Cylinder Management Best Practices

Why Cylinder Tracking Matters

Tracking your cylinders helps you:

• Know exactly how much refrigerant you have on hand
• Find cylinders quickly when needed
• Prevent loss and theft
• Track DOT inspection dates
• Manage cylinder movements between vehicles and locations
• Maintain accurate inventory for purchasing decisions

Setting Up Your Cylinder Inventory

Initial Setup

When adding cylinders to RefriTrak:

1. Record the cylinder serial number
2. Note the refrigerant type (R-410A, R-134a, etc.)
3. Enter the tare weight (empty weight)
4. Set the current location
5. Record the DOT inspection date
6. Take a photo if possible

Cylinder Status Types

RefriTrak supports these cylinder statuses:

• EMPTY - No refrigerant remaining
• PARTIAL - Some refrigerant present
• FULL - Full or nearly full
• LEFT_ON_SITE - At a customer location
• ON_VEHICLE - Loaded on a service truck
• CONTAMINATED - Contains contaminated refrigerant
• ISSUE - Problem or damage noted

Daily Cylinder Management

Morning Routine

1. Check which cylinders are on each vehicle
2. Verify you have the right refrigerant types for today's jobs
3. Update cylinder locations as they're loaded

After Each Job

1. Record any refrigerant transfers
2. Update cylinder status if empty or contaminated
3. Note location if left on-site

End of Day

1. Update cylinder locations for any returns
2. Check for cylinders that need refilling
3. Flag any cylinders with issues

Tracking Cylinder Movements

Use the Movements feature to track when cylinders:

• Are loaded onto vehicles
• Are taken to job sites
• Are left at customer locations
• Return to the warehouse
• Go for reclamation or refilling

This creates an audit trail and helps locate missing cylinders.

DOT Inspection Management

Cylinders must be hydrostatically tested every 5 years (or 10 years for some cylinders).

RefriTrak helps you:

• Track DOT dates for each cylinder
• Get alerts before inspections are due
• Document when inspections are completed
• Flag cylinders that are overdue

Best Practices

Organization

• Color Code - Use colored tags for different refrigerant types
• Dedicated Storage - Keep full, empty, and contaminated cylinders separate
• Label Clearly - Mark cylinders with company name and phone number

Safety

• Secure Transport - Always secure cylinders during transport
• Check Valves - Inspect valves regularly for leaks
• Proper Storage - Store cylinders in ventilated areas away from heat
• Training - Ensure all technicians know safe handling procedures

Efficiency

• Strategic Placement - Keep frequently used refrigerants easily accessible
• Regular Counts - Do physical inventory checks monthly
• Bulk Orders - Order in bulk when prices are low
• Return Empties - Return empty cylinders promptly for refilling or deposits

Common Cylinder Issues

Lost Cylinders

If a cylinder goes missing:

1. Check the movement history in RefriTrak
2. Contact the last person/vehicle it was assigned to
3. Check recent job locations
4. File a police report if stolen
5. Update status to DECOMMISSIONED if not recovered

Contaminated Refrigerant

If you suspect contamination:

1. Mark cylinder status as CONTAMINATED immediately
2. Do NOT mix with other refrigerant
3. Arrange for proper disposal or reclamation
4. Document the contamination source if known

Overdue Inspections

For cylinders with overdue DOT inspections:

1. Remove from service immediately
2. Tag as "DO NOT USE"
3. Schedule hydrostatic testing
4. Update DOT date in RefriTrak when complete

Using RefriTrak for Cylinder Management

Quick Actions

• Bulk Import - Import multiple cylinders via CSV
• Map View - See cylinder locations on a map
• Quick Search - Find cylinders by serial number or type
• Status Updates - Batch update multiple cylinder statuses

Reports

Generate reports for:

• Current inventory by refrigerant type
• Cylinders by location or vehicle
• DOT inspections due this month
• Movement history for a date range

Tips for Small Businesses

If you have a small cylinder fleet:

• Start simple - track locations and status only
• Use photos to identify cylinders quickly
• Set calendar reminders for DOT dates
• Keep a backup inventory list

Tips for Large Fleets

If you manage 50+ cylinders:

• Assign cylinder management responsibilities
• Do weekly inventory audits
• Use barcode scanners for faster updates
• Implement a checkout/return system
• Track cost basis for accounting

Conclusion

Good cylinder management saves time, money, and headaches. Use RefriTrak's tools to stay organized and always know where your refrigerant is.