--- title: "Reconciliation" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/1968177444/Reconciliation" format: markdown --- [fUEL SITES HELP] # Reconciliation Dashboard > ℹ️ *Disclaimer: EKOS uses a built-in statistical inventory reconciliation methodology that follows the EPA guidelines outlined in the attached document: **[https://www.epa.gov/sites/default/files/2014-03/documents/inventry.pdf](https://www.epa.gov/sites/default/files/2014-03/documents/inventry.pdf)** * Track your fuel inventory across all of your fuel sites. View the following key stat cards: - Total Tanks Reconciled - Current Month Pass Rate - YTD Average Pass Rate - Current Month Net Variance ![image](media://62968165-6a44-44f0-bed3-306f22759465) You will also see a reconciliation overview with your tanks divided into your active tanks, enrolled tanks, unenrolled tanks, and manifolded tanks with your compliance status with the total number of passing and failing tanks. You will also see your monthly net variance, pass/fail analysis, and tank rate pass trend. --- ## Reconciliation Manager Manage all of your tank reconciliation from a single dashboard! ![image](media://655ae37f-fdd4-453e-952a-afd97338beee) **What is the Inventory Reconciliation Manager?** The Inventory Reconciliation Manager gives users a live month-to-date snapshot of all of the tanks that are currently enrolled in Inventory Reconciliation and their current over/short for the period. This user-friendly dashboard is calculating the variance for each tank, and stack ranking them based on the tanks with highest variance. It is also giving users valuable statistics about the reconciliation for the current period chosen. Users can also use the date picker in the top left corner of the page to enter a custom date range and the dashboard will update based on the date range entered. This is a great way to quickly check historical reconciliations or identify trends of a tank over time. --- **Who uses the Inventory Reconciliation Manager?** This dashboard is meant to be used as a tool for users who are responsible for reporting on or monitoring the monthly fuel reconciliation for fuel tanks. Whether you are in charge of 1 site, or 100 sites, this dashboard will allow you to easily look at your entire portfolio and distill down which tanks might have equipment or data issues, and which tanks are “Passing”. From the dashboard, you can drill down further into a day-by-day view for each tank to perform deeper diagnostics and investigation on the variances. --- ## How to Enable and Disable Inventory Reconciliation for a tank Inventory Reconciliation is configured on a **per-tank** basis in EKOS To enable Inventory Reconciliation: 1. Update the tank you wish to enroll from the Tanks Equipment Grid 1. *If you are creating a brand new tank, the same steps apply below* 2. In Step 4 of the tank create / update page, choose your enrollment method and if you wish to only use ATG deliveries for inventory reconciliation purposes 1. If you want EKOS to perform a fully automated reconciliation each day, then choose “Automated” as the method 2. ***Use ATG deliveries for Inventory Rec: User can check this box or leave it empty*** - ***Important Note: If you select this option, EKOS will only use ATG deliveries for Inventory Rec. It will never look at BOL deliveries that are entered through the bulk fuel module.*** - ***If this box is left unchecked, then EKOS will look first for BOL deliveries from the Bulk Fuel Module, and will only use ATG deliveries if there are no deliveries keyed in on that day*** 3. Choose the starting date for which EKOS should “look back” to start inventory reconciliation. This should be at least the first day of the current month, but choosing a later begin date will allow the User to manually re-compute the over/short for previous months. 1. If you leave the end date blank, EKOS will continue to reconcile the tank each day moving forward. If you enter an end date, EKOS will only reconcile the tank through that date. 4. After choosing your enrollment method, click Save. The tank will now be included in inventory reconciliation calculations. ![image](media://3937a0a4-09e8-445f-851d-8699033f5ef5) --- ## Inventory Reconciliation Tank View The inventory reconciliation tank view page provides details and diagnostic tools to help the user keep their tanks within the allowed variance. Using the tools provided, the user can:  - Switch between tanks for the site - View past month’s over/short data - View connected equipment - View past month’s leak check pass/fail data - Troubleshoot critical items that could be contributing to the variance using the diagnostic tools - Run ATG reports - View/update daily inventory, delivery and gallons pumped data as needed --- Daily reconciliation is managed using the grid located at the bottom of the page. Given that there is at least one full day of data, Over/Short is calculated using the following:  - Effective Date – The day being reconciled. - Interval Hours – The number of hours being reconciled for the day. - Starting Poll Time – This is the time the first inventory reading of the day is pulled into EKOS. EKOS uses the time between the start and end poll time to determine what inventory is to be reconciled against the gallons pumped to give you your over/short value. - Ending Poll Time – This is the time the last inventory reading of the day is pulled into EKOS. The last inventory reading of the day is also the first reading of the next day to insure there are no gaps in reconciliation. - Starting Inventory – This is the first reading of the day pulled at the starting poll time shown. - ATG Deliveries – Total deliveries detected by the inventory monitor for the time frame between the start and end poll time. - Pumped During Delivery – EKOS looks at the time frame of when the inventory began rising and when it stopped during the delivery. The gallons pumped during this time frame are added back into the equation to account for fuel pumped during the delivery. - BOL Deliveries – This is the delivery amount keyed into EKOS by the user in the Bulk Fuel module. - Variance – This is the difference between the ATG Delivery and the BOL Delivery. - Gallons Pumped – This is total gallons done in transactions between the start and end poll time. - Book Value – This is the total amount of fuel you should have in your tank based on the starting inventory, deliveries, pumped during delivery and gallons pumped. - Ending Inventory – This is the final reading of the day and the starting inventory of the next day to prevent gaps. - Over or Short – This is the difference between your book value and the last inventory reading. This is how you find how far off your tank was from perfect for the day. The total number at the bottom of the grid is how far off the tank was from perfect for the entire month. The user will compare this number with the leak check allowed value to determine if the tank has passed or failed. If the user adds a new delivery via ATG report or BOL delivery in Bulk Fuel, a recompute may need to be done for instant results or the user will have to wait until EKOS automatically recomputes the month during the day. To recompute the month, click the Recompute This Month button located at the top of the page.  ![image](media://29ab1c5e-3e3e-4408-993d-2fe33ef8c7db) --- ## Reports The Over/Short application provides the user with options to download inventory reconciliation reports in a PDF format. The following reports are available from the Over/Short application:   By hovering over the Over/Short application and selecting “Leak Check Pass/Fail”, the user can view which tanks passed or failed by month as well as change the time frame with the date selector. Clicking on the pass/fail button for the month directs you to that month’s inventory rec tank view and using the export buttons at the top of the page will give you the pass-fail report in a PDF format.  EKOS can generate PDF reports of inventory rec using the generate report button on the tank view page.  Some states require 10- and 30-day reconciliation reports which can be accessed by clicking the generate report button, selecting the time frame needed and selecting generate summary report in the bottom left corner.   From here, the user can download and or print the document shown on screen.  --- ## Definitions - Gallons Pumped** -** provides the cumulative gallons pumped to date per tank. In the Inventory Reconciliation process these totals would be referred to as "sales". - Over / Short** -** provides the cumulative gallons over or short from the "inventory book value" using the inventory reconciliation formula. - A negative gallon value represents the possible loss of gallons. - A positive gallon value represents a possible overage of fuel. - Absolute Value of Total Gallons Over/Short - is the absolute value of the previous column and is used to calculate the Gallons Over Leak Check Allowance. - Leak Check Allowance (Gallons Pumped x 1% + 130) - provides the cumulative gallon allowance month to date to be considered when calculating a possible leak or overage. - We are using the EPA UST regulation of 1% of sales + 130-gallon allowance for the MTD calculations. The 130-gallon allowance is only considered at month end and is included in the Leak Check Report calculations - Gallons Over Leak Check Allowance - provides the cumulative month to date gallons that are over or short and indicates a possible leak or overage. The following calculation is used to provide these results: - Absolute Value of Total Gallons Over/Short - Leak Check Allowance = Gallons Over Leak Check Allowance - Status - provides a message to quickly identify one of three possible outcomes for this report: Possible Leak (Overage), Possible Leak (Shortage), and OK. --- ## Priorities *Urgent Priority Status*  Indicates a tank has a Possible Leak (Shortage). It is important to review this data to determine if there is a possible loss of fuel gallons, incorrect delivery data, an equipment calibration problem, theft, etc.  *Medium Priority Status*  Indicates a tank has a Possible Leak (Overage). It is important to review this data to determine if there is an issue with delivery data, inventory readings, equipment calibration issues, rainwater accumulation, etc.  *Good Priority Status*  Indicates a tank has an Absolute Value of Total Gallons Over/Short within the Leak Check Allowance (Gallons Pumped x 1%).  --- ## Leak Pass / Fail The Leak Check Pass/Fail Report is a month over month view of inventory reconciliation for all sites where fuel can be reconciled. The Pass/Fail results are based on the following EPA Guideline Formula: *(Cumulative Over / Short) > ((Total Gallons Pumped (sales) *0.01) + 130) = Fail* Note: Standards for the above formula may vary by state. The report defaults to the last twelve (12) months. Select the beginning and ending month range and click “Go” to review the Pass / Fail statuses per site per tank for a specified date range. Note: You may only select twelve (12) months at a time. To show all reports click the “Show All” Button. This list can also be viewed as a “Day View” or MTD View”. ![image](media://9da6821c-81b7-4152-a9e3-b47653557f13) --- ## Scores There are three (3) scores for the Leak Check Report. It is important to know quickly whether the tank has failed due to an overage or a shortage so you can prioritize your response. - PASS: If a site tank Over/Short value is within the Leak Check value, then the site tank passes the Leak Check Report for that month. - FAIL (+): If a site tank Gallons Over Leak Check Allowance value is greater than the Over/Short - the Leak Check, then the site tank fails the Leak Check Report for that month. The score returns (+) which indicates an overage. - FAIL (-): If a site tank Leak Check value is more than the Over/Short value, then the site tank will fail the Leak Check Report for that month. The score returns (-) which indicates a shortage. --- ## Links Expand the tank view to review the end of month calculations. If a site is not able to be reconciled for a given month the report will be blank for that month. - Over / Short: The number of gallons that was reported to be over/short per month per tank - Leak Check: the total gallon allowance based on 1% of sales + 130-gallon allowance per month per tank - Gallons Over Leak Check Allowance: The gallon value of the leak check report based on the following formula: - Over/Short - Leak Check = Gallons Over Leak Check Allowance Collapse the detailed tank view. Click on the *Pass / Fail score* for a given month to review the monthly reconciliation details for a specific tank. This will open in a new window. --- ## Export - Export Detailed PDF: Click the Export Detailed PDF to save or print the expanded view of the Leak Check Report for the past twelve (12) months. This report is page broken by site for easy comparison and distribution to other parties. - Export Summary PDF: Click the Export Summary PDF to save or print the summary Pass / Fail report for the past twelve (12) months. This is a master report of all sites and is not page broken.