Checklist template

Wet stock management and fuel inventory reconciliation

A ready-to-use checklist with 100 items in 6 sections, covering Daily reconciliation, Tank gauges, Variances, Water checks, Meter checks, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 100 Items
  • 81 Yes / No checks
  • 5 Scored ratings
  • 106 Points

Use this template How audits work

1. Daily reconciliation 17 items

  1. A reconciliation was completed for every tank on each of the last 7 days Yes / No 1 pt
  2. Days without a reconciliation in the last 30 days Number
  3. Each day's opening stock equals the closing stock of the day before Yes / No 1 pt
  4. Closing stock is read at the same moment as the day's sales are closed Yes / No 1 pt
  5. No fuel was being dispensed from a tank while its closing stock was read Yes / No 1 pt
  6. The time of the closing reading is written on the daily sheet Yes / No 1 pt
  7. Sales volumes by grade are taken from the dispenser totalizers or the point-of-sale day report Yes / No 1 pt
  8. The day's deliveries are included in the calculation Yes / No 1 pt
  9. A daily over or short volume is calculated for each tank Yes / No 1 pt
  10. The cumulative variance is carried forward from day to day through the month Yes / No 1 pt
  11. Mid-grade sales from blending dispensers are split between the two source tanks at the blend ratio Yes / No 1 pt
  12. Tanks joined by a siphon line are reconciled as one Yes / No 1 pt
  13. Fuel drawn for meter tests and returned to the tank is recorded as a non-sale Yes / No 1 pt
  14. Reconciliation is done on weekends and holidays as on other days Yes / No 1 pt
  15. A trained backup is named for the employee who normally reconciles Yes / No 1 pt
  16. The site's data reached the central wet stock system or monitoring vendor on each of the last 7 days Yes / No 1 pt
  17. Discipline of daily reconciliation Rating
    • Done every day for every tank 5 pts
    • Occasional days missed or completed late 3 pts
    • Frequently missed 1 pt

2. Tank gauges 18 items

  1. The tank gauge console is powered on, with no active alarm Yes / No 1 pt
  2. Each alarm in the gauge history for the last 30 days has a note of the action taken Yes / No 1 pt
  3. Every tank probe is reporting a level Yes / No 1 pt
  4. The gauge shows a passing in-tank leak test for each tank within the period set by local regulation, where the gauge is used for leak detection Yes / No 1 pt
  5. Date of the last passing in-tank leak test Date
  6. The tank diameter and capacity set up in the gauge match the tank records Yes / No 1 pt
  7. The date and time on the gauge are correct Yes / No 1 pt
  8. The gauge reading is compared with a manual stick reading at the frequency set by company policy Yes / No 1 pt
  9. Difference between the gauge and the stick reading on the tank tested (in or mm) Number
  10. The gauge stick is straight, with graduations legible down to the tip Yes / No 1 pt
  11. Sump and interstitial sensors report normal on the gauge Yes / No 1 pt
  12. The grade name of each tank on the gauge matches the product stored in that tank Yes / No 1 pt
  13. The gauge was serviced or certified on the schedule set by company policy Yes / No 1 pt
  14. Date of the last tank gauge service Date
  15. The gauge's remote monitoring connection is active, where fitted Yes / No 1 pt
  16. Written alarm response steps are posted beside the gauge console Yes / No 1 pt
  17. The audible alarm of the gauge has not been silenced or disconnected Yes / No 1 pt
  18. A low-product alarm is set for each tank to warn before a run-out Yes / No 1 pt

3. Variances 16 items

  1. Each tank's daily variance is compared with the tolerance set by company policy Yes / No 1 pt
  2. The month-end variance of each tank is compared with the leak-check limit required by local regulation Yes / No 1 pt
  3. A variance beyond tolerance was investigated on the day it appeared Yes / No 1 pt
  4. The investigation follows written steps (arithmetic, deliveries, meters, water, theft) Yes / No 1 pt
  5. The result of each investigation is written on the daily sheet or an investigation record Yes / No 1 pt
  6. A variance running in the same direction for the number of days set by company policy was escalated Yes / No 1 pt
  7. Employees asked could name the person to call when a release is suspected Yes / No 1 pt
  8. Unexplained gains are investigated as well as losses Yes / No 1 pt
  9. A variance trend is kept for each tank, on a chart or in the wet stock system Yes / No 1 pt
  10. Dispenser totalizer volumes are compared with point-of-sale volumes to detect unrecorded dispensing Yes / No 1 pt
  11. No tank ran out of product in the last 30 days Yes / No 1 pt
  12. Drive-offs are recorded with their volume and grade Yes / No 1 pt
  13. Month-to-date variance for regular unleaded (gal or L) Number
  14. Month-to-date variance for regular unleaded as a share of sales (%) Number
  15. Month-to-date variance for diesel (gal or L) Number
  16. Response to variances Rating
    • Investigated and explained the same day 5 pts
    • Investigated late or left unexplained 3 pts
    • Not investigated 1 pt

4. Water checks 16 items

  1. The water level in each tank is read from the gauge every day Yes / No 1 pt
  2. A manual water check with water-finding paste is done at the frequency set by company policy Yes / No 1 pt
  3. Highest water level found in any tank (in or mm) Number
  4. Water above the company action level was pumped out, or a service call was raised Yes / No 1 pt
  5. Water readings are recorded so that a rise over several days can be seen Yes / No 1 pt
  6. Spill buckets were checked for water after the last heavy rain Yes / No 1 pt
  7. Spill bucket lids seal, so surface water does not drain into the fill pipe Yes / No 1 pt
  8. Tank-top sumps opened during the visit were dry Yes / No 1 pt
  9. Employees who check the tanks could explain why water in an ethanol-blended gasoline tank calls for an immediate report Yes / No 1 pt
  10. Water-sensing filters are fitted on dispensers selling ethanol-blended gasoline, per company policy Yes / No 1 pt
  11. Diesel dispenser filters removed at the last change showed no dark slime indicating microbial growth Yes / No 1 pt
  12. A rise in the frequency of filter changes on one product was reported as a possible water problem Yes / No 1 pt
  13. Vent pipe caps are in place Yes / No 1 pt
  14. Water removal is recorded with the volume removed and the disposal contractor Yes / No 1 pt
  15. Date of the last water removal from a tank Date
  16. Control of water in tanks Rating
    • Checked daily, no water above action level 5 pts
    • Checked, but water awaiting removal 3 pts
    • Not checked or water ignored 1 pt

5. Meter checks 17 items

  1. Each dispenser meter is checked with a test measure on the schedule set by company policy Yes / No 1 pt
  2. Date of the last meter check Date
  3. Meters tested at the last check Number
  4. Meters found outside tolerance at the last check Number
  5. The error found is recorded for each meter (cubic inches or mL) Yes / No 1 pt
  6. Meters outside tolerance were adjusted by an authorized technician Yes / No 1 pt
  7. No meter was left delivering less than the volume displayed Yes / No 1 pt
  8. Meters over-delivering beyond the company tolerance were adjusted Yes / No 1 pt
  9. The test measure used carries a current certification Yes / No 1 pt
  10. Product drawn for the test was returned to the tank of the same grade Yes / No 1 pt
  11. The volume returned to the tank is entered in the reconciliation Yes / No 1 pt
  12. Weights and measures seals were reapplied after adjustment, as required by local regulation Yes / No 1 pt
  13. Totalizer readings are recorded for each hose every day Yes / No 1 pt
  14. The blend ratio of the mid-grade was verified at the last meter check Yes / No 1 pt
  15. No display advanced with the nozzle closed during a test at one position (no meter creep) Yes / No 1 pt
  16. The last weights and measures inspection report is on file, with no correction outstanding Yes / No 1 pt
  17. Meter accuracy program Rating
    • On schedule, all meters within tolerance 5 pts
    • On schedule with adjustments pending 3 pts
    • Overdue or not recorded 1 pt

6. Records 16 items

  1. Daily reconciliation sheets are kept for the retention period required by local regulation or company policy Yes / No 1 pt
  2. The monthly reconciliation summary of each tank is signed by the manager Yes / No 1 pt
  3. Reconciliation records for the last 12 months were produced during the visit Yes / No 1 pt
  4. Monthly leak detection results are filed for each tank Yes / No 1 pt
  5. Delivery documents are filed with the reconciliation of the same day Yes / No 1 pt
  6. Tank gauge printouts on thermal paper are copied or stored away from heat so they stay legible Yes / No 1 pt
  7. The alarm log is filed with the reconciliation records Yes / No 1 pt
  8. Meter check sheets are filed with the reconciliation records of the month they were done Yes / No 1 pt
  9. Each employee who reconciles has a training record for wet stock procedures Yes / No 1 pt
  10. Variance investigation records are filed by tank Yes / No 1 pt
  11. Electronic reconciliation files are backed up off site or held in the central system Yes / No 1 pt
  12. The district manager's initials show a review in the last period Yes / No 1 pt
  13. Corrective actions from the previous wet stock review have been completed Yes / No 1 pt
  14. Name of the manager Short text
  15. Overall wet stock control Rating
    • Reconciled daily, variances explained, records complete 5 pts
    • Reconciled with missed days or unexplained variances 3 pts
    • Not reconciled or variances ignored 1 pt
  16. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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