Bookstock

Overview

Bookstock is the stock reconciliation facility associated with VTW and SmartTAS. It serves to collect information regarding the movement of bulk liquids and reconciles the balances with the physical quantities on site. The solution is particularly applicable to sites operating a co-mingled stock strategy, where different companies collectively hold stock on a site in the same storage vessels.

While the software is applicable to sites that don’t use VTW and SmartTAS, there are integrations built into the system for these systems to automate many aspects of collecting the movement and inventory data. With SmartTAS, transactions from loading bays are automatically converted to movements, and VTW can be accessed to obtain the end of day stock figures with a single click of a button.

The software package uses a Microsoft SQL Server database to store the data, which is accessed through a Windows application which can be installed on multiple Windows 10 client computers. Users’ access can be managed through a comprehensive security system. A standard set of reports are provided with the software, which can be customised to suit using Crystal Reports.

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Why do losses and gains occur?

Leaks – Loss of product through breaches in containment: accidentally (leak), deliberately (theft), intentionally (evaporation).

Measurement – Accountants demand precision – Volumes to the litre, Weights to the kilogramme.

Tank gauging is not accurate enough to justify precision.

Different measurement methods

Measuring the same physical feature using different methods will yield different measurements.

Level gauge – infer the depth of the product in vessel and estimate volume using the calibration table.

Piston Flow Meter – infer volume of the product by repeated filling and emptying a chamber.

benefits

Co-mingled Stock

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Where stock from multiple customers is stored in the same vessels, accounting for stock losses and gains can be easily managed using Bookstock.

Data Management

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Use of a standard database technology makes management of the data easy. Data security issues can be tackled using widespread expertise and tools.

Customisable Reports

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If you want to change the design of your reports or require modifications to comply with corporate standards, then customised reports can be created using Crystal Reports templates. If you don’t have the expertise in-house, then talk to us about your requirements.

Standard Inventory Calculations

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We have years of experience with inventory calculations employed in the oil and gas sector the world over. You can be sure that your inventory is being calculated to the approved standards using Bookstock. Can you be as sure about your Excel spreadsheet formulas?

Integration

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Automate data collection from loading bays and tank inventory using SmartTAS and VTW.

Electronic Report Delivery

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Reports can easily to mailed to a preconfigured group of contacts from within Bookstock itself, saving the operators the laborious and error-prone chore of manually attaching report files to emails.

software features

Calculations in BookStock are performed to API/ ASTM standards to provide observed (measured), standard and mass figures based on the data
available. Stock reconciliation can then be performed for each set of figures. BookStock provides two methods for correcting data entry errors. If the error is detected before the monthly accounts are posted, then the transaction itself can be altered and the figures recalculated from that point in time.

Should the error be detected after accounts have been published then BookStock provides a facility for entering adjustments to both tank and customer accounts. The general movement entry screen provides a comprehensive interface for entering stock movement details, but there are some special cases that are handled separately:

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Core Functionality

Product Transactions
Orders
Products
Drivers/ Personnel
Vehicles, Companies
Gantry, Configuration
Device/ Instrument Configuration
Kiosk/ Queuing

Computer screenshot showing SmartTAS monthly stocks

Stock reconciliation

BookStock provides two methods for correcting data entry errors. If the error is detected before the monthly accounts are posted, then the transaction itself can be altered and the figures recalculated from that point in time. Should the error be detected after accounts have
been published then BookStock provides a facility for entering adjustments to both tank and customer accounts.

The general movement entry screen provides a comprehensive interface for entering stock movement details, but some special cases are handled separately:

• Hydrant Movements – movements through a Hydrant system where a number of customers
sell the product.
• Tank to tank transfers – movements where stock is moved from one storage vessel to another without affecting any customer’s stock holding.
• Customer transfers – movements where there is no physical movement of stock, just the ownership of the stock is affected.
There is also a facility for copying the details of an existing movement to provide the starting point for the creating of a new one saving time when entering recurring movements.

co-mingled storage

Where the products stored on-site is owned by several companies, but there are no discrete storage facilities for each company’s stock, a situation often referred to as ‘co-mingled storage’ occurs. Loads and receipts are debited and credited to the customers’ accounts, and later reconciled with the physical storage figures. At the month-end the losses and gains can be attributed automatically to the customers in proportion to their throughput.

aviation

BookStock has some specific applications that have been designed for aviation:

• Hydrant movements – tank movement figures inferred from customer movement and closing stock data.
• Average density and temperature figures used where no attributable data exists.
• Sarbanes-Oxley compliant reporting to customers.

reports

BookStock comes with a comprehensive set of reports which can be customised to specific customer requirements. All reports are designed with Crystal Reports although other reporting tools can be supported.

Interfacing

BookStock’s open database architecture and the use of modern communication technologies enable data to be transferred to other systems very easily. A range of technologies is utilised e.g. ASCII, OPC, XML, ODBC etc. Along with MHT’s full suite of software products including VTW, SmartTAS, and LMS, BookStock is fully compatible with Windows 10 and Windows Server 2019.

Architecture

BookStock supports a range of different architectures from simple standalone workstations to large client-server and distributed systems.
• BookStock can be installed on the same machine as the tank gauging system, or on a separate system.
• Standard SQL Server back-end database.
• Microsoft.NET client software installed on each station.
• System is compatible with Windows Terminal Server for centralised deployment.

System Architecture

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Standard SQL Server back end database–Entire configuration and data held in one database – Just one backup required

Microsoft.NET client software installed on each station
The system is compatible with Windows Terminal Server for a centralised deployment
BookStock can be installed on the same machine as the tank gauging system, or on a separate system

• BookStock can be installed on the same machine as the tank gauging system, or on a separate system.
• Standard SQL Server back-end database.
• Microsoft.NET client software installed on each station.
• System is compatible with Windows Terminal Server for centralised deployment.

• Compatible with existing business systems.
• Fieldbus and device-independent.

find out how bookstock can help your site today

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DATASHEETS

BookStock is a bulk liquid stock accounting application suitable for sites handling petroleum products and other bulk liquids

Download Datasheet