Free delivery docket template
A delivery docket is the slip the driver hands over when goods arrive on site: what came, how much, when, and who signed for it. If you deliver, print the blank docket. If you receive, keep a docket register in Excel, so every docket can be matched to the invoice that bills it. Both are free, with no account and no email, and written for Australian building sites.
Delivery docket
| Item | Qty | Unit | Notes |
|---|---|---|---|
Sign for what arrived. Write anything short, damaged or sent back above before signing.
What a delivery docket should show
A docket records a delivery; it isn't the bill. The prices, the GST and the words “tax invoice” belong on the supplier's invoice, which the docket is then checked against. What makes a valid tax invoice
- Docket number
- Printed, and different on every docket. It's how the invoice, the supplier and your register all point to the same delivery.
- Date and time
- When it arrived. The date finds the docket later; on concrete and hire, the times are what waiting time and hire charges are worked from.
- Supplier's name and ABN
- So the docket and the invoice can be tied to the same business.
- Deliver to
- The site address and the job, so a delivery to the wrong site shows up on the docket, not on the invoice a month later.
- Customer and order number
- Who ordered it, and the purchase order or order number it was delivered against.
- What was delivered
- Each item with its description, quantity and unit, and the supplier's product code if they use one.
- Driver and vehicle
- The driver's name and the truck's rego.
- Received by
- The name, signature and time of whoever took the delivery. A signature alone is hard to read a month later; a printed name isn't.
- Notes
- Room to write shortages, damage and anything sent back, before anyone signs.
Concrete, weighbridge and hire dockets
- Concrete
- The mix (strength grade, aggregate size, slump and any admixtures), the cubic metres on the truck, the batch time, the arrival and departure times, and any water added on site.
- Weighbridge
- The material, the truck's rego, and the gross, tare and net weights in tonnes, with the weighbridge and the time it was weighed.
- Plant and hire
- The on-hire date and, for plant hired with an operator, the start and finish times or the hours worked.
Docket registers, in Excel or CSV
The receiver's side: one row per docket as deliveries arrive, and the invoice number filled in when each one is billed. Each file is the header row and nothing else, with no formulas, ready to fill in from the dockets.
Delivery docket register
One row per docket as deliveries arrive: the docket number, date, supplier, job and PO, what came and how much, who signed for it, and the invoice that billed it.
The columns, and why each matters
- Docket no
- The number printed on the docket. It's what ties the delivery to a line on the supplier's invoice, and what the supplier asks for when you query one.
- Date
- The day it arrived, as printed on the docket.
- Supplier
- The business that delivered, as named on the docket.
- Job / site
- The job or site it went to. A delivery to the wrong site is easier to spot here than on an invoice a month later.
- PO number
- The order it was delivered against, if you raise purchase orders. It links the three documents: what you ordered, what arrived and what you're billed.
- Item
- What was delivered, in the docket's words, with the supplier's product code if it prints one.
- Qty
- How much arrived and was accepted: the docket's quantity, less anything short, damaged or sent back.
- Unit
- The unit on the docket: m3, t, EA, m, bag, pallet. The invoice should bill the same unit.
- Received by
- Who took the delivery and signed the docket. They're the one to ask when an invoice line doesn't match.
- Notes
- Shortages, damage, returns and rejected loads, as written on the docket when it was signed.
- Invoice no
- Filled in when the docket turns up on an invoice. A blank means it hasn't been billed yet. A second invoice number against one docket is worth a look before you pay: it can be the same delivery billed again, or fairly a second charge for it, such as waiting time billed apart from the concrete.
Concrete docket register
One row per truck: the docket, the mix and cubic metres, the batch, arrival and departure times that waiting time is worked from, who accepted the load, and the invoice that billed it.
What's different in the concrete docket register
- Supplier
- The premix supplier, and the plant the load came from if the docket says.
- Mix
- The mix the docket says was supplied: strength grade, aggregate size and slump (N32, 20 mm, 100 mm slump, say), and any admixtures. The invoice should bill this mix at the rate agreed for it.
- m3
- The cubic metres on this truck, from the docket. A load under the supplier's minimum is where a short-load fee comes from.
- Truck
- The truck number or rego on the docket.
- Batch time
- When the load was batched at the plant, as printed on the docket. Your concrete specification may limit how long after batching a load can be placed, and this is how you'd check.
- Arrived
- The time the truck arrived on site.
- Left
- The time it left site.
- Minutes on site
- Left less arrived, filled in by you. Waiting time is charged for time on site past the free allowance in your agreement, so this is the figure to check the invoice's waiting time against.
- Notes
- Water added on site, a load rejected or partly returned, a pump or a crew kept waiting. Write it on the docket at the time, then here.
Weighbridge docket register
One row per weighbridge ticket: the quarry, supplier or tip, the material, the truck, gross, tare and net tonnes, and the invoice that billed it.
What's different in the weighbridge docket register
- Docket no
- The ticket number the weighbridge printed. It's what ties the load to a line on the invoice.
- Supplier
- The quarry, supplier or tip whose weighbridge printed the ticket.
- Material
- What was weighed: the product delivered (20 mm road base, say) or the waste tipped (clean fill, mixed waste). Quarry products and tipping are usually priced per tonne by material, so the material billed should be the one on the ticket.
- Truck rego
- The truck that was weighed, from the ticket.
- Gross t
- The loaded truck's weight, in tonnes, from the ticket.
- Tare t
- The empty truck's weight, in tonnes, from the ticket.
- Net t
- Gross less tare: the tonnes of material. It's the figure the tonnes on the invoice should come to.
- Received by
- Who checked the load in or out on site.
- Notes
- A load rejected, the wrong material, a ticket missing.
Before you sign a docket
- Check it's yours: your site, your job, your order number.
- Count or measure what came off the truck against the docket, before the driver leaves.
- Write anything short, damaged or sent back on the docket itself, and show the driver. A signature on a clean docket says everything arrived.
- For concrete, write the arrival and departure times and any water added. For loads billed by the tonne, keep the weighbridge ticket.
- Print your name beside your signature, and keep a copy or a photo.
Matching each docket to the invoice
Suppliers usually bill after the delivery, often for several dockets on one invoice, and by then the dockets are in a truck cab, a site office or someone's phone. Keep the register as they come in, one row each, and checking the invoice is a matter of lining the two up. When it arrives, check:
- Every docket on the invoice is in your register, and every line on the invoice has a docket.
- The quantity and unit billed are what the docket says arrived, less anything noted short or sent back.
- The item billed is the one delivered: the same product, grade or mix, at the price agreed for it.
- Charges that come from the deliveries (waiting time, short loads, cartage per load) match the dockets.
- Then write the invoice number against each docket. A docket still blank after the supplier has billed for that period is one to ask about, and so is an invoice line with no docket at all.
A docket number on two invoices isn't always a mistake. The concrete and the waiting time for one pour can be billed on separate invoices, sometimes weeks apart, and an invoice that was credited and issued again carries the same dockets. Check which it is before you query it.
The three-way match
The purchase order says what you asked for, the signed docket what arrived, and the invoice what you're being charged. Pay for what arrived, at the price you agreed. Where the three don't agree, the docket signed on site is the record of what arrived, which is why a note written on it at the time matters.
Short loads, waiting time and tonnes
Short loads. A short-load fee is charged when a truck carries less than the supplier's minimum load. It should apply only to the trucks under that minimum, and the cubic metres on each docket show which those were. Agree what counts as a short load at the same time as the fee.
Waiting time. Charged when a truck waits on site past a free allowance. Take the arrival and departure times on the docket, less the allowance in your agreement, and check the time billed at the agreed rate. If the docket doesn't record the times, ask the supplier how they measured them.
Tonnes. Quarry products and tipping are usually billed per tonne. Add up the net tonnes on the weighbridge tickets for each material and compare them with the tonnes billed.
What CostCode does with docket numbers
CostCode checks supplier invoices. It doesn't read your dockets or this register, so matching them stays with whoever holds them. What it does with dockets and deliveries:
- Where an invoice line carries a docket number, in a column headed “Docket” or labelled “docket” or “DKT” in its wording, CostCode reads it. If the same supplier already billed that docket on an earlier invoice, the invoice is held for your team as “Docket already billed”, naming the earlier invoice. It's never put to the supplier: a docket can fairly appear twice, and a credit and a re-issue carry the same docket too.
- Waiting time, cartage and minimum-load charges are checked against the charge you agreed with that supplier: a flat amount, a share of the goods, or a rate per minute or hour. A short-load fee is checked once you've recorded an agreed price for it. With nothing agreed, a waiting-time, cartage or minimum-load line shows as unverified, with the reason, never as passed.
- With your purchase orders imported, an invoice that quotes a PO number is held for your team when a line takes what's been billed against it past the quantity ordered, or past the quantity received when your PO file gives one. The register is where the quantity received comes from: add up each PO line's deliveries, and import the POs again as deliveries arrive.
It doesn't check that every invoice line has a docket or that every docket was billed, check the quantities, times or mix billed against the dockets, or work out a free waiting allowance. The minutes billed are yours to check against the dockets.
Questions
Is a delivery docket a tax invoice?
Usually not. A tax invoice has to show what the ATO lists, including that it's meant to be a tax invoice, the supplier's ABN, the price of each item and the GST. Most dockets carry no prices at all. Pay from the supplier's tax invoice, and use the docket to check it.(ATO: Tax invoices)
Who fills in a delivery docket?
Whoever makes the delivery writes what's on the truck. The person who takes it on site checks it, notes anything short, damaged or sent back, prints their name and signs. The driver takes a signed copy and one stays on site.
What should I do if a delivery is short or damaged?
Write it on the docket before you sign: what's short, damaged or going back, with your name and the time. Show the driver, take a photo, and tell the supplier the same day. A clean signature says everything arrived, and that's hard to argue with once the invoice comes.
How long should delivery dockets be kept?
Keep each signed docket with the invoice it was billed on. The ATO generally asks businesses to keep their records for five years, and some records for longer.(ATO: Overview of record-keeping rules for business)
What's the difference between a docket, an invoice and a statement?
The docket records what was delivered and is signed on site. The invoice bills for it, often for several dockets at once. The statement lists the invoices, credits and payments on your account and what's still owing. Check each invoice against its dockets, and the statement against the invoices.
What is a weighbridge docket?
The ticket a weighbridge prints when a truck is weighed: the gross weight loaded, the tare weight empty, and the net weight of what's on board, with the material, the truck and the time. Where quarry products or tipping are billed by the tonne, the net tonnes on the tickets are what the tonnes on the invoice should come to.
Does CostCode read delivery dockets?
No. CostCode checks the supplier's invoices, not dockets or this register. Where an invoice line carries a docket number (in a Docket column, or labelled as a docket in its wording) and the same supplier already billed that docket on an earlier invoice, CostCode holds the invoice for your team to look at. It's never put to the supplier, because a docket can fairly appear twice: the concrete on one invoice and the waiting time for the same pour on another.
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