Parts Order and Fitting Record
Know at a glance whether a part is in yet, who fitted it, and where the old one went. The customer who asks for it back gets an answer.
GV-13 1 page
Garage and vehicle workshop · GV-11
Oil and Fluid Dispense Log
A free printable workshop oil dispense record — every draw from the bulk tank or drum against a job card and vehicle, with deliveries logged so stock adds up.
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One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
See where the oil actually went. Reconcile what was sold on invoices against what left the dispense point.
Who it is for
Independent garages, fast-fit centres and fleet workshops that run bulk oil or drums rather than buying every litre in a bottle.
How to use it
- Fill in the dispense point and the month at the top, one sheet per tank or drum area.
- Log each delivery or drum change in the top table as it arrives.
- Write one line for every draw: job card, reg, fluid and grade, quantity, who.
- Note the meter reading if the pump has one — it makes the stock check trivial.
- Compare deliveries less draws with what is left in the tank at the end of the month.
What is on the sheet
One page, top to bottom:
Printed under the title: What came out of the bulk tanks and drums, against which job card and which vehicle, so the oil sold on invoices matches the oil that actually left the dispense point.
Grade and fill quantity are the manufacturer's. The grade and the quantity for each vehicle come from the manufacturer's data, not from this sheet. Write down what was drawn and what for; deliveries less draws against what is in the tank is the stock check.
Write-on lines: Workshop / dispense point · Month · Stock checked by
Deliveries and drum changes — bulk fills, new drums, returns to the supplier
Table, 3 rows: Date · Fluid & grade · Qty in · Supplier / ref · Tank or drum · Received by
Dispensed — one line per draw — top-ups and fills alike
Table, 8 rows: Date · Job card no. · Reg · Fluid & grade · Qty drawn · Meter reading · Drawn by
Questions
Why does the sheet not say how much oil each vehicle takes?
Because the fill quantity and the grade are the manufacturer's data for that engine, and they vary from car to car. The sheet records what was drawn and for which job; the technician takes the figure from the data they already use.
Do I need a line for a top-up of half a litre?
Yes — that is exactly the sort of draw that never gets invoiced and never gets counted, and a month of them is the gap you cannot explain at stock check.
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