Petrol Pump Shift Reconciliation: From Nozzle to Cash

Establish the opening position

Record the shift, operator, relevant nozzle readings and the opening cash arrangements used by the business. Identify which readings come from connected equipment and which are entered or checked manually. Confirm the supported pump, controller and ATG combination with the implementation team. A general forecourt feature description does not prove compatibility with every installation. Keep the agreed equipment list and the method of recording the opening position with the acceptance checklist.

Separate sales from the way they are settled

A litre sold and a payment received describe related but different events. Build a test shift containing ordinary cash sales, noncash settlement and an authorised customer-credit transaction if your station uses credit. Follow how each event reaches the proposed records. Decide who can approve a change of payment method and how a correction is explained. This makes reconciliation more useful than simply comparing one sales total with the cash found in a drawer.

Review operational exceptions explicitly

List the events that need an explanation, including test activity, an incorrect entry or a transaction requiring correction. Ask how the proposed setup distinguishes these from normal customer sales. Use your own procedures and have the responsible station team approve the treatment. A system can make information easier to review, but the business still needs a rule for who records an exception, who approves it and where supporting evidence is retained.

Compare the closing records together

At shift end, inspect the change in readings, the recorded sales and the settlement breakdown. Review any agreed adjustments before calculating an unexplained difference. Avoid mixing information from different time windows or from a nozzle assigned to another shift. If the operation also has a convenience store, keep its records identifiable so a store cash movement does not conceal a forecourt difference. Present the comparison in a form the next shift can understand.

Make the handover an accountable event

Ask the incoming and outgoing supervisors to review unresolved items before the handover is completed. Record the explanation, responsible person and next action for each difference. Decide which issues prevent closure and which can remain open with approval. Keep the original readings and reports accessible after the shift. Reconstructing a discrepancy several days later is much harder when the only record is an informal message saying that the figures were checked.

Test the process before connecting every point

Pilot the proposed workflow on a representative shift and compare it with the station's accepted manual controls. Include a problem scenario and require a clear explanation of the recovery process. Expand only after the team understands the records and the equipment behaves as scoped. Review the Infinity forecourt capability with the equipment details in hand, then document the exact configuration and support responsibilities in the implementation plan.

Useful next steps

• Investigate wet-stock variance
• Plan fleet-credit settlement

Prepare a sample shift-close pack for the iPOS team, including the readings and settlement categories you need the proposed setup to reconcile. Discuss your requirements with iPOS.