Monthly

Inventory Control Sheet (attached):

(6293 x .01) + 130 = 192.93 or rounded off as 193].

If the Monthly Over or Short grossly exceeds the Leak Check number, immediately contact the appropriate Texas Water Commission

District Office (attached). lithe Monthly Over or Short slightly exceeds the Leak Check number, wait until the next month’s

inventory reconciliation to confirm the shortage. Once the second month’s data is reconciled and it also indicates that the Monthly

Over or Short exceeds the Leak Check number, immediately contact the appropriate District Office.

WATER CHECK

Located below the “Le ak Check” on each Monthly Inventory Control Sheet is the water check. The amount of water in the bottom of

an UST must be determined at least once a month with water finding paste or other means. Stick the UST for water and record the

date the UST was che cked for water and the water level measurement to the nearest 1/8 inch. Use the USTs calibration chart and

convert the measurement to gallons and record it. Significant amounts of water in an UST will result in an inaccurately high gauge

reading. Inventory records must take into account the removal of any volume of water and be adjusted accordingly.

Monthly Inventory Control Sheet Page 2

Related Articles

Related forms

Related Categories