Why cylinders go missing
- Customers hold empties for months and use them to buy from someone else.
- Deliveries are written on paper slips that get lost.
- Nobody checks how many cylinders each customer should have.
- Empties sent for refilling are not matched with filled cylinders received.
Track four numbers
At any moment, you should know:
- Filled cylinders in your godown.
- Empty cylinders in your godown.
- Cylinders with each customer.
- Cylinders at the refilling plant or with your supplier.
Tip: If these four numbers add up to your total cylinders, your records are right. If not, start checking customer by customer.
Take a security deposit
Take a refundable security deposit for each cylinder a customer holds, and record it against the customer. Medical oxygen, industrial gases and LPG cylinders are costly, so a proper deposit protects you if a cylinder is not returned.
Record every delivery and return
On every visit, note the filled cylinders delivered and the empties collected. This gives you a running count of cylinders with each customer, and a clear record if there is ever a dispute.
Match refilling plant returns
When you send empties to your refilling plant or supplier, record how many went and how many filled cylinders came back, along with the purchase bill and what you owe them.
Collect dues on time
Hospitals, workshops and factories often buy on credit. Keep each customer’s bills and payments in one place, and check balances every week, so dues do not quietly grow.
Safety and compliance
Gas cylinders in India are regulated by PESO under the Gas Cylinder Rules. Make sure cylinders are tested on time and handled as required, and keep your licences up to date. Good records make inspections easier too.
Track every cylinder with VyapaarMatrix
- Filled, empty and with-customer cylinder counts at a glance.
- A deposit per product, for example a different deposit for oxygen and LPG cylinders.
- Every cylinder given and taken back, recorded for each customer.
- Purchases, empty returns to your refilling plant and supplier dues.
- GST bills, customer dues, ledgers and daily expenses.
Questions people ask
Yes. Add each gas or cylinder size as a separate product, each with its own rate and deposit.
Record filled cylinders delivered and empties collected on every visit. Customers whose count keeps growing are holding extra cylinders.
No. It works for small suppliers with a few dozen cylinders as well as larger distributors.