Cargo Quantity Ship vs Shore Reconciliation Worksheet

Use it after a liquefied gas transfer when ship and shore figures do not match exactly, or when your terminal requires a formal reconciliation record. It is also useful for routine custody-transfer documentation, even when variance is within tolerance. If you only need a simple delivery receipt, this template is more detailed than necessary.

The ship-side figures are typically completed by the vessel operator or cargo officer, while the shore-side figures are completed by terminal operations or metering personnel. A reviewer should then compare the two sets of figures and confirm the variance explanation. The approval section gives you a clear audit trail of who reviewed the reconciliation.

It is usually completed for each cargo transfer, voyage, or terminal receipt where quantity reconciliation is required. Some operators also use it during exception handling when a meter issue, temperature shift, or density discrepancy needs investigation. If your process is recurring, this template can be cloned and reused as a standard transfer record.

The template captures observed quantity, unit, density, temperature, correction factors, meter start and end readings, and average flow rate. Those fields support a side-by-side comparison of ship and shore figures using the same measurement basis. That makes it easier to explain whether the variance comes from measurement method, conversion basis, or transfer conditions.

A common mistake is comparing ship and shore figures without confirming the same measurement standard, temperature reference, or density reference method. Another is leaving the variance explanation too vague, which makes later review difficult. It also helps to attach supporting documents at the time of review rather than after the transfer record is closed.

Yes. You can add terminal-specific fields, product-specific density references, or extra approval steps if your operating procedure requires them. Keep the form focused on the data you actually use, and avoid adding fields that do not affect reconciliation decisions.

An ad hoc spreadsheet can track numbers, but it often misses the structured comparison, variance categorization, and approval trail needed for repeatable review. This template gives you a consistent field layout, clearer validation, and a single place for supporting documents and attestation. That reduces back-and-forth when ship and shore figures need to be explained.

Attach the meter ticket, ship ullage or sounding records, shore meter logs, density reports, temperature logs, and any transfer notes that explain exceptions. Only include documents that are relevant to the reconciliation so the record stays focused and easier to review. If your process handles sensitive operational data, limit access to authorized personnel.