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Dip Gain / Loss

Process Demonstration​

Dip Gain / Loss process preview

Executive Summary​

This documentation covers the use of the Dip Gain / Loss screen within the Transactions module for creating, editing, and managing dip gain/loss vouchers. Users can generate new vouchers by entering dip readings and related data, save them, and view the vouchers list. The form supports adding multiple tank entries and provides filtering options, although some actions like editing and deleting require interaction with voucher rows.

Business Purpose​

The Dip Gain / Loss screen enables accurate recording and adjustment of inventory discrepancies between book stock and physical dip readings in fuel tanks. This functionality is critical for reconciling stock variances, calculating losses or gains in inventory volumes, and maintaining financial accuracy for fuel station operations.

Operating Procedure​

  1. To create a new dip gain/loss voucher, click on the New dip voucher button.
  2. Enter the dip date in the Dip Date field (format: YYYY-MM-DD).
  3. Select the relevant tank from the dropdown under the Tank field.
  4. Enter the measured dip reading in liters in the Dip (L) input.
  5. Optionally, add additional tank rows by clicking Add tank row if multiple tanks are involved.
  6. Enter any remarks relevant to all lines in the Remarks field.
  7. Click Save Gain / Loss to record the voucher.
  8. After saving, the voucher appears in the vouchers list table.
  9. To update a voucher, select it from the list and modify the necessary fields.
  10. Save changes by clicking the Save button on the voucher edit form.
  11. Voucher deletion is available from the vouchers list by selecting the respective row action.

Required Inputs​

  • Dip Date: The date the dip measurement was taken (YYYY-MM-DD).
  • Tank: Select a fuel tank from the list (first non-empty tank option by default).
  • Dip (L): Measured dip volume in liters.
  • Remarks: Text comments applicable to all entries in the voucher.
  • Additional tank rows as needed with the same fields.

Validation Rules​

  • The Dip Date must be provided in a valid date format.
  • Each tank entry requires a valid tank selection.
  • Dip volume must be a numerical value representing liters.
  • Duplicate dip vouchers for the same date and tank should be avoided (not explicitly indicated but recommended best practice).
  • Mandatory fields must be completed before saving the voucher.

Expected Results​

  • On saving a new voucher, the voucher is added to the voucher list table and becomes available for further editing or deletion.
  • The vouchers table displays columns for Date, Reference, Item, Tank, Book / Dip (L), Variance (L), Average Rate, and Value (Rs).
  • Calculated fields such as Variance (Liters) and Value (Rs) update accordingly based on inputs.
  • The system confirms successful save or update by reflecting the changes in the voucher list immediately.

Exception Handling​

  • If required fields are missing or invalid, the system prevents saving and may highlight errors.
  • Attempting to edit or delete vouchers without selecting a valid voucher row will result in failure (timeout or no action).
  • If no vouchers exist, the message "No dip gain/loss vouchers yet" displays.
  • Timeout during interaction with voucher rows (for editing/deleting) may occur; ensure proper selection before attempting these actions.
  • Canceling an entry aborts changes without saving.

This document is system-generated and maintained by the PMS documentation automation pipeline.