Fuel is by far the largest inventory investment most service stations make, and even a small discrepancy on a delivery can translate into hundreds or thousands of dollars in lost value. Knowing how to identify, document and act on a fuel delivery discrepancy is a basic operational skill that every site should have in place, yet it is an area where many operators rely on trust rather than process.
The starting point is the physical check at the time of delivery. Before any fuel is discharged into the tanks, staff should confirm the delivery docket matches the order, including the product type and volume. Tank dips should be taken before and after the delivery to provide an independent record of how much fuel was actually received. If the site has electronic tank gauging, those readings should also be captured. Any difference between what was ordered, what is on the docket and what the tanks show needs to be raised immediately, not days later.
Discrepancies can arise for a number of reasons. The most common is a genuine metering or calculation error at the terminal or on the truck. Temperature variations between the point of loading and the point of delivery can also create small differences, which is why fuel is typically measured at ambient or temperature compensated volumes depending on the supplier arrangement. Understanding how your supplier measures and reports fuel is important because it affects how you interpret the numbers.
When a discrepancy is identified, document everything. Take clear photos of the delivery docket, the tank dip readings, the console reports and any seals on the truck compartments. The more evidence you capture at the time, the stronger your position is when raising the issue with your supplier. A delivery discrepancy reported a week later with no supporting documentation is very difficult to resolve.
Contact your supplier as soon as possible. Most fuel suppliers have defined processes for handling delivery claims, and there are usually time limits within which discrepancies must be reported. Leaving it until the end of the month or waiting to raise it with the next delivery weakens your claim and makes it harder to get a fair outcome. A quick phone call followed by written confirmation by email creates the paper trail needed for proper resolution.
It is also worth reviewing your tank reconciliation processes more broadly. Regular, accurate reconciliation is the early warning system for discrepancies, leaks and measurement issues. If reconciliation is only done monthly or as part of a SIRA compliance check, smaller issues can build up unnoticed. Daily or weekly reconciliation, with clear thresholds for when something needs to be investigated, protects both your financial position and your compliance obligations. TankTrace is a purpose built platform that handles SIRA compliant tank reconciliation and reporting for fuel retailers, making it significantly easier to spot discrepancies early and act on them quickly. Operators looking to move away from spreadsheets or manual processes can reach out to find out more.
Finally, build a relationship with your supplier where discrepancies can be raised professionally and resolved without tension. Suppliers who know you have robust checks in place are more likely to investigate issues thoroughly. Those who see a site with loose processes may be less responsive. A well run receiving and reconciliation process protects your margins and gives you confidence that the fuel you are paying for is the fuel you are actually getting.