INSTRUCTIONS TO COMPLETE INVENTORY RECONCILIATION LOG
Station, Month/Year,
Manifolded,
Tank No., Size, Product
Columns 1-5: Daily Data
Column 6: Daily Variance
Column 7 : Cumulative Variance
Column 9 & 10: Water
Column 11: Meter Testing and
Calibration
Total Sales
Sum of Variances/Actual Variance
Chevron Allowable Variance
Local Allowable Variance
Make Comparisons and Report if
Necessary
Fill in the information requested at the top of the form. A Manifold tank is 2
or more interconnected tanks. Manifold / interconnected tanks must be
dipped separately and the totals combined on the reconciliation sheet.
Record your data daily for columns 1 (first day of month only) , 2, 3, and 5
(closing inventory reading) (electronic version and all necessary columns
for the manual version. Make sure to remember to include and subtract
the amount of product used in any meter calibration tests in column 3
(Metered Sales) or add it in the gross deliveries column (2). Remember
the fuel used in test must be poured back into the correct tank from which
it was pumped. Note: At the end of the month, “zero out” your cumulative
variance. Each month always begins with a “Brought Forward” variance
of zero.
Subtract column 5 from column 4 daily.
Add or subtract each daily inventory variance to / from the previous
cumulative variance total, taking into consideration the algebraic
calculation signs of (+ or -).
Record the inches / centimeters of water if any reflected in the tank. This is
for information purposes and will help identify a sudden accumulation of
water in the tank. It’s not a component of the variance calculation.
Remove the water when the level reaches CVX guide 1inch / 2.5 cm.
Ensure no water gets into the tanks as this may jeopardize the quality of
our fuel products.
In this column record any volumes pumped during pump meter testing and
calibration and subtract from the sales in column 5
Add up column 3 numbers for the month. (electronic version is
automatically calculated)
Column 7 totals will reflect the daily accumulative total (+ or -) resulting in
the monthly accumulative grand total. (+ or -) in column 9. This sum is the
actual variance per day per month per tank/s.
Multiply the sum of column 3 by 0.005 to arrive at Chevron allowable
variance for the month. The other Calculation that can be done is the total
accumulative variance as a % of sales should not exceed 0.5%.
Local variances may be more stringent. If so, enter the calculation and
perform it, to arrive at the local number.
Compare your actual variance to the allowable CVX variance and the local
variance (if more stringent than what CVX allows). If the variance exceeds
the allowable variance, check for calculation errors and wrong entries and
then follow the prescribed CVX procedure to prompt a suspected leak
investigation. Depending upon your jurisdiction, there may be occasions
where you are required to report to the local authorities concerned. At this
point it is important to also reflect on the percent variance for previous
months as well. Baring in mind that a zero variance is brought forward
each month. Even if you never exceed what is allowed, a consistently
negative variance may indicate the presence of a leak.