Lorry and Fleet Records for Transporters

Every lorry in the fleet has one record that the trip, workshop and paper screens all read. Tonnage, body type and ownership sit on it from the day it joins.

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What a lorry record holds

Identity

Registration number, chassis and engine numbers, make, model and year of the vehicle, with the registration copy attached.

Body and capacity

Open body, container, tipper or trailer, the number of tyres, the loading length and the tonnage the lorry may carry.

Ownership

Owned, on loan from a financier, or attached from a lorry owner you work with. The financier and instalment date are held where one applies.

Papers on file

Permit, fitness, insurance and pollution dates, each with a scanned copy, so the office need not open the lorry file.

History

Trips run, kilometres covered, diesel drawn, workshop jobs and tyres fitted, every one of them reached from this single screen without opening the lorry file in the cupboard.

Who works from the lorry record

Dispatch staff read tonnage and body type when they pick a lorry for a load. The workshop in-charge opens the same record to see what was last repaired and at what odometer reading, before he sends the vehicle in again. Accounts staff look at the instalment and insurance entries. The owner compares one lorry against another.

What it feeds

Trip sheets

A lorry allotted to a load brings its driver, tonnage and last closing reading on to the new trip sheet.

Running and cost reports

Diesel drawn against kilometres run gives the running for that lorry, and the trip cost report reads the same figures.

Renewal list

Paper dates on the record build the list of lorries whose permit, fitness or insurance falls due soon.

What the owner decides

Which body types and tonnage classes your fleet is grouped into
Whether attached lorries are listed beside owned ones
Who may add a lorry or take one off the fleet
How many days before a paper date a warning appears

What the fleet record does not do

It holds no live location of its own. A map position needs a GPS device fitted to the lorry. It does not value the vehicle or work out depreciation, and the loan schedule from your financier is entered as the financier gives it.

FAQ

Frequently asked questions

Can lorries of a sister firm be kept separately?

Yes. Each lorry carries its owning firm, and reports cover a single firm or the whole fleet together.

What happens when a lorry is sold?

It is marked out of the fleet and stops appearing for allotment. Past trips stay readable.

Can we attach the registration and insurance copies?

Yes. Scanned papers sit on the lorry record, and the driver can be sent a copy when it is asked for on the road.

Is a trailer and its puller handled as one lorry?

Both can be held, linked for a trip. How your firm counts the pair is settled when the fleet is entered.

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