Algeciras Bunker Quantities: Reconcile Staged Receipts

Key takeaways

• Count physical delivery events separately from document versions.
• Identify which receipt a correction actually supersedes.
• Distinguish the completed supply from any remaining order balance.
• Apply the accepted pricing basis without inventing a measurement conclusion.

Keep the service and receipt references connected

APBA's 2018 official notice addresses non-fixed fuel supply by tanker truck or barge. Spanish official notice

The dated service context does not determine a particular purchase's quantity evidence. For the actual call, connect each accepted receipt to its delivery and order reference, with current applicable requirements reviewed where necessary.

For a current transaction, the staged-supply reconciliation is not provided; obtain current verified information. Identify accepted receipts, superseded documents and the disposition of any remaining balance. Do not publish sensitive supporting records unnecessarily.

Start with delivery events rather than file count

A purchase may produce an initial record, an amended record and an invoice attachment for the same supply. Adding every quantity-bearing document can count one event more than once.

Build the reconciliation around the actual deliveries. For each, identify the currently accepted quantity record and any unresolved difference. Retain older documents as history, with their status clear.

If the relationship between documents is uncertain, ask for clarification before summing them. Similar vessel and date references are not enough to decide that records are duplicates, and different file names do not prove separate supplies.

Understand what the correction changes

An amended record may correct an identifier without changing quantity. Another may revise the quantity or product allocation. The effect should be stated explicitly rather than inferred from whichever attachment arrived last.

Where quantity remains disputed, the reconciliation should show that status. Procurement should not present a supplier's replacement document as an accepted physical finding merely because the invoice uses it.

The relevant parties and reviewers establish the supported treatment. This article concerns commercial reconciliation, not how measurements are taken or whether a disputed amount is technically correct.

Illustrative staged-delivery reconciliation

ILLUSTRATIVE — fictional accepted records and prices, not an actual Algeciras supply.

A 500-tonne order receives an accepted first delivery of 280 tonnes. The second delivery initially has a 220-tonne record, subsequently replaced by an expressly accepted correction to 218 tonnes.

The accepted combined supply is 280 + 218 = 498 tonnes. Adding all three document quantities would incorrectly produce 718 tonnes, overstating supply by the superseded 220 tonnes.

The difference from the original order is 500 − 498 = 2 tonnes. At an agreed illustrative $610 per accepted tonne, the fuel amount is 498 × $610 = $303,780, before any separately agreed charges or adjustments.

The remaining order difference requires a commercial disposition. It is not automatically an instruction for another delivery, a recoverable shortage or a cancellation. Those outcomes depend on the actual agreement and accepted facts.

A staged-receipt reconciliation table

Do not let the invoice erase an open balance

An invoice matching the accepted deliveries can be arithmetically correct while the order remains commercially incomplete. The desk still needs to know whether the buyer expects further supply or has accepted the final quantity.

Conversely, a closed purchase order does not establish that every invoice quantity is correct. Closing status and payment approval should reflect the supported reconciliation, not substitute for it.

Where rights, tolerance wording or remedies are uncertain, check the current agreed text and obtain appropriate advice. Keep the factual difference distinct from the conclusion about who bears it.

Make fleet reporting count the accepted event

The final purchase dataset should carry the accepted quantity once, together with the delivery date and relevant product. A later correction should adjust that event rather than create a fictitious new purchase unless an actual separate supply occurred.

This matters beyond accounts. Duplicate quantities can distort the buyer's purchase mix and average price, causing later procurement comparisons to rely on a false history.

Common mistakes

Avoid summing document versions, treating every replacement as an accepted finding and assuming the remaining order balance has a predetermined remedy. Another error is closing the file solely because the invoice totals correctly. Reconcile the delivery events, their accepted evidence and the final commercial disposition together.

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