END OF DAY DRIVER CLOSE OUT PROCEDURE

 

When closing out a driver at the end of the day, there are a series of checks and balances that need to be followed before the batch of work is ready to be posted into the accounting program.

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To start with, Digital Dispatcher recommends that a driver do a start shift report from the truck’s meter register in the morning before beginning his route along with an end of day register shift report. This will account for all gallons that were pumped during the driver’s shift.

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The following items will need to be checked before the batch is ready for posting.

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1. With the truck that you are closing, showing on the dispatch board, compare the end of day register shift report net delivered gallons to the gallons delivered showing on Digital Dispatcher. These two numbers should match or be within a few tenths of each other.

2. If your volumes do not agree, check to see if there are any deliveries that came back from the truck that are showing in the unmatched delivery table. This happens when the driver creates a manual record to make a delivery because there is no record in his ticket or route list on the tablet to use. If there is a delivery for this truck on the unmatched table, assign one from the unassigned board. If there is no ticket on the unassigned board, create one and send it to the unassigned board and then assign it to the truck. Go to the unmatched delivery table and right click your mouse over the unmatched job and select edit. Make any corrections at this point to the account and location fields along with the product code. Once this is done select post and the job will post to the job assigned to the truck.

It is important that all unmatched deliveries are handled by the end of the day to make sure the truck’s ending on board inventory is correct. If not, there will be incorrect start inventory numbers showing on the truck the next morning.

3. The next thing that needs to be addressed would be any jobs still showing on the truck’s assignment screen that were not delivered. The proper way to handle these jobs would be to reassign them to the unassigned screen for their scheduled delivery due date. You may also select a date. Another option would be to reassign them to a truck for a date in the future. Keep in mind that if you delete these jobs, they are still showing as being out for delivery in your accounting software and must be removed from the out for delivery status in there as well.

4. Truck loading is the next item that needs to be checked. You want to be sure that all bill of laden volumes and product codes are correct. If they are not you will need to delete them off the truck’s assignment and do a manual batch with the correct information. You will not be able to edit loadings sent back from the driver.

It is important that these numbers are correct to maintain accurate inventory and the correct inventory numbers transfer to the next day.

5. Now that we have all tickets and inventory accounted for we need to make sure that if the driver collected any cash or checks that he sent that data back with the delivery data. If money collected is missing from a job, you can right click your mouse over the job and select edit from the small menu that opens. Enter the dollar amount in the proper money collected field and select post to save the entry.

6. After all editing is complete you may now print the closing report for the truck. Go to print on the top tool bar and select print truck from the menu. A preview screen of the report will open. Select the printer icon at the top of the preview screen and select the printer you wish the job to go to. You can now sign off on the report and attach it to the batch of tickets. You may also want to print a second copy to keep with any money collected. If the driver is present during this process it would be a good idea to have him sign off on the report as well.

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Once all the check-in procedures have been completed, the batch is now ready for posting. You may now create your posting file to be exported to your accounting software.

Following this suggested check in procedures will help keep better control of delivery tickets and inventory.