Vehicle requirement is given orally by the dispatch dept & the vehicles are provided.

The only
report generated thru SAP is the daily transport dispatch report (YSDTR). Against which all
required information is received such as:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Invoice number / date

Material
Mat description
Billing qty
Unit of measurement
Customer name
City
Material group
Transporter
Type of Vehicle
Vehicle number
LR no / date

All the above information is fed into an existing legacy system thru which all costing reports
are derived.

This processed information is then e-mailed to the concerned branch for seeking the date
receipt of material at their end.

Delivery due list should be available from the system. Based on this destination wise /
model wise vehicle planning can be done. The number of vehicles required will be
arrived manually.

For ascertaining the transport cost per piece & to facilitate GIT a separate Shipment
document should be created which should contain the following items:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.

Automated unique number

Consignor details
Consignee details
Vehicle number
Est. date of delivery at destination
Transporter (POP UP require)
Material description
Material qty
Excise Invoice number / date
Store location
LR no / date
Freight
Date / time of arrival of vehicle
Date / time of unloading of vehicle
Vehicle seal condition
Reason for delay in unloading (drop down list)

(i)

The daily vehicle requirement is given to the transport dept. by the

concerned dispatch dept. orally, destination wise.

(ii)

After getting the vehicle requirement from the concerned dept. the transport
dept. arranges for the vehicle from the market rates based on daily rates.

(iii)

The ordinary LP vehicles are booked on daily rate basis where as the
container vehicles are hired as per the contract entered into

(iv)

Once the vehicles are confirmed, vehicle confirmation is given to the

concerned dispatch dept. either via e-mail or orally.

(v)

All vehicles, which are hired as per requirement, report at the storage
location with a Vehicle Loading Slip issued by the transporter, which
contain the following information:
i. Transporter name
ii. Vehicle number
iii. Type of Vehicle
iv. Destination
v. In time

(vi)

Based on these Vehicle Loading Slips the vehicle are loaded & the excise
invoices are prepared by the dispatch dept.
On the proceeding day transporters submit the Lorry Receipts to the
concerned dispatch dept.
There after upon receipt of the acknowledgements the transporters directly
submit the freight bills to the account dept. for payment processing
Transport dept. provides a fortnightly statement of vehicle hire rate chart to
all the dispatch / accounts dept for rate verification upon which the bills are
processed after statutory deductions / damages cost & late deliveries.

(vii)
(viii)
(ix)

(i)

Provision for creating a separate Shipping doc. should be created into the system.
This doc. will be updated automatically while creating the excise invoice & GRN,

(ii)

Provision for entering the freight & other transport related details such as LR no,
Transporter name, type of vehicle & vehicle no should be made which is not available
as of now

(iii)

This Shipping doc. should be available while booking the transporters bills with the
accounts dept.