Petrol Pump Records in Nepal: VAT, Bills and Credit

A petrol pump in Nepal handles high-value goods, daily cash and a stream of credit customers. Its records get looked at by suppliers, banks, tax officers and the owner. This article covers the records a fuel station should keep and why. It describes good record keeping, not legal or tax advice. Rules and obligations change, so confirm specifics with the Inland Revenue Department, the supplier and your accountant.

Fuel rates and the record of change

The rate per litre is not something your software or this article can fix. It changes from time to time, and you receive it through your normal supplier and industry channels. What you can control is the record. Every rate change should be written down with the date and time it took effect and the nozzle readings at that moment. That way, sales before and after the change are priced correctly and any query can be answered from the file.

Bills and VAT

If your pump is VAT registered, your bills should follow the form the law requires and show VAT at the rate that applies, which for most taxable supplies is 13%. Whether and how VAT applies to each product you sell is a question for the IRD and your accountant. Software can be configured to print numbered bills with your PAN or VAT number and to separate taxable and non-taxable lines, but it cannot decide your tax position for you.

Bank, lender and supplier requests

Banks, lenders and fuel suppliers sometimes ask a station for monthly sales, stock and payment history. Having these ready is a sign of a well-run business and can make dealings smoother. A tidy monthly pack with litres by fuel, purchases from the supplier, credit outstanding and cash banked is enough in most cases. Prepare it the same way every month so that you are never rushing when a request arrives.

Supplier invoices and tanker receipts

Every tanker brings an invoice. Keep it, enter the quantity, the date, the tank filled and the vehicle number. Record the dip before and after unloading, because those two readings prove what actually reached the tank. If the received quantity differs from the invoice, note it on the same day and raise it with the supplier while the facts are fresh. Over a month this record forms your purchase register and your supplier payable.

Credit customers

Fleets, offices and regular drivers often fill on account. A credit sale needs a slip signed or acknowledged by the driver, with the vehicle number, fuel type and litres. Match the slips to the account at the end of every day. Agree a billing cycle with each customer, perhaps weekly or fortnightly, and send a statement on the same day each cycle. Keep a credit limit for every account and review it after any delay.

• Record vehicle numbers, not just company names
• Keep the signed slip until the bill is paid
• Send statements on a fixed day
• Stop credit when the limit or the due period is passed
• Log disputes with the date and who raised them

Documents to keep and for how long

Keep sales bills, purchase invoices, tanker receipts, credit slips, cash books and bank deposit slips in an orderly file for each month. How long you must keep them is set by the tax and company rules that apply to you, so ask your accountant or the IRD for the period instead of relying on habit. Whatever the period, store the papers where fire and damp cannot reach them, and keep a digital copy of the important ones. A station that can produce any day's file within minutes is treated very differently in a query from one that cannot.

Cash and digital collections

Cash and digital collections

Separate cash, QR, card and bank transfers in your daily record. Reconcile digital totals with the provider or bank statement every few days. A pump that mixes them all into one cash figure finds it hard to explain a shortage. Daily banking of cash, with the deposit slip filed, closes the loop.

Staff and expenses

Write down daily expenses, advances to staff and salary payments in the same system, with a reason. These affect the day's cash and your monthly profit. An expense that is paid from the drawer and never recorded looks like a cash shortage later.

The Nepali fiscal year

The Nepali fiscal year begins in Shrawan. Close your books for the year, record closing stock for each tank and carry forward customer and supplier balances. Your accountant will ask for a stock statement, sales and purchase registers, ledgers and a cash book. In software these are reports, and in registers they take days to prepare.

What software helps with

Record	How software helps
Rate history	Stores each rate with its effective time
Bill numbering	Keeps running numbers and logs cancellations
Tanker receipts	Links invoice, dip and tank
Credit ledger	Shows balances, ageing and statements
Year end reports	Produces registers for your accountant

Software can be configured to support these records, but it does not certify your compliance. For the billing side in general, read our billing software page, and for the pump-specific tools see petrol pump software. Message us on WhatsApp and bring a sample bill, a credit slip and a tanker invoice so we can set up the formats with you.

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