Card gallons
The purchase, not a rounded weekly total.
Three labels, and only three
Verified in a tank. Needs review, with evidence. Unverifiable. I do not keep a fourth bucket called suspicious so that hard fills can be dumped there.
A wrong unit number with gallons in a fleet tank is not this page. A sensor that jumps is not this page. This page is the fill that still has nowhere to go.
The example, labeled as an example
On the sample Monday report, 340 gallons and $2,220 were bought and never showed in a tank. 81.4 percent of that example week sat in a fleet tank, and 88 percent could be checked. Those figures are an example. Names were changed. They are not a promise for the next fleet.
I will not invent a single stolen-gallon total that the source records do not support. If your week does not reconcile on the first pass, the unclear fills stay unclear.
What I look for
Before a gallon is called missing
Tank movement
A change that could hold those gallons.
Another unit
The fuel might be in a different truck because of a typo.
Short answers
Before you book.
Then the fill is unverifiable. I will not call it missing and I will not call it clean.
I reconcile swipe, truck, and tank. Price is on the line. I do not force a total that the records do not support.
Next step
Let's count gallons that never arrived.
If the audit does not pay, we stop. You keep whatever the two weeks found.