📋 Overview

The Memo Entry Voucher Setup allows administrators to configure how the Memo Entry screen behaves during truck loading and dispatch operations.

A Memo is created after L.R. (Lorry Receipt) entries are booked. It is used to load multiple LRs into a vehicle for dispatch to another branch, destination city, or delivery point. The Voucher Setup controls numbering, validations, mandatory fields, default values, accounting behavior, and operational workflows.

Proper configuration helps ensure accurate loading, prevents duplicate records, and standardizes the dispatch process across all branches.

1️⃣ Default Values & Entry Options

This section controls the default behavior of the Memo Entry screen.

📚 Book Code Required

Makes the Book Code mandatory before creating a Memo.

Useful when separate memo books are maintained.

🏢 To Branch Is Not Required

Hides or makes the To Branch field optional.

Useful for transport companies operating from a single branch.

📖 Default Book Code

Automatically selects the default Book Code while creating a new Memo.

This reduces repetitive data entry.

✏️ Memo Number Editable

Allows users to manually edit the Memo Number.

Disable this option if Memo Numbers should always be system controlled.

🖥️ Default Open In Add Mode

Automatically opens the Memo Entry screen in Add Mode whenever it is opened.

Useful for companies creating a large number of memos daily.

💾 Auto Increment Number On Save

Automatically generates the next Memo Number after the current Memo is successfully saved.

This prevents gaps in numbering due to cancelled entries.

2️⃣ Branch & Numbering Configuration

🏭 Show Inward Godown LR

Displays inward Godown LRs while preparing the Memo.

Useful for warehouse-based transport operations.

🌐 Unique Memo Number In All Branches

Ensures that every Memo Number remains unique across all branches.

Recommended for multi-branch organizations.

3️⃣ Advance & Payment Configuration

These options control advance payments made during dispatch.

💵 Second Advance Required

Displays an additional advance payment field.

Useful when multiple advance payments are provided.

💰 Third Advance Required

Enables a third advance payment field for complex payment structures.

💳 Advanced Payment Required

Makes advance payment information mandatory before saving the Memo.

🏦 Advanced Hire Account Required

Requires users to select the Hire Account while entering advance payments.

Useful for hired vehicle management.

4️⃣ Agent Configuration

👤 Second Agent Required

Displays an additional Agent selection field.

Useful when multiple agents participate in one transport booking.

👥 Third Agent Required

Displays a third Agent field.

Recommended only when required by business operations.

5️⃣ Accounting Configuration

📒 Freight Account Effect Required

Automatically posts freight-related accounting entries during Memo creation.

This reduces manual accounting work and ensures financial records remain synchronized.

6️⃣ LR Selection & Loading Configuration

📦 Item Wise Memo Required

Allows item-wise loading within the Memo instead of loading the complete LR.

Useful when only selected items from an LR are being dispatched.

⚠️ Duplicate Memo Number Allowed

Allows users to create duplicate Memo Numbers.

This option is generally not recommended, as it may create confusion in dispatch tracking.

🏙️ Show LR From Selected City Only

Displays only those LRs that belong to the selected city.

This simplifies LR selection and reduces loading mistakes.

🏢 Booking Center Or Crossing Required

Displays Booking Center or Crossing selection during Memo preparation.

Useful for transport companies operating multiple booking centers or crossing hubs.

📋 Show LR Type In Memo

Displays the LR Type while selecting LRs.

Useful when different LR categories are maintained.

7️⃣ Operational Benefits

Proper Memo Voucher Setup provides several advantages:

• 🔢 Automatic Memo Number generation.
• 📋 Standardized dispatch process.
• 🌐 Better branch-wise control.
• ⚡ Faster LR selection.
• ✏️ Reduced manual entry.
• 📒 Improved accounting integration.
• 💳 Better advance payment tracking.
• 🚛 Accurate vehicle loading management.

✅ Best Practice Recommendations

For most transport companies, the following settings are recommended:

• 🔢 Enable Auto Increment Memo Number.
• 🌐 Keep Memo Numbers unique across all branches.
• 📒 Enable Freight Account Effect for automatic accounting.
• 🏙️ Show LRs only from the selected city to simplify loading.
• 📦 Enable Item Wise Memo only if partial LR loading is required.
• 💵 Configure additional Advance and Agent fields only when your business process requires them.
• 🚫 Avoid allowing duplicate Memo Numbers.

⚠️ Important Note

The Memo Entry Voucher Setup directly controls the behavior of the Memo Entry screen. Many fields, validations, default values, numbering methods, accounting effects, and operational workflows depend on these settings. It is recommended to configure them carefully during ERP implementation so that the Memo creation process matches your organization's dispatch workflow and operational requirements.