Bus route sheet. Instructions: draw up a route sheet
Download the route sheet form
The route sheet is document regulating the delivery route goods to customers. This document is used by drivers, sales representatives, couriers, postmen and people with other professions who deliver goods to several points in one day.
The route sheet table not only allows you to see the address of the next arrival, but also significantly makes work easier worker. It contains a number of useful elements that do not need to be kept in mind.
If you correctly fill out all the available cells, at the end of the working day, week and month you can analyze the work done and optimize it in order to reduce costs and increase profits.
Download the route sheet form:
Description of the table
The route sheet form is not a mandatory and official document. Therefore he can be changed at the discretion of each company manager. We do not recommend removing anything, or adding a large number of items - this will complicate the filling process and add errors.
Every day the route for tomorrow is filled in by the logistician or the representative himself, depending on the specifics of the work. The route can be drawn up earlier in accordance with customer requests, but in the evening of the previous day it needs to be printed and checked, correcting errors.
Important! The document with the completed items is printed and given to the employee who will make the deliveries. At the end of the day, the route sheet with the driver’s signature is returned to the office and goes to the archives— folder “Itinerary sheets” for the corresponding month. All forms are collected in one place and in order, so that if questions arise, you can restore the necessary information.
For the convenience of working on a computer, the document is divided by day at the bottom of each page, which allows you to fill out a new page every day without deleting information from the current one. At the end of the month, you can download the new route sheet form again, and save the completed one indicating the name of the month - information about completed deliveries may be useful in the future.
Filling out the route sheet
Before leaving for the route The following items must be completed:
- Driver- surname and initials
- date- day of delivery
- Indications at the beginning of the route - vehicle mileage before leaving
- Remaining fuel- the amount of fuel available in the gas tank at the time of starting work
- Responsible— the person who entered this address into the table (filled in if different people have access to one route sheet and set up deliveries)
- Auto- car make, license plate number
- Receipt no.— order serial number
- Delivery address, preliminary time, conditions- where to take it and approximately what time you need to be there (it’s better just “before lunch” or “after lunch”)
- Delivery amount, rise- cost of services, if required and paid
- Notes, if any
Driver during the working day fills in independently in the itinerary:
- Time and mileage arrivals and departures from the point
- Total mileage at the end of the day
- Remaining fuel and odometer readings (km)
- Other marks, inconsistencies, controversial situations
The route sheet form is not the only document that the delivery person must have with him. It must also have printed sales receipts or invoices, which will be signed and stamped by the recipients of the goods. At the end of the working day (or in the morning upon receipt of a new route sheet), the driver hands over all sales receipts to the logistician (office manager), who also archives them in a separate folder.
To record the driver’s movement and the transportation costs incurred by him, a route sheet is filled out. The document will be needed for business trips, courier deliveries and other work trips. With its help, you can estimate and compensate for the costs of both your own and public transport. At the end of the article you can download a free sample.
There is no single form of document established by law. The route sheet is drawn up in accordance with the general rules. The procedure for registration is fixed in the Charter of the organization.
An approximate plan for filling out a work travel sheet is as follows.
- Document's name.
- Date of registration and city.
- Data of the employee for whom the sample route sheet is issued, namely full name, position, car make, trip destination.
- Information regarding the trip. Basically they are entered in the form of a table. The columns sequentially indicate the date of travel, point of arrival, exact time of departure and return, details of the document confirming expenses, and the amount of expenses.
- Signature of the employee for whom the form is issued.
- Accountant's signature.
Important! Documents confirming expenses can be receipts from gas stations or travel tickets.
A correctly completed itinerary form contains all relevant information about the trip, including departure and arrival dates, payments made, and the cost of inventory items. The form allows you not only to systematize the data, but also to use it later for rational trip planning.
If important information was missed while filling out the form, additions are made in the empty fields. These notes may refer to accompanying documents.
Why are work travel sheets drawn up?
The completed and signed route sheet serves as the basis for accounting and tax accounting. These documents are checked by regulatory authorities. During inspections, attention is paid to the compliance of trips with the job responsibilities of employees.
It is worth highlighting the following goals for preparing the document.
- Rational sales market planning.
- Achieving goals regarding product shipment and sales.
- Preparation of tax and accounting reports.
The route sheet contains detailed information about the route, stops made and time intervals between them. Taking into account all this information, you can develop the most optimal route to visit all points. The location of sales areas, time costs for travel and shipment of products, and fuel costs will be taken into account.
Procedure for filling out and submitting to the accounting department
Although there is no single sample travel sheet, there are general rules that must be followed when preparing and submitting it:
- the form is filled out in two copies: one remains with the employee, the second is sent to the accounting department;
- trips for a specific period of time are entered into the table in chronological order;
- the sheet must contain links to primary documents.
For printing, you can use either a simple A4 sheet or the organization’s letterhead. The route sheet (as an addition to the waybill) is included in the internal document flow, so there is no need to stamp it.
In order for the expenses indicated in the form to be officially recognized, confirmation must be attached to it. In addition to travel tickets, these include an order and an employee report on expenses incurred.
When the document is completed, it is submitted to the accounting department for verification and then signed by the employer. Subsequently, it serves as the basis for repayment of the amount specified in it. Such payments are indicated in the organization's expense line. These indicators directly affect the calculation of income tax.
Completing the travel sheet is important for tracking movements and further planning of service routes. It also serves as the basis for tax and accounting. Next, you can download an example document.
Date added: 2011-05-22
Today I would like to talk to you about what it is route sheet sales representative.
Maintaining route sheet is one of the responsibilities of a sales representative, which I already talked about in previous lessons.
So, route sheet is intended to facilitate the work of a sales representative, is part of the reporting, and is also an indispensable document if you are on vacation or sick leave, and you are replaced on the territory. In order for the person who is replacing you to travel the route most fruitfully, it is necessary to enter into route sheet as much information as possible about retail outlets.
Here I want to give a clear example of my route sheet. You can download it and move on.
What's there?
Field T/t - retail outlet. This is the name of all the retail outlets that need to be visited during today's working day. By the way, the points are sorted by order of visit, which again makes life easier for a person if you are replaced.
The decision maker is the decision maker. We write here the name of the person with whom we usually make an order.
Telephone is a very useful field. Knowing the contacts for each point is important and necessary. In case the order cannot be delivered within the agreed time or something else, you can always call and warn about this.
The next point is frequency. This refers to the frequency of visits. We figuratively divide TT into 3 categories: A - visiting every week, B - once every 2 weeks and C - once a month. Again, this column will be useful for your deputies. You yourself already know when and who you should visit, and when you can skip the visit and connect a new outlet in the free time.
Go ahead. Sales. If you visit points on a weekly basis, then the numbers 1 to 8 will be weeks. It is better to put the date of your visit instead. And as you travel along the route, mark the points that worked, for example, with a plus sign, and not the triggered points with a minus sign. This is convenient because you can see whether you visited a category B point last week, without making extra efforts to search for the sales history for this point and without straining your brain, remembering what happened last week. We also count these pluses at the end of the day and check with the operator’s data on the number of shipments to whom we send orders. It happens that the order was accepted at TT, but they forgot to send it to the operator. This is how you get self-control.
Well, the Notes field is used for your notes on this outlet. Let’s say “Delivery strictly before 15:00”.
Look below - free fields in route sheet serve to record new retail outlets visited. We also write addresses, phone numbers and all useful information there.
And we end this article about route sheet sales representative field Total amount. At the end of the day, we ask the operator for the number of orders and the total amount of removal on a given day and enter this information. Convenient for self-control. You can see how the territory is performing week after week and you can monitor the implementation of the sales plan at any stage during the month.
A route sheet is a special primary document that allows an employee to confirm transportation costs. In the article we will tell you who should apply the document, what form to use, and also determine how to fill out the itinerary receipt. At the end of the article you can download a free sample and route sheet form.
Who uses
The key purpose of the paper is to confirm the expenses of an employee who, in order to fulfill his job duties, is forced to pay travel expenses. The 2019 route sheet can be used by the following categories of workers:
- Drivers operating official or personal vehicles.
- Couriers, logisticians and other delivery workers (transport companies).
- Specialists whose positions, according to job descriptions, have a traveling nature of work.
- Employees who travel on business due to the specific nature of their position. For example, an accountant submits reports to regulatory authorities.
It is worth noting that this list is not closed. Other categories of hired specialists can also use this type of primary employment.
Do not confuse the waybill and the route. These are completely different types of primary documentation. Even though, in fact, the sheets have one purpose - confirmation of expenses incurred. Only with a voucher does the organization write off fuel and lubricants, that is, it confirms the costs of paying for gasoline, gas or diesel fuel.
Which form to use
There is no unified form of the document. Officials have not approved the form that all entrepreneurs and organizations are required to use. This means that each company using the ML to confirm employee travel expenses is required to develop a form independently. Or you can download the business travel itinerary form that we offer in the article.
Current route sheet form
How to create your own form
It is permissible to develop your own individual document format that will fully meet the specifics of the institution’s activities and the specifics of the work of a particular employee. However, ensure that the paper contains the following mandatory details:
- The name of the document, for example, “route sheet, sample for the driver.”
- Full name of the organization that issued the ML.
- Place and date of issue of the form, if prepared outside the company.
- Validity. ML can be prescribed for a period of one day or for a week or a month.
- FULL NAME. the employee who received the route sheet, his position and structural unit.
- Destination, that is, where the employee is sent.
- Purpose of the trip - indicates the specific purpose for which the employee went to the destination, for example, delivering a report.
- Arrival or departure notes. Such marks are made by a representative of the organization (government agency) to which the employee was sent.
- A type of transport that was used as a means of transportation, such as a bus, taxi or personal car.
Additional information is provided in no particular order. For example, you can provide notes on the time spent on the road - this is relevant, for example, if you are preparing a sample route sheet for a courier. Information on the amounts of costs incurred can also be reflected in the tabular section.
Route form for courier
At the end, the document must be certified. First, the employee responsible for drawing up the ML (full name, position, date and time, signature). Then similar information and the signature of the employee who received the document are affixed.
Design features
The developed form should be approved in the accounting policy of the institution or enshrined in a separate local order. The procedure and rules for filling out should also be fixed in the order. We recommend that responsible persons be familiarized with these local regulations against signature. This procedure will eliminate errors and problems in filling out the primary documentation.
If an error was made in the route sheet, it must be corrected accordingly. An incorrect entry (error) is crossed out (with one line), a corrective entry is made next to it, and a date, signature and full name are added. the employee who made the correction. The use of grouts and corrective agents is prohibited.
It is not necessary to put a stamp, since the form is considered an internal document. However, this is at the individual discretion of the institution.
The completed document must be submitted to the head of the department or directly to the accounting department. It is acceptable to attach checks, receipts and other documents confirming the employee’s expenses. For example, a taxi ticket or a bus ticket.