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Cylinder Status and Refrigerant Tracking

Published on 11/9/2025
by RefriTrak Team
cylindersrefrigerantstatustracking

Learn how RefriTrak tracks refrigerant in cylinders and manages cylinder status automatically.

How Refrigerant is Tracked

RefriTrak automatically tracks refrigerant in cylinders based on transfer records. Understanding how this works helps you manage your inventory effectively.

Automatic Calculation

Refrigerant quantity is calculated from transfer history:

  • System adds all refrigerant added to the cylinder
  • Subtracts all refrigerant removed from the cylinder
  • Current quantity updates automatically

Refrigerant Type

The cylinder's current refrigerant type is determined by:

  • Most recent transfer involving the cylinder
  • Shown on the cylinder detail page
  • Used for inventory and compliance tracking

Last Transfer Date

Shows when refrigerant was last:

  • Added to the cylinder
  • Removed from the cylinder
  • Moved between cylinders

Understanding Cylinder Status

Status Types

EMPTY:

  • No refrigerant in cylinder
  • Ready to receive refrigerant
  • Can be filled with any refrigerant type

PARTIAL:

  • Contains some refrigerant
  • Not full capacity
  • Check before adding more

FULL:

  • At or near capacity
  • Ready for use
  • Don't overfill

IN_USE:

  • Currently assigned to a job
  • Actively being used
  • Reserved for specific work

FOR_SALE:

  • Available for sale to customers
  • Part of sales inventory
  • May include cost information

NEEDS_SERVICE:

  • Requires maintenance
  • May need DOT inspection
  • Should not be used until serviced

When to Update Status

Status will be updated automatically in some cases, like when a cylinder reaches 0 quantity it will be updated to "EMPTY"

Status changes during normal operations:

  • To EMPTY: After recovering all refrigerant
  • To PARTIAL: After partial recovery or use
  • To FULL: After filling cylinder
  • To FOR_SALE: When preparing for customer purchase

Viewing Refrigerant Information

On Cylinder Detail Page

Each cylinder shows:

  • Current Refrigerant Type: What's in the cylinder now
  • Current Quantity: Pounds of refrigerant
  • Capacity: Maximum the cylinder can hold
  • Percentage Full: Current quantity vs capacity
  • Last Transfer: Most recent refrigerant activity

In Cylinder List

  • Status
  • Name
  • Type
  • Refrigerant type
  • Current quantity
  • Location
  • Project

Refrigerant Purity

Tracking Purity Levels

When recording transfers, you can note:

  • Untested - Purity unknown
  • 95% - Partially pure
  • 99% - Highly pure
  • Virgin - Factory fresh

Why Purity Matters

Different purity levels for:

  • Reclaimed refrigerant
  • Recovered refrigerant
  • Virgin refrigerant
  • Blended refrigerant

Common Scenarios

New Cylinder from Supplier

When receiving a new cylinder:

  1. Create cylinder record
  2. Record initial transfer (virgin refrigerant)
  3. Status automatically updates to FULL
  4. Refrigerant type set by transfer

After Recovering Refrigerant

When recovering into a cylinder:

  1. Record recovery transfer to cylinder
  2. Quantity automatically increases
  3. Status may change from EMPTY to PARTIAL or FULL
  4. Refrigerant type updated

Using Refrigerant from Cylinder

When charging equipment:

  1. Record transfer from cylinder to circuit
  2. Quantity automatically decreases
  3. Status may change from FULL to PARTIAL or EMPTY
  4. Refrigerant type unchanged

Mixed Refrigerant

If different types are added to same cylinder:

  • System shows most recent refrigerant type
  • Add notes warning about mixed refrigerant
  • Consider labeling cylinder physically
  • May require special handling

Best Practices

Regular Status Updates

Check and update status:

  • After every transfer
  • When cylinders are moved
  • During inventory checks
  • Before assigning to jobs

Verify Quantity

Compare physical cylinder weight to recorded quantity:

  • Weigh cylinder periodically
  • Subtract tare weight
  • Compare to system quantity
  • Update if discrepancy found

Clear Labeling

Physical cylinders should be labeled with:

  • Current refrigerant type
  • Approximate quantity
  • Status (empty, partial, full)
  • Any special handling notes

Track Transfers

Record all refrigerant movement:

  • From supplier to cylinder
  • From cylinder to equipment
  • From equipment to cylinder
  • Between cylinders

Common Questions

Q: Why doesn't my cylinder show a refrigerant type?
A: Check if any refrigerant transfers have been recorded and that it's not zero.

Q: The quantity seems wrong. How do I fix it?
A: Review transfer history; if it requires correction you can make a correction transfer.

Q: Can I manually set the refrigerant quantity?
A: Quantity is calculated from transfers to ensure accuracy. Record transfers to update quantity.

Q: What if I put the wrong refrigerant type in a transfer?
A: The system will validate your refrigerant type to ensure no mistakes are made.

Q: How do I mark a cylinder as empty?
A: Change the status to EMPTY. The quantity should already be at or near zero from transfer records.

Q: Can one cylinder contain multiple refrigerant types?
A: Physically yes, but this should be avoided. The system tracks the most recent refrigerant type. Use notes to indicate mixed contents.

Next Steps

Now that you understand cylinder tracking:

  1. Record Transfers: Keep transfer records current
  2. Update Status: Change status as cylinders are used
  3. Monitor Inventory: Review cylinder quantities regularly

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