Trip Sheets for Lorry Loads

A trip sheet opens when a lorry is loaded and closes when it returns to the office. It carries the route, the driver, the load and the money given out.

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What the trip sheet carries

Lorry and driver

The vehicle number and the driver named for this trip, owned or attached, with the cleaner where one travels along.

Route and halts

Loading point, drop points in the order the driver will reach them, and the godown where a part load is transferred.

Consignments on board

Every lorry receipt loaded on this trip, with packages, weight and the station at which each one comes off.

Loading charges

Hamali paid at loading and the unloading charge expected at the other end, entered against the trip. It belongs to that load.

Advance to the driver

Cash or a fuel card handed over for diesel, toll and food on the road. The balance is worked out at closing.

Loading at the branch

Dispatch staff pick the consignments waiting at the godown and allot a lorry with the tonnage the load needs. If the owned fleet is out, an attached lorry is hired for that trip and the trip sheet notes the broker. The driver is handed the consignment copies and the advance. The sheet shows the lorry as running from that moment.

Closing the trip

Diesel and toll slips

The driver brings back fuel slips and toll receipts. Each is entered against this trip with litres, pump and station. Nothing goes to a general head.

Odometer readings

Opening and closing readings give the kilometres run, which the running report reads later for that lorry and route.

Advance settlement

Expenses recorded against the trip are set off against the advance, and the difference is recovered from or paid to the driver.

Delivery position

Consignments signed at the far end are marked delivered. Anything left undelivered stays open with a reason written in.

What your traffic staff decide

Whether one trip sheet may cover a return load as well
How much advance a driver may be given without the owner’s nod
Which halts and godowns appear on each regular route
Who may close a trip sheet and settle the advance

What a trip sheet does not do

It does not plan a route or pick the drop order for the driver. Dispatch staff do that from what they know of the road. It holds no live position unless a GPS device is connected, and it does not calculate detention charges your party has not agreed to.

FAQ

Frequently asked questions

Can a trip sheet carry loads for several parties?

Yes. A part-load trip can list consignments from many consignors, each with its own drop point and freight term.

How is an attached lorry shown on the sheet?

The hire, the broker and the advance at loading sit on the trip sheet, so the hire cost is read beside the freight earned.

Does the driver need the office computer?

No. Diesel, toll and delivery entries can be made from a phone on the road, and the office sees them as they arrive.

Can a trip be reopened after closing?

Yes, where your rules allow it. A late fuel slip can be added, and the reopening stays on the record of that trip.

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