Petrol Pump User Roles, Approvals and Audit Trail
Every employee should see only what they need. Important changes should require authorization. Every critical change should leave a record.
Trust your team. Keep the record.
When everybody uses the same login, every entry looks the same. Nobody can say who corrected the meter reading or who changed the rate — and honest staff are doubted along with everyone else.
Sanchay gives each person a role, lets you decide which changes need approval, and records every critical change with the user, the old value, the new value, the reason and the time.
Approval can be required for nine types of change
You decide which of them need authorization at your pump.
Meter correction
Changing a meter reading after it was entered.
Stock adjustment
Adjusting the stock of a tank.
Credit limit override
Allowing credit beyond the limit of the customer.
Large expenses
Expenses above what is normally allowed.
Loyalty point adjustments
Adding or removing loyalty points by hand.
Shift reopening
Opening a shift that was already closed.
Day reopening
Opening a day that was already closed.
Payment reversal
Reversing a payment that was recorded.
Price changes
Changing the price of a product.
What the audit trail records
Every critical change records six things.
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1
User
Who made the change.
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2
Old value and new value
What it was before and what it is now.
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3
Reason
Why the change was made.
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4
Date/time and approval status
When it happened and whether it was approved.
Role-based access: five roles
Give each employee exactly the access they need.
Owner
Complete business control.
Manager
Pump operations, shifts, nozzles, staff, stock, expenses and approvals.
Supervisor
Shift, meter, tank, stock and operational activities.
Operator
Sales, assigned nozzle, meter readings, customer and loyalty transactions.
Accountant
Expenses, purchases, credit, payments, ledgers and reports.
Why it matters
Accountability without arguments
The record shows who did what, so questions are settled by facts.
Simple screens for staff
An operator sees the assigned nozzle and the entries of the shift — nothing else.
Figures you can rely on
Closed shifts and days change only with authorization.
Questions about roles, approvals and the audit trail
Owner, Manager, Supervisor, Operator and Accountant. Each role has access to the work it is responsible for, and the Owner has complete business control.
Meter correction, stock adjustment, credit limit override, large expenses, loyalty point adjustments, shift reopening, day reopening, payment reversal and price changes.
The user, the old value, the new value, the reason, the date and time, and the approval status.
No. Every employee sees only what they need. The Operator role covers sales, the assigned nozzle, meter readings, and customer and loyalty transactions.
Related features
Every module shares the same data, so one entry is never typed twice.
Cash Reconciliation & Daily Closing
Compare expected and actual collection for every shift and day, then approve and lock the day.
Explore cash Reconciliation & Daily ClosingTank & Stock Management
Track tanks, daily dip readings, expected and physical stock, variance and adjustments in one place.
Explore tank & Stock ManagementFuel Sales & Meter Reading
Record opening and closing meter readings nozzle-wise. Litres and sale amount are calculated automatically.
Explore fuel Sales & Meter ReadingRoles, Approvals & Audit Trail is part of Sanchay petrol pump accounting software. See all petrol pump software features
See roles, Approvals & Audit Trail in a demo
Book a demo with our team and see how Sanchay runs your pump — from shifts and stock to staff and credit.