How to Fill a DU Sheet at a Petrol Pump

What is a DU sheet?

A DU (dispensing unit) sheet records, for one shift, the meter reading of each nozzle at the start and the end, the litres sold, the rate, the amount that should have been collected, and how it was actually collected: cash, UPI, card or credit. Every rupee at the pump can be traced back to a DU sheet, so mistakes here show up later as shortages.

What you need before you start

• The list of DUs and nozzles, with the fuel on each nozzle
• The closing reading of the previous shift for each nozzle
• The fuel rate in force for that date (rates can change overnight)
• The filler’s name and the shift (day or night)

Step 1: Opening meter reading

At the start of the shift, write the totaliser (electronic or mechanical) reading for each nozzle. It should be exactly the same as the previous shift’s closing reading. If it is not, stop and find out why before the shift starts — a gap here is the most common source of disputes.

Step 2: Closing meter reading

At the end of the shift, write the closing reading for each nozzle. Take a photo of the meter: it settles any argument later about what the totaliser showed.

Step 3: Litres sold

Litres sold = closing reading − opening reading. If fuel was drawn for a testing or calibration check and returned to the tank, note it separately so it is not counted as a sale.

Step 4: Amount

Amount = litres sold × rate. Use the rate for that date and fuel. If the rate changed during the day, the sheet must be split at the time of the change.

Step 5: How the money was collected

• Cash – count by denomination (₹500, ₹200, ₹100, ₹50 and smaller) and write the total.
• UPI – total of UPI receipts, ideally split by app so it can be matched with the bank.
• Card – total of card slips.
• Credit (khata) – each credit sale with the customer, vehicle number and slip number.

The difference between the amount and the total collected is the short (or excess) for the filler.

Worked example

Nozzle 1, petrol, rate ₹100.00 per litre (example rate):

• Opening reading: 184,215.40
• Closing reading: 185,032.90
• Litres sold: 185,032.90 − 184,215.40 = 817.50 L
• Amount: 817.50 × ₹100.00 = ₹81,750
• Collected: cash ₹38,100 + UPI ₹38,200 + credit ₹5,300 = ₹81,600
• Short: ₹81,750 − ₹81,600 = ₹150

Step 6: Check and approve

The manager checks the readings against the meter, counts the cash and confirms the UPI total. The owner then approves the sheet. Once approved, the sheet should not be changed; any correction should be a new, visible entry.

Common mistakes

• Opening reading that does not match the last closing reading
• Using yesterday’s rate after a rate change
• Credit sales written on a separate slip and never added to the khata
• UPI counted twice — once as UPI and again in the cash total
• No photo or signature, so nobody can check the reading later

Doing it on the phone instead

The Petronix DU sheet app does steps 1–6 on the filler’s phone. The opening reading is filled in from the last approved sheet, the rate for the date is applied automatically, litres and amount are calculated, cash is counted by denomination, UPI and credit are entered separately, and the sheet goes to the manager and owner for approval with the meter photo attached.