Lorry Driver Records and Trip Advances

Each driver has a record of licence, trips and money taken on the road. The advance given at loading is settled against the expenses brought back.

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What the driver record holds

Personal details

Name, phone number, address, village or town, and the person to call if something happens on the road.

Licence and badge

Licence number, the classes it covers and its expiry date, with a scanned copy on the record.

Trips run

Every trip sheet the driver has closed, the routes covered, kilometres run and the lorries driven.

Money position

Advances taken, expenses accounted for and the sum still to be adjusted, trip by trip. Old balances stay visible.

Advance on a trip

Before the lorry leaves, the office hands over cash or loads a fuel card for diesel, toll, food and small repairs on the road. The sum goes on the trip sheet against that driver, not into a general expense head where it is lost among office payments. A second advance wired on the road is added to the same trip. The office sees what each driver is holding right now.

Settlement on return

Slips entered

Fuel bills, toll receipts, hamali vouchers and any repair bill are entered against the trip with the amount on each.

Difference worked out

Accounted expenses are set against the advance, and the balance is either returned by the driver or paid out to him.

Carried forward

An unsettled balance stays against the driver and shows up on his next trip. Nothing is forgotten between loads.

What your office decides

The advance a dispatch clerk may give without asking the owner
Which expense heads a driver may account for
Whether batta is a fixed sum per trip or per day
How long an unsettled balance may run before it is escalated

What this module does not do

It is not a payroll run. Salary, deductions and anything owed under your firm’s terms of employment are left to your accountant or advisor. It does not judge a driver, and it raises no claim against one. Licence renewal is the driver’s own affair, and the record only shows the date you entered.

FAQ

Frequently asked questions

Can a driver see what he has taken and accounted for?

Yes, where you allow it. The phone view shows the trip, the advance and the slips already entered against it.

How is a fuel card handled alongside cash?

Both are recorded as advances on the trip, and card fills are entered from the statement your bank or fuel supplier gives.

What about a driver who works on two lorries?

The record follows the driver, not the lorry. Each trip names the vehicle he drove, so a driver who moves between a tipper and a container lorry still has one history.

Can a second driver be put on the same trip?

Yes. A long run with a relief driver lists both, and advances are held against the one who took the money.

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