Truck Dispatch and Weighbridge Slip Process for Crushers

A well run gate decides whether a crusher plant earns what it should. The routine below works with paper, a spreadsheet or software, but it is much easier to enforce when the truck dispatch and weighbridge slip are created in one system and cannot be quietly skipped. Here is the sequence that closes most loopholes.

Step 1: Register the vehicle before it enters

Each tipper or tractor gets a record once: number plate, owner, driver name and phone and, for trucks you know, the tare weight last measured. Regular vehicles then take seconds to log. A new vehicle is added by the gate clerk and flagged for the manager to confirm.

Step 2: Take the empty weight

The truck is weighed empty at the weighbridge and the tare is recorded against the slip. Tare changes with fuel, tools and a driver who brought lunch for six, so avoid reusing an old tare unless your policy allows it and the vehicle is a known one.

Step 3: Create the loading slip

Before loading begins, a slip is raised with material, grade, buyer and site and, for credit customers, a check of the current balance. This is the control point. A loader operator should load only against a slip number. If the customer is over a credit limit you set, the system can show a warning to the manager rather than leaving the clerk to decide alone.

Step 4: Take the loaded weight

The loaded truck returns to the weighbridge. Gross weight is recorded, net is calculated and the slip is completed. Where the load is sold by the tipper count or cubic foot instead of weight, the count is entered and the weight can still be kept for your own checking.

Step 5: Bill and release

The slip becomes an invoice or a delivery challan. Cash sales are paid at the desk. Credit sales post to the customer ledger. Only then does the gate open. In practice, many yards bill later in the day; if you do that, keep the slip number as the reference so nothing is billed twice or never billed.

Common loopholes and how to close them

• Load without a slip: reconcile loader hours or fuel against slip counts each week.
• Edited weights: allow corrections only by a manager and keep the old value in an activity log.
• Same slip used twice: number slips in order and show gaps in the daily report.
• Cash not matching dispatch: compare cash sale slips with money received at close.
• Overloaded trucks: show net weight against the vehicle's expected capacity so the manager can stop a risky load.

The end of day reconciliation

At close, total the slips by material, compare with the stock movement, then compare cash and credit billed with money received. Three checks take ten minutes: dispatch against stock, billing against slips and cash against sales. If one fails, the slip numbers tell you where to look.

Check	Compare	If it does not match
Dispatch and stock	Net weight out against stock reduction	Look for loads without a slip or a wrong grade
Billing	Slips raised against invoices created	Find the unbilled slip number
Cash	Cash sales against money counted	Check part payments and refunds

Where software helps and where it does not

Software makes the steps hard to skip and gives you the totals without a calculator. It cannot replace a gate clerk who is honest and supervised. The best setup is a short routine, a clerk who understands why each step exists and an owner who reads the daily report.

Special cases your gate will meet

Real yards have exceptions, and a process that ignores them is broken within a week. Decide in advance how each is recorded.

• Tractor trolleys without a plate in the system: create a quick record with the driver phone and the owner name, and ask the manager to review it at close.
• Part loads returned or reloaded: reverse the slip with a reason, never overwrite it, and raise a fresh one.
• Self-loading buyers who bring their own labour: record the material and quantity the same way. The slip is about the material leaving, not who lifted it.
• Night or early morning loads: require the same slip. Many leaks happen when the manager is away, so give the owner an alert or a morning report listing any after-hours slips.
• Free or sample loads: record them at nil value with a reason so stock still reconciles.

Sharing the slip with the buyer

A buyer on a distant site often wants proof of what was sent. A slip photographed and sent on WhatsApp, or a printed copy that travels with the driver, protects both sides. Only message customers who expect to hear from you, and keep the content to the load details and balance, so the message is useful rather than a nuisance.

Train the people at the gate

The routine lasts only as long as the clerk and the weighbridge operator understand why it exists. Explain it as protection for them as well: when every load has a slip, nobody can blame them for a missing truck. Practise with five dummy loads before the first live day.

Your next step

Walk your own gate tomorrow and note every point where a truck can pass without a record. Then see the WebsNP brick kiln and crusher software and message us on WhatsApp for a demo. If you move material with your own vehicles, fleet management software covers fuel and trip costs in more depth.

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