PetroMath

Start here: a quick tour of PetroMath

Sign in and see what each part of the menu is for. The tour shows the owner's (Admin) menu; managers and staff see only the parts their role needs.

• Daily Operations: shifts, the day bill, Day Close, and uploading bank and oil company statements.
• Transactions: credit receipts, purchase invoices, tanker receipts, tank dips and renewal dates.
• Reports: customer balances and statements, reconciliations, GST, sales and stock.
• Masters: users, products, customers, digital payments, banks and employees.
• Accounting: create the accounts each month, then the Day Book, Profit & Loss and Balance Sheet.
• Administration: support tickets and password resets.

Install PetroMath on your phone

1. On an Android phone, open Chrome, go to petromath.co.in and tap Sign in.
2. Sign in with your username and password.
3. On the Get the PetroMath app banner, tap Install, then Install again to confirm. PetroMath appears on your home screen.
4. Open it from the home screen: it opens full screen, already signed in.
5. Every screen is a tile, grouped like the computer menu. Tap more to see a whole section, or type in Search screens.

Good to know

• On an iPhone, open petromath.co.in in Safari, tap Share, then Add to Home Screen.
• After signing in, you can turn on fingerprint login so you don't need the password on that phone.

1. Enter and close a shift

What is a shift? In PetroMath a shift is one cashier's duty: from taking the opening cash to handing over the cash. A station that runs one 24-hour duty enters one shift a day; if cashiers change during the day, enter one shift per cashier.

A shift is entered on one screen with a tab for each part. Work through the tabs left to right with Next. PetroMath saves the shift as a draft each time you move to the next tab, so you can stop and come back to it from Edit on the Cashier Shift list.

1. Open Daily Operations → Cashier Shift and click Add New.
2. Closing: choose the cashier, the shift date and the opening cash given. Check the selling rates (they come from the last shift).
3. Attendance: click Add for each person who worked: person, shift, in and out time.
4. Reading: choose the closing reading time, click Add All Nozzles, then type each nozzle's closing meter reading. Enter testing litres, if any. Sale and amount are worked out for you.
5. Lube Sales: oils and other products sold for cash: product and quantity.
6. Credit Sales: click Add credits for each credit bill: product, bill number, company, vehicle and quantity, then Save.
7. Digital Sales: UPI, card and fleet card payments received: vendor and amount.
8. Collections (optional, only if switched on for your station): payments from credit customers received during the shift: cash or digital, customer and amount. The customer's balance comes down.
9. Employee Advance (optional, only if switched on for your station): cash given to staff from the shift, as salary advance or salary paid. It goes to the employee's ledger.
10. Expenses: money paid out of the cash during the shift. The usual amount fills in; change it if needed.
11. Cash Count: how many of each note and coin are handed over. The total is worked out.
12. Summary: check the whole shift, especially Excess/Shortage (cash counted against cash due). Then click CLOSE and confirm with OK.

Good to know

• Your station may show extra tabs, such as 2T Sales, Collections or Employee Advance. They work the same way.
• A closed shift can no longer be edited. Its closing readings become the next shift's opening readings.
• If Close says the credit quantity is more than the meter sale, check the product on the credit bills (for example, HSD entered as MS).

2. Close the day, and read the Day-Close Report

Once all of a day's shifts are closed, close the day's cash. The Day-Close Report then gives a snapshot of the whole day.

1. Open Daily Operations → Day Close. The date to close is filled in; click Generate Day Close (or Continue Day Close for a day already started).
2. InFlow (Balance B/F, shift collections, 2T oil, cashier excess) and OutFlow (cashier shortage, shift expenses) are filled in from the shifts.
3. Add what PetroMath can't know with +: cash deposited in the bank, a cash receipt from a customer, salary paid.
4. Count the notes in the cash box under Denominations. The Difference is the cash that should be there.
5. Click SAVE, then CLOSE and confirm. The Day-Close Report opens.

What the Day-Close Report shows

• Sales in litres and in rupees (cash, digital, credit), lubes, digital sales, credit bills and expenses.
• Each cashier shift with its excess or shortage; tanker loads received; payments from customers.
• Credit Customer Balances: the top 3 customers who owe you the most, and a Total row for all your credit customers together. On the 15th and the last day of the month, every customer is listed.
• Prices, fuel offtake this month vs last month and last year, nozzle readings, the day's cash flow and cash excess or shortage, bank and SAP lines, and deadlines.
• Pick any date and click Go; the green button downloads it as a PDF to share.

Good to know

• A day can be closed only after the day before it is closed.
• A closed day can't be changed. Reopening one needs special permission; raise a support ticket if a day has to be reopened.

3. Upload a bank statement

Bring every credit and debit in your bank account into PetroMath. Download the statement from your internet banking as an Excel file (some banks also work as PDF).

1. Open Daily Operations → Upload Transactions.
2. Step 1: choose the bank account, choose the statement file and click Next: Preview Transactions. If the file has a password, PetroMath asks for it.
3. Step 2: choose a ledger for each line: the customer who paid, the UPI or card vendor, Cash for cash deposits, your SAP account for payments to the oil company, or an expense such as Bank Charges.
4. Step 3: check the number of lines and the account, then click Save All Transactions and confirm with OK.

Good to know

• Lines you uploaded before are marked as duplicates and skipped, so an overlapping statement is safe to upload.
• After the first few uploads, PetroMath suggests the ledger from what you chose before. Check the suggestions.
• The saved lines are in Bank Transactions. If a ledger was chosen wrongly, ask your Admin to change it there.

4. Upload the oil company (SAP) statement

The account statement from your oil company portal is uploaded the same way, on the same screen. Download it as an Excel file.

1. Open Daily Operations → Upload Transactions and choose your oil company (SAP) account.
2. Choose the statement file and click Next: Preview Transactions.
3. Choose a ledger for each line: product invoices go to Purchase Invoice, your payments to your bank account, fleet card and loyalty credits to their own ledgers, and fees to the matching charge ledger.
4. Click Next, then Save All Transactions and confirm with OK.

Good to know

• The saved lines are in SAP Transactions.
• Upload both statements regularly: a payment to the oil company appears in both, as a debit in the bank and a credit in SAP.

5. Run a customer's credit statement

The Customer Detailed Report is a credit customer's statement: every bill and payment in a period, with the running balance.

1. Open Reports → Customer Detailed Report.
2. Choose the Date Range: This Month, Last Month, a month and year, a financial year, or Custom Date with your own dates.
3. Choose the customer in Company Name and click Go.
4. Check the Period Summary (opening balance, bills, payments, closing balance), then the lines below: each bill with product, vehicle, quantity and amount, and each payment.
5. To send it, click the green Download PDF button, or the blue Print button to open it ready to print.

Good to know

• Bills appear once their shift is closed. Payments appear once they are recorded: from an uploaded bank statement with the customer as the ledger, or entered in Credit Receipts.
• The PDF carries your station's name and address, so you can share it on WhatsApp as it is.
• For a shorter statement with one line per bill or payment, use Customer Ledger Report.

6. Your customer sees their statement on their phone

Each credit customer has their own login, so they can check what they owe any time, without calling you. Send them this video with their username and password.

1. The customer opens petromath.co.in on their phone and signs in with the username and password you sent them (see Add a credit customer).
2. Their statement opens straight away: opening balance, every bill (date, bill number, product, litres, vehicle) and every payment, with the balance after each line, and the closing balance at the end.
3. To see another period, they pick a Date Range (for example Last Month) and tap Go.
4. The green button downloads the statement as a PDF; the blue one prints it.
5. From the menu (☰) they can Change Password.

Good to know

• A customer sees only their own bills and payments.
• If they forget the password, use Reset Password next to their login in Masters → Customers.

7. Reconcile Paytm (digital reconciliation)

Check that every rupee your cashiers collected through Paytm (or any card, UPI or fleet card vendor) was paid into your bank. PetroMath compares the Digital Sales entered in your shifts with the vendor's payments from your uploaded bank statement, and matches them for you.

1. Open Reports → Digital Reconciliation.
2. Choose the period and the Digital Vendor, then click Go.
3. Debits are the sales from your shifts; credits are the vendor's payments. Matched lines share a Match ID: green when paid the next day, orange when paid a few days later (for example weekend sales paid on Monday).
4. Tick Show Only Unreconciled to see what is left.
5. To match lines by hand, tick them and click Manual Match. If the amounts differ, enter a note explaining the difference and click Save & Match.

Good to know

• Upload your bank statement first and tag the vendor's payments to the vendor (for example PAYTM), or they won't appear as credits.
• A Manager can match a difference of up to ₹100; an Admin up to ₹1,000. A larger gap usually means a sale or payment is missing or entered against the wrong vendor.
• Matched by mistake? The red ✕ next to a saved Match ID unmatches the group.

8. Add staff logins: Admin, Manager and Cashier roles

Everyone who uses PetroMath gets their own login, and their role decides what they can see.

• Admin: the owner. PetroMath gives the owner this login.
• Manager: the person who runs the station day to day.
• Cashier: your cashiers and pump attendants. They appear in each shift's Attendance.

Each role has its own default menu and access. If you want a role to see more, or less, at your station, ask PetroMath (raise a Support Ticket) and we add or remove that access for the role.

1. Open Masters → Users and click Add User.
2. Type the full name in capital letters. The username is made from the name and your station code.
3. Every new login starts with the default password shown in the form; ask the person to change it after they sign in.
4. Choose the role and click Save.
5. When someone leaves, click Disable. They can no longer sign in; their past entries stay. Disabled users are under Disabled, where Enable brings them back.

Good to know

• Forgot password? Reset it from Administration → Password Reset.

9. Add a credit customer, with opening balance and login

Customers are added by the owner (Admin login).

1. Open Masters → Customers and click Add Customer.
2. Enter the company name, a short name (printed on bills), phone, address, and the GST number if they need tax invoices.
3. Remittance Bank: the account they pay into. Their payments then appear under this customer when you upload that bank's statement.
4. Opening Balance: what they owed before their first bill in PetroMath, from your old ledger. As on is filled in as the day before you started on PetroMath. Leave 0 for a brand-new customer.
5. Click Save Customer. PetroMath also creates the customer's login.
6. Click the key next to the login to see the username and password, and send them to the customer. Reset Password gives a new one; you can also switch the login off there.
7. Add their vehicles with the truck button.

Good to know

• An existing customer whose opening balance shows Not set can get one with the Set button in the Opening Balance column.
• Changing an opening balance after it is set needs a reason, and the change is kept in its history.

10. Add a product, with opening stock

For lubes, coolant and any other item you sell. Fuels (MS, HSD and so on) are set up by the PetroMath team with your tanks and nozzles.

1. Open Masters → Products and click Add Product.
2. Enter the product name as you want it on bills, with the pack size (for example 500 ML, 1 LTR), and the HSN code from the supplier's invoice.
3. Unit: NOS for packs and bottles, LIT for loose oil.
4. The selling Price (with GST), and the GST rate split into CGST and SGST (18% is 9 and 9).
5. Click Add Product. Cashiers can now pick it in Lube Sales and Credit Sales.
6. In the Opening Stock column click Set, and enter how many you have in hand (from a physical count) on the date shown.

Good to know

• Purchases add to the stock and every sale takes from it, so the opening count matters.
• To change a price, use the edit button on the product.

11. Upload a fuel (tanker) invoice PDF

Enter the oil company's tanker invoice from its PDF, without typing.

1. Open Transactions → Purchase Invoice, click New Purchase, then Fuel Invoice.
2. Click Choose File and pick the invoice PDF you downloaded from the oil company portal.
3. PetroMath reads it and fills in the invoice number, date, tanker number, delivery and seal numbers, the total, and each product with quantity, rate, density, HSN code and VAT.
4. The first time only, pick which of your products each invoice product is (for example EBMS is MS). PetroMath remembers it.
5. Check the figures against the paper invoice and click Save Mapping. The PDF is kept with the invoice (View PDF).

Good to know

• Where your oil company account is connected, Fetch from IOCL on the same screen brings the invoice PDFs in for you.

12. Upload a lube purchase invoice PDF

Enter your lube distributor's invoice from its PDF.

1. Open Transactions → Purchase Invoice, click New Purchase, then Lube Invoice.
2. Click Fill from invoice PDF and pick the invoice PDF.
3. PetroMath fills in the supplier, invoice number and date, and every product line with quantity, rate, discount and GST.
4. Each line shows Matched, Suggested or Pick. Check Suggested lines and choose the product for Pick lines; PetroMath remembers your choice for that supplier.
5. Check that the total matches the invoice, then click Save & Close Invoice and confirm. The stock of each product goes up and the PDF is attached.

Good to know

• It reads IndianOil (SERVO) distributor invoices and Tally-style tax invoices. For other formats, enter the invoice by hand on the same screen.
• Figures read from the PDF are locked, so the invoice in PetroMath matches the paper exactly.
• PetroMath warns if the same invoice number has already been entered.

13. Create the accounts and read the Profit & Loss

Turn a month's shifts, bills, invoices and bank lines into accounting entries, then see your profit and what makes it up.

1. Open Accounting → GL Control. (Only the owner, Admin, can run the steps below.)
2. On Generate Events, choose the period (for example Last Month) and click Generate Missing Events. Every sale, receipt, invoice and bank line of that period is queued for the accounts.
3. On Events Monitor, click View to see the queue. The eye button shows the transaction behind any event.
4. On Create Accounting, choose the same period and click Run Create Accounting. PetroMath writes the vouchers and shows how many were created.
5. Open Accounting → Profit & Loss, choose the period and click View: income, expenses and net profit.
6. Click any ledger name to open its Ledger Report: every entry behind that figure, with date, voucher and description.

Good to know

• Both steps are safe to run again: events already queued and vouchers already created are not repeated.
• Dates with a shift still in draft are skipped. Close the shift, then run Create Accounting again.
• If an event shows Error, open it with the eye button, fix the cause (usually a missing ledger), then Retry.
• A wrong figure in the P&L usually comes from a wrongly tagged bank or SAP line: open the ledger, find the line, and correct its tag.