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WELLFLINT GUIDES
How to reconcile run tickets with the purchaser statement
Updated October 6, 2026 · By Ben Tremblay, founder of WellFlint
Short answer: each month, list every run ticket by lease, then find each one on the purchaser statement. Flag tickets that are missing from the statement, and tickets whose net barrels differ. Most differences come from temperature, gravity and BS&W corrections. The rest are typos, wrong-lease postings and lost tickets, and those are the ones that cost you money.
What's on a crude oil run ticket
A run ticket records one load of oil leaving one tank. The exact layout varies by purchaser, but most tickets carry:
- Ticket number, date and time
- Lease name, lease number and tank number
- Opening gauge and closing gauge, in feet, inches and quarter inches
- Observed temperature and observed API gravity
- BS&W (basic sediment and water) percentage
- Seal numbers, off and on
- Gross barrels, and often the net barrels after correction
- Purchaser, carrier and driver, with the driver's and the pumper's signatures
The barrels between the opening and closing gauge are the gross barrels. Our tank barrels per inch calculator shows how inches turn into barrels.
What's on the purchaser statement
The purchaser's monthly statement (sometimes called the crude oil purchase statement or check stub detail) lists the loads they bought from each lease. For each ticket it usually shows the net barrels, the gravity, the price, deductions and taxes, and the net value paid.
How to reconcile, step by step
- Build your ticket list. Every run ticket for the month, by lease, with ticket number, date and net barrels (or gross barrels plus temperature, gravity and BS&W).
- Build the statement list. Every load on the purchaser statement, by lease and ticket number.
- Match on ticket number. Then check the lease and date agree.
- Flag tickets missing from the statement. These are loads you may not have been paid for.
- Flag statement lines with no ticket. Either a ticket never reached the office, or a load was posted to your lease by mistake.
- Compare net barrels on matched tickets. Small differences from rounding are normal. Anything bigger deserves a look at the gauges, temperature, gravity and BS&W.
- Total by lease. The statement's lease total should equal your matched tickets. That total feeds the disposition on your Texas Form PR.
- Send questions to the purchaser in writing with the ticket number and a photo of the ticket.
An example
| Run ticket | Ticket net bbl | Statement net bbl | Review |
|---|---|---|---|
| RT-1041 | 186.0 | 186.0 | Matched |
| RT-1042 | 212.4 | 208.0 | 4.4 bbl difference: check BS&W and temperature |
| RT-1043 | 194.8 | 194.8 | Matched |
| RT-1044 | 201.3 | not on statement | Missing: ask the purchaser |
At around $60 a barrel, the 4.4 barrel difference is about $264, and the missing load is over $12,000. Both are easy to miss in a stack of paper.
Why ticket and statement volumes differ
- Temperature correction. Oil is sold at 60°F. Warm oil is corrected down, cold oil up.
- Gravity. The API gravity used for the correction and the price can differ from what was written on the ticket.
- BS&W. A different BS&W reading changes the net barrels directly.
- Gauging errors. A quarter inch on a 400 barrel tank is about 0.4 barrels on every gauge.
- Clerical errors. A transposed number, a ticket keyed to the wrong lease, or a duplicate.
- Lost tickets. The load was hauled, but the paper never made it to the office or the purchaser.
Habits that prevent most problems
- Photograph every run ticket at the tank before the truck leaves.
- Write gauges down at the tank, not later in the truck.
- Check seal numbers off and on match the last ticket.
- Reconcile the same week the statement arrives.
Common questions
What is a run ticket?
A run ticket is the record made when crude oil leaves a lease tank, usually by truck. It shows the tank, opening and closing gauges, observed temperature and gravity, BS&W, seal numbers and signatures. The purchaser uses it to work out the net barrels you get paid for.
Why doesn't my run ticket match the purchaser statement?
Most differences come from correcting gross barrels to net: temperature correction to 60°F, API gravity, and BS&W deduction. Other causes are a mis-keyed number, a ticket posted to the wrong lease, or a ticket missing from the statement entirely.
How often should I reconcile run tickets?
Every month, when the purchaser statement arrives and before you file your Texas Form PR. Catching a missing ticket in the same month is far easier than chasing it a quarter later.
What is BS&W on a run ticket?
BS&W is basic sediment and water, measured as a percentage of the load. It is deducted from the corrected volume, so a higher BS&W reading means fewer net barrels paid.
Does WellFlint reconcile run tickets automatically?
Yes. WellFlint matches each run ticket to the purchaser statement and flags missing tickets and volume differences, so you only review the exceptions. Pumpers capture tank gauges and run ticket photos in the iPhone app.