The L/10km Field Is Where the Money Lives
Every operator knows the fuel consumption target. On a loaded rig running 40 tonnes on flat highway, you expect 3.5 to 4 litres per 10 kilometres. When that number creeps to 4.8, something has changed — driving style, load balance, tyre pressure, headwind — and if you're not logging it per trip, you won't catch the drift until the monthly fuel statement arrives and you're trying to reconstruct which runs were the culprit.
The Truck Delivery template calculates L/10km automatically from the fuel entered (primary fill plus any extra fuel added to avoid leaving too much in the tank at the destination), divided by the trip mileage derived from stop minus start odometer readings. You enter four numbers. The field does the arithmetic. You see the consumption rate before you park.
What the Trip Record Actually Covers
The record structure follows the operational sequence of a delivery run: start location and start mileage, start date and time, then stop location, stop mileage, stop date and time. The Mileage On Trip calculated field subtracts start from stop automatically. There is no manual calculation required, and no opportunity to transpose digits between the field and a separate tally sheet.
The Chassie Number/KO field (chassis number) identifies the specific vehicle, separate from the Registration Plate field. These are not redundant. A chassis number is the vehicle's permanent mechanical identity and the number relevant for service intervals and warranty tracking. A registration plate can change — new registration in a new year, cross-border plating, company rebranding. Having both means the record follows the vehicle correctly even when external identifiers change.
The Cleared boolean is the administrative close-out flag. The run is complete. Documents are in. Payment is confirmed. The record is archived. In a small fleet where one person handles both dispatch and accounting, having a single cleared flag prevents completed runs from sitting in the active queue and cluttering the operational view.
Fueling Documentation When No Receipt Is Possible
Fuel stops on long-haul runs don't always produce clean documentation. A tank fill at a remote pump on a Sunday night might not produce a printable receipt, or the printer might be out of paper, or the attendant might give you a handwritten note that won't survive in a file for three weeks. The "Photo If No Receipt Is Possible" image field is exactly what it says — a photograph of the fuel pump display, the handwritten note, or whatever evidence exists at the moment. Combined with the Fueling Places text field that records the location name, you have the documentation chain even when the paper chain breaks.
The Original Documents file attachment covers the CMR, waybill, or delivery note. Attaching it to the trip record rather than keeping it in a separate folder means it's findable by vehicle, by date, by route — not just by whatever filename someone gave the scan on the day.
Payment Against a Linked Tariff
The Payment calculated field adds three components: the payment value pulled from the linked Tariff record, the Tariff By Distance surcharge, and the Sleep Over allowance. The tariff is linked via an entries field to a separate Tariff library — rates don't live inside the trip record, they live in a shared rate card that can be updated without touching historical trip records.
Tariff By Distance covers kilometre-based rate components that sit outside the base tariff structure — typically applied when the actual route exceeds the standard distance bracket, or when toll surcharges are calculated per kilometre. The Sleep Over field captures the overnight allowance when a run extends beyond a single working day.
At the end of a month, filtering by driver or by vehicle and summing the Payment calculated field gives you the total billable amount for that operator or asset without any manual invoice reconciliation.