📋 Overview
The L.R. (Lorry Receipt) / G.R. (Goods Receipt) Entry is one of the most important vouchers in the Transport Management System. It is primarily designed for Part Truck Load (PTL) operations where multiple consignments from different customers are booked into a single vehicle.
Every booking made through this screen generates a unique Lorry Receipt (LR), which acts as the official transport document between the consignor, transporter, and consignee.
An LR Entry is the starting point of the transport workflow. Once an LR is created, it can be used for:
- 📦 Memo (Truck Loading)
- 🔀 Crossing
- 🔄 Memo Transfer
- 📥 Memo Receive
- 🚚 Out For Delivery
- ✅ Delivery Entry
- 📄 POD (Proof of Delivery)
- 💰 Billing
- 📊 Outstanding Management
- 🧾 GST Reports
- 📈 Business Reports
In addition, every LR Entry automatically updates the accounting module based on your company configuration.
⚙️ Before You Start
Before creating LR Entries, it is recommended to configure the L.R. Entry Voucher Setup.
The Voucher Setup allows administrators to define:
- 🚚 Default Freight Type
- 📦 Default Delivery Type
- 🔢 Automatic LR Number Generation
- ✅ Mandatory Fields
- 🧾 GST Options
- 💵 Charge Names
- 🛣️ Default Transport Type
- 🔍 Required Validations
These settings directly control the behavior of the LR Entry screen and help standardize data entry across the organization.
🎯 Purpose of LR Entry
The LR Entry screen is used to record all booking information related to a shipment.
It captures:
- 📅 Booking Information
- 👤 Consignor Details
- 📬 Consignee Details
- 📦 Goods Details
- 💰 Freight Charges
- ➕ Additional Charges
- 🧾 GST Information
- 🚚 Delivery Information
- 🚛 Vehicle Details
This information is later used throughout the transport process until the goods are successfully delivered.
🗂️ Main Sections of LR Entry
The LR Entry screen is divided into multiple sections for easy data entry.
1️⃣ Booking Information
The top section contains the basic booking details.
Typical information includes:
- 📅 Booking Date
- 🚚 Freight Type
- 📦 Delivery Type
- 🔢 LR Number
- 🏙️ From City
- 📍 Destination City
- 🚛 Vehicle Number
Many of these values may be automatically filled based on the Voucher Setup configuration.
For example:
- 🚚 Default Freight By
- 📦 Default Delivery Type
- 🔢 Auto Generated LR Number
If these defaults are configured, users only need to modify them when required.
2️⃣ Consignor & Consignee Information
This section records sender and receiver details.
👤 Consignor
The Consignor is the party who sends the goods.
The system stores:
- 🏢 Account Name
- 🧾 GST Number
- 👨💼 Contact Person
- 📱 Mobile Number
- 🏠 Address
📬 Consignee
The Consignee is the party receiving the goods.
The system stores:
- 🏢 Account Name
- 🧾 GST Number
- 👨💼 Contact Person
- 📱 Mobile Number
- 🏠 Address
If GST information is maintained in the account master, the software automatically displays it during booking.
3️⃣ Goods Details
The middle grid is used to enter item-wise shipment details.
Each row represents one item or package.
Typical columns include:
- 📦 Article
- 🎁 Packaging
- 📝 Goods Description
- ⚖️ Weight
- 💵 Rate
- 🚚 Freight On
- 💰 Amount
Multiple goods can be entered under a single LR.
Depending on the Voucher Setup, some columns may become mandatory while others may be hidden.
For example:
- 🎁 Packaging Required
- ⚖️ Weight Required
- 🙈 Goods Description Hidden
4️⃣ Weight & Value Information
Below the goods grid, additional shipment information can be entered.
This includes:
- ⚖️ Actual Weight
- 💎 Goods Value
- 📅 Invoice Date
- 🔢 Invoice Number
These fields are especially useful for insurance, taxation, and shipment verification.
Depending on the Voucher Setup, Invoice Number and Invoice Date can also be made mandatory.
5️⃣ Delivery Information
The Delivery section captures information required at the destination.
Typical fields include:
- 📍 Delivery At
- 📝 Narration
- 📌 Special Instructions
If Extra Detail Required is enabled in Voucher Setup, additional fields like Narration and Delivery Location become available.
6️⃣ Freight & Charge Details
The right side of the screen is used for freight calculation.
This section automatically calculates the final transport charges.
Common fields include:
- 💰 Freight
- 💵 BC Charge
- 🏗️ Hamali
- ⏱️ Detention
- ⚖️ Extra Weight
- 💳 DD Charge
- 🧮 Sub Total
- 🧾 GST
- 💯 Total Freight
The names of these charges depend on the configuration done in Voucher Setup.
For example:
- Instead of showing Other Charge 1, the system may display Detention.
- Instead of BC Charge, the system may display Hamali.
This allows every transport company to use terminology familiar to its business.
7️⃣ Booking References
The bottom section displays references generated after further transport processing.
Examples include:
- 🆔 Booking ID
- 📦 Memo Number
- 🔄 Memo Transfer Number
- ✅ Delivery Number
- 🧾 Bill Number
These references help track the shipment throughout its lifecycle.
Initially, these values remain blank and are automatically updated as operations are performed.
🧮 Automatic Calculations
The LR Entry screen automatically performs several calculations.
Examples include:
- 💰 Freight Calculation
- ➕ Additional Charges
- 🧾 GST Calculation
- 💯 Total Freight
- ⚖️ Weight Totals
- 📦 Package Totals
This reduces manual calculations and minimizes billing errors.
📒 Accounting Integration
Every LR Entry can automatically affect accounting depending on company settings.
The system can automatically generate:
- 📈 Sales Entry
- 💳 Customer Outstanding
- 💰 Freight Income
- 💵 Cash Transactions
- 📉 Debit Transactions
This eliminates duplicate accounting work.
🧾 GST Integration
The LR Entry is fully integrated with the GST module.
Based on Voucher Setup and Company Setup, the system can automatically manage:
- 🧮 GST Calculation
- 🚛 GST By Transport
- 📄 GST Inside LR
- 📋 E-Way Bill Details
- 📊 GST Reports
This ensures transport bookings remain GST compliant.
🔄 Workflow After LR Entry
Once an LR Entry is saved, it becomes available for all subsequent transport operations.
Typical workflow:
- 📝 Create LR Entry
- 📦 Prepare Loading Memo
- 🚀 Dispatch Vehicle
- 🔀 Crossing (If Required)
- 🔄 Memo Transfer (If Required)
- 📥 Memo Receive
- 🚚 Out For Delivery
- ✅ Delivery Entry
- 📄 POD Receive
- 💰 Billing
- 💵 Payment Collection
- 📊 Accounting & GST Reporting
⚡ Tips for Faster Data Entry
To improve booking speed and reduce manual work:
- ⚙️ Configure default Freight Type and Delivery Type in Voucher Setup.
- 🔢 Enable Auto LR Number Generation.
- 👥 Maintain Customer Masters with GST and address details.
- ✅ Define mandatory fields according to your business process.
- 💵 Configure custom charge names such as Hamali, Detention, and Extra Weight.
- 🎯 Enable only the fields that your organization actually uses to keep the LR Entry screen simple and efficient.
✅ Best Practices
- 🔍 Verify consignor and consignee details before saving the LR.
- ⚖️ Enter accurate weight and package information for proper freight calculation.
- ⚙️ Use default values configured in Voucher Setup to minimize manual entry.
- 🔢 Avoid editing automatically generated LR Numbers unless your business uses manual LR books.
- 🧾 Enter invoice and GST information whenever applicable.
- 💰 Review freight charges before saving the voucher.
- ✅ Complete all mandatory fields to maintain accurate records and reporting.
📌 Summary
The L.R. / G.R. Entry screen is the foundation of the Transport Management System for Part Truck Load (PTL) operations. Every shipment begins with an LR Entry, making it the primary source of information for loading, delivery, billing, accounting, GST reporting, and business analysis. Proper configuration of the L.R. Entry Voucher Setup ensures faster data entry, standardized booking processes, and accurate operational records throughout the entire transport lifecycle.