📦 Memo Entry
📋 Overview
The Memo Entry screen is used to load multiple L.R. (Lorry Receipt) bookings into a single vehicle before dispatch. It acts as the bridge between L.R. Booking and the actual transportation process.
A Memo represents one vehicle carrying one or more consignments to a destination city, another branch, or a crossing point. Once a Memo is created, all selected LRs become part of that dispatch and can be tracked throughout the transportation process.
The Memo Entry module is primarily used by Part Truck Load (PTL) transport companies that consolidate multiple customer shipments into a single truck.
⚙️ Before You Start
Before creating Memos, it is recommended to configure the Memo Entry Voucher Setup according to your business process.
The Voucher Setup controls:
- 🔢 Memo Number Generation
- 📖 Default Book Code
- 🏢 Branch Selection
- 💵 Advance Payment Options
- ✅ Mandatory Fields
- 👤 Agent Configuration
- 💰 Freight Accounting
- 📋 LR Selection Rules
- 📦 Item-wise Loading
- 📒 Accounting Integration
These settings directly affect the behavior of the Memo Entry screen and help standardize the loading process.
🎯 Purpose of Memo Entry
The Memo Entry screen is used to prepare the final vehicle loading before dispatch.
It allows users to:
- 📦 Load multiple LRs into one vehicle.
- 🚛 Assign Driver and Vehicle.
- 📍 Select Destination Branch or City.
- 💰 Record Hire Charges.
- 💵 Record Advance Payments.
- 👤 Manage Vehicle Owners and Agents.
- 🧮 Calculate Total Freight.
- ⚖️ Track Total Weight and Articles.
- 📋 Generate Dispatch Records.
- 📒 Update Accounting Entries.
🗂️ Main Sections of Memo Entry
The Memo Entry screen is divided into multiple operational sections.
1️⃣ Memo Information
The top section contains the basic dispatch information.
Typical fields include:
- 📅 Memo Date
- 📄 Memo Number
- 🏢 To Branch
- 📍 To City
- 🚛 Vehicle Number
- 👨 Driver
- 👤 Vehicle Owner
Depending on your Memo Voucher Setup, some of these values may be automatically generated or made mandatory.
For example:
- 🔢 Auto Generated Memo Number
- 📖 Default Book Code
- 🖥️ Default Add Mode
2️⃣ Vehicle & Hire Details
This section records transportation details for the dispatched vehicle.
Typical information includes:
- 🚛 Vehicle Number
- 👨 Driver
- 👤 Vehicle Owner
- 🤝 Agent
- 💰 Hire Charges
If hired vehicles are used, these details help maintain transporter accounts and trip expenses.
3️⃣ Advance Payment Details
If advance payment is made before dispatch, it can be recorded directly from the Memo Entry screen.
Depending on the Voucher Setup, users can manage:
- 💵 First Advance
- 💵 Second Advance
- 💵 Third Advance
- 🏦 Cash / Bank Account
- 📒 Advance Account
- ⛽ Diesel Account
- 📊 TDS Rate
- 💰 TDS Amount
This helps maintain accurate financial records for hired vehicles and drivers.
4️⃣ Add L.R. Section
The Add L.R. section is used to include booked LRs into the current Memo.
Users can:
- ➕ Add individual LR Numbers.
- ⚡ Automatically load multiple LRs.
- 🗑️ Remove unwanted LRs before dispatch.
Once an LR is added to the Memo, it becomes part of the vehicle loading.
If Item Wise Memo is enabled in Voucher Setup, selected items from an LR can also be loaded separately.
5️⃣ LR Loading Grid
The center grid displays all LRs included in the current Memo.
Typical information includes:
- 🔢 LR Number
- 📅 Booking Date
- 🎁 Packaging
- 📦 Articles
- 📝 Description
- 💰 Freight Type
- 🏙️ From City
- 📍 Destination City
- 🚛 Vehicle Number
- 👤 Consignor
- 🧾 GST Number
- 👥 Consignee
This provides complete visibility of every booking loaded into the vehicle.
6️⃣ City Summary
The lower left section automatically groups loaded consignments city-wise.
Typical information includes:
- 📍 Destination City
- ⚖️ Total Weight
- 📦 Total Articles
- 💰 Freight Amount
This helps verify destination-wise loading before dispatch.
7️⃣ Freight Summary
The Memo Entry screen automatically calculates freight according to payment responsibility.
Amounts are categorized into:
- 💰 To Pay
- 💵 Paid
- 📄 T.B.B. (To Be Billed)
- 👤 Consignor
- 👥 Consignee
Separate summaries are available for:
- 💰 Amount
- 📦 Articles
- ⚖️ Weight
This gives dispatch staff a complete freight summary before sending the vehicle.
8️⃣ Narration
Users can enter additional remarks related to the dispatch.
Typical examples include:
- 📦 Loading Instructions
- 👨✈️ Driver Notes
- 🛣️ Route Information
- 📌 Special Delivery Instructions
- 📝 Internal Remarks
These notes are available for future reference.
9️⃣ Total Summary
The bottom section provides overall dispatch statistics.
The system automatically calculates:
- 🚛 Total Loaded LRs
- 📦 Total Articles
- ⚖️ Total Actual Weight
- ⚖️ Total Chargeable Weight
- 💰 Total Memo Freight
This helps users verify the vehicle load before dispatch.
🧮 Automatic Calculations
The Memo Entry screen performs several calculations automatically.
Examples include:
- 💰 Total Freight
- ⚖️ Total Weight
- 📦 Total Articles
- 📊 Freight Category Summary
- 💵 Advance Balance
- 💰 Remaining Hire Balance
These calculations reduce manual work and improve accuracy.
📒 Accounting Integration
Memo Entry can automatically generate accounting entries depending on your company configuration.
The software can update:
- 🏦 Hire Account
- 📒 Advance Account
- ⛽ Diesel Account
- 💵 Cash / Bank Transactions
- 💰 Freight Accounts
- 📉 TDS Entries
This eliminates duplicate accounting work.
🔄 Dispatch Workflow
A typical dispatch process is:
- 📝 Create L.R. Entries.
- 📦 Open Memo Entry.
- 🚛 Select Vehicle and Driver.
- 💰 Enter Hire and Advance Details.
- ➕ Add LRs to the Memo.
- ⚖️ Verify Weight and Freight.
- 💾 Save the Memo.
- 🚀 Dispatch the Vehicle.
- 🔀 Continue with Crossing, Memo Receive, Out for Delivery, and Delivery processes.
⚡ Tips for Faster Memo Creation
To improve dispatch efficiency:
- ⚙️ Configure Memo Voucher Setup before starting operations.
- 🔢 Enable Auto Memo Number Generation.
- 👥 Maintain Vehicle, Driver, Agent, and Owner Masters.
- ⚡ Use Auto Add LR to quickly load eligible bookings.
- 📒 Configure Freight Account integration for automatic accounting.
- ✅ Enable only the mandatory fields required by your business process.
✅ Best Practices
- 🔍 Verify all selected LRs before saving the Memo.
- 🚛 Ensure the correct vehicle and driver are assigned.
- 💵 Record advance payments accurately.
- ⚖️ Check total weight against vehicle capacity.
- 💰 Review freight summaries before dispatch.
- 🚫 Avoid duplicate Memo Numbers.
- 📝 Use narration for special delivery instructions.
- 📊 Regularly monitor pending and dispatched Memos.
📌 Summary
The Memo Entry screen is the central dispatch management module for Part Truck Load (PTL) operations. It allows transport companies to combine multiple L.R. bookings into a single vehicle, assign drivers and vehicles, manage hire charges and advance payments, calculate freight, and generate dispatch records. When used with the Memo Entry Voucher Setup, it provides a standardized, accurate, and efficient loading process while ensuring complete integration with accounting and transport operations.