01 Set up a tank
Once per tank. The dip chart is what turns a dip reading into litres.
- Go to Station setup → Tanks & dip charts and choose Add tank.
- Pick the fuel, type the tank number painted on the manhole, and its capacity. Add the inside diameter and length — they are printed at the top of the dip chart.
- Tick the nozzles that draw from this tank.A nozzle can only draw from a tank holding the same fuel.
- Next comes the dip chart. Upload the Excel sheet or the PDF from your oil company, type the rows, or Estimate it from the tank size. For a paper-only chart, Estimate from the printed diameter and length is the most accurate.
- Check the rows, then type three readings straight off the paper chart. When all three match, the chart is saved as verified.An estimated chart is marked so, until you replace it with the real one.
02 The morning dip
Every morning, before sales and by 10 AM — the oil company expects it.
- On the home screen, the Morning dip card lists every tank. Tap one.
- Type the product dip and the water dip in cm. The litres appear as you type.
- Switch on Density check and enter the hydrometer reading and temperature. Octyn converts it to density at 15 °C and compares it with the last delivery.More than 3 kg/m³ away from the last delivery is flagged.
- If water is found, Octyn tells you to report it to your oil company, and the owner is alerted.
- Made a mistake? An owner or manager opens the dip in Daily ops → Tank dips and saves a correction with a reason. The first reading is always kept.
03 Unloading a tanker
Step by step, in the order the oil company's rules lay down. Every step saves as you go.
- Open the tanker's invoice in Purchases and choose Unload this tanker — or go to Daily ops → Tanker unloading.
- Check the truck: seals and locks match the invoice, and the calibration certificate is valid. A broken seal means refuse the load.
- Stop sales from the tank, dip it, then let the tanker settle for 10 minutes — Octyn counts it down.
- For each compartment enter the density and temperature. More than 3 kg/m³ from the invoice shows Do not unload — refuse the load and call your oil company.Only the owner can record that such a load was taken anyway, with a reason.
- After unloading, dip the tank again and note any short dip per compartment and whether you made it up. Attach a photo of the signed invoice back.
- Dispense 50 litres, check the density again and Finish. That is the tank's new reference density until the next load.
- Everything lands in Compliance → Density register, in the oil company's own columns, ready to export.
04 Stock variation
Does the tank agree with the book?
- Open Compliance → Stock variation. Each day shows opening dip + deliveries − meter sales against the next morning's dip.
- Losses up to the evaporation allowance (petrol 0.75 %, diesel 0.25 % of sales) are expected. Beyond ±4 % of stock the oil company treats it as an irregularity.
- A run of five or more days in the same direction is flagged — it usually means a leak, a meter giving short, or dips taken at different times.
- At month end the owner can Accept variance so the book matches the tank. It is posted at average cost and shows in cost of sales.The 5-litre nozzle test goes back into the tank — record it as a test draw in the shift, not as a sale.
Done. Dip at the same time every morning, after the tank has rested — a dip taken during or just after a tanker unloads will not agree with anything. Open it in Octyn.