Load Register

Four separate things, each built on the one before it, all managed from the Border Posts admin screen (opened from the Cheque Requisitions toolbar) except the last:

1. Border Posts — the registry of actual border crossings (e.g. Beitbridge, Kopfontein), each optionally tagged with the country you enter by crossing it. This is just "which crossings exist" — no money involved yet.

2. Border Cost Types — the catalog of fees a specific border can charge (e.g. Beitbridge → "Road Toll", "COMESA", "Carbon Tax"). Each cost type belongs to exactly one border and has a default payee.

3. Border Cost Values — the dated rate history for a cost type (amount + currency + effective date + optional note). Adding a new value never overwrites an old one — it inserts a new dated row, and whichever has the latest effective date is the "current" rate. This is how a toll that goes up on 1 March still shows correctly on trips from before that date.

4. Border Costs (a.k.a. a border cost schedule) — the "🌍 Border Costs" button on an individual trip. Selecting a border crossing there builds a real per-trip schedule, with each line snapshotted from that border's current cost types/values at that moment — editing the catalog afterwards never changes an already-created schedule line.

The foreign country the load is collected in or delivered to — e.g. Matola → Delmas loads get Mozambique. Leave it on "None (South Africa only)" for a load that stays in South Africa.

When it is set, the horse (and trailers, for permit types ticked "Trailers too") must have a valid permit for every Permit Type whose Country is that country — the cross-border permit and that country's insurance. Expired or missing asks for a reason before the load can be saved.

The cross-border permit is only needed for that one country. Insurance for countries the truck only drives through comes from the load's border crossings.

Enter whatever the border actually charges in — the Currency field on both the Border Cost Value form and a schedule line is free text (defaults to ZAR, but accepts USD, ZMW, anything).

Once a border cost schedule line is saved, its "Rand" column can be filled in. Korridor converts every item on its order at one rate per currency, so the crossing shows one rate box for each foreign currency on it (e.g. "USD rate on the Korridor order" and "ZMW rate on the Korridor order"). Type each rate once and every Rand in that currency fills in (amount × rate, to the cent). Any Rand can still be changed by hand, and one you've changed keeps your figure if the rate is changed later. Then press Save — the rates are kept with the crossing. If the line's currency is already ZAR, there's nothing to convert — the Rand column pre-fills with the amount automatically.

A schedule can only be loaded into a Cheque Requisition once every line on it has a captured Rand value (all-or-nothing) — the card/list view shows an "N/M captured" count so you can see at a glance what's still outstanding.

Think of it in three layers — set up bottom to top, used top to bottom:

1. Border Posts (where costs live). Each border has its own list of costs (border crossing fee northbound/southbound, gateway pass, runner fee, insurance, carbon tax…) each with a payee and a rate. Add common borders adds Beitbridge and Chirundu; Add standard costs to a border post fills a border from a ready-made list — tick what applies and press Add. Each becomes that border's own cost, so rename it, change the payee or re-rate it freely. Check the rates: they are a starting point. Zambian border posts also offer the Zambian toll gates (see the toll gates topic below).

2. Route Templates (which borders, which costs, which diesel a route needs). A template lists the border posts, the costs ticked on each border (all ticked to begin with — untick what the route does not use), and the diesel stops (station, Northbound or Southbound leg, litres). It holds no amounts. If a cost is wrong or missing, fix it on the border post — never try to add a cost to the template. One border can sit on several templates with different costs ticked, e.g. a Lumwana template with the far toll gates and a Kitwe template without them.

3. On a load (Border Costs). Apply route template adds every border on the template with the costs ticked for it, at today's rates, plus one diesel order per stop (price left blank for the invoice). If the border is already on the load, the ticked costs it lacks are added to it. Anything already there is left alone, so applying twice is safe. You can still untick or leave off a line that doesn't apply to this load. For a one-off crossing use + Add border crossing.

Shortcuts. Same borders and diesel as last time? appears on a load whose route has been run before. Save this trip as a route template (Border Costs) turns a finished load into a template — it reads that load's crossings, the costs on each, the standard cost lines and diesel stops. Open it afterwards under Route Templates to rename it or tick and untick costs.

Where does a new cost go? A fee charged at one border → that border post. A fee charged at every border → add it to each border (Add standard costs makes that quick). Diesel → a diesel stop on the template, or a diesel order on the load.

On the template: a diesel stop is a filling station, a leg — Northbound or Southbound (the return) — and the planned litres. Put each leg's stops in road order with the ▲▼ arrows; each leg shows its total litres. The same station can be a stop on both legs — e.g. Musina Northbound 600 L and Musina Southbound 400 L. The station list shows the countries the route passes through first. A station that isn't there yet can be added on the spot: pick + New filling station…, fill in its name, country and who the office pays, and it is saved to Filling Stations too. A template never holds a diesel price: it moves with the exchange rate and differs by station, so there is nowhere in setup to enter one.

Who is paid: diesel is never driver cash — the driver just fills up. Each filling station says who the office pays: the station itself, or someone who pays it for us (Korridor pays the stations in Zambia). The template, the diesel line on the requisition and the printed fill-up order all say so.

When you apply the template to a load: each stop becomes a Diesel line on a cheque requisition made out to whoever the office pays for that station, with the litres filled in and the amount left blank. All the diesel orders are raised at the start of the trip. A stop already on the load (same station, same leg) is skipped, so applying twice is safe.

Where the cost is entered:

• The price — on that diesel line in the load's cheque requisition (Cheque Req), by whoever actions the order.
• What was really taken and paid — at Trip Close-Out, where the actual litres and the invoice are entered and compared with the planned litres. Close-Out lists the stops by leg with each leg's totals and the Rand per litre, and flags litres more than 5% over or under the order.
• Extra diesel — if a leg needs more than the template planned, add a separate diesel line by hand on the load. The template's litres stay as the plan Close-Out compares against.

Until the invoice arrives, reports estimate the diesel cost from the planned litres. For a stop the template doesn't cover, add a diesel line by hand on the load as before.

What is listed. On a Zambian border post (e.g. Chirundu), Add standard costs offers seven toll gates, in the order you meet them travelling north: Shimabala (Kafue), Katuba (Lusaka to Chisamba), Manyumbi (Kabwe to Kapiri Mposhi), Kafulafuta (Kapiri Mposhi to Ndola), Michael Chilufya Sata (Ndola to Kitwe), Abram Zion Mokola (Fisenge to Luanshya) and Konkola (Chingola to Kasumbalesa). The first part of each name is the road section it sits on, so you can see where it is. They are not offered on other countries' borders.

This is a starting list, not the complete Zambian network. It holds the gates the National Road Fund Agency (NRFA) names, plus Shimabala from older NRFA reporting. Zambia has more inland gates, including some between Kitwe and Lumwana that are not listed here. A gate that is missing, or a wrong name, is added or fixed by hand: Border cost types → add a cost type on the border post.

No rate is filled in. A foreign-registered truck is not charged the local tariff the same way, so nothing is guessed. Tick the gates you want, press Add ticked costs, then enter each gate's rate under Border cost values (currency and date). The payee starts as Korridor; change it if someone else pays the toll.

Different routes, different gates. Add all the gates the border post might need under Border Posts. Then, on each Route Template, tick Chirundu and tick only the gates that route passes (a Lumwana template ticks the far gates; a Kitwe template does not). Applying a template adds just those. Adding a crossing by hand with + Add border crossing, or from an older template, adds every active cost on the border, so untick the gates a load does not pass on its Border Costs. A gate with no rate yet is added with a blank amount for you to complete.

Checking against receipts. The names come from published NRFA lists, not from your drivers' receipts. Compare the first loads against the toll receipts and correct names and rates as you go.

A named preset (admin screen opened from the Cheque Requisitions toolbar) bundling the border crossings and diesel stops a known route always needs — e.g. a "Joburg → Harare" template listing the Beitbridge crossing and its diesel stops with their planned litres. Applying it to a trip adds them in one action instead of reassembling them by hand every time.

It's a shortcut, not a replacement — "+ Add crossing" and adding lines by hand still work exactly as before for a route with no template yet, a mid-trip reroute, or a one-off extra crossing/fee a template doesn't cover. A template stores only which borders/Cost Fields, never amounts — those always come from the live current rate at the moment you apply it, same as adding them by hand.

You choose. When you tick a border post on a template, that border's costs appear underneath it, all ticked. Leave the ones the route uses ticked and untick the rest; the template remembers your ticks. When the template is applied to a trip, only the ticked costs are added, pre-filled at today's rate. (A template saved before this existed has no ticks and still adds every active cost on its borders until you open it under Route Templates and save it. Adding a crossing by hand with "+ Add crossing" always adds every active cost on that border.)

A cost added to the border after a template was saved is not on that template until you tick it there — so a new toll gate never appears on old routes by surprise. The confirm dialog before applying a template says exactly how many cost lines each crossing is about to get, so nothing lands on the trip as a surprise.

Nothing gets duplicated. Applying skips any border already scheduled on the trip and any Cost Field already on a requisition — safe to run more than once, or to add one extra crossing by hand for a route that doesn't quite match a template.

Inactive or deleted borders/cost fields are never offered — the same rule as everywhere else they're picked. If one used to be on a template but was later deactivated, applying that template simply skips it rather than adding something no longer selectable by hand.

Three states, driven entirely by the Driver despatched/Driver returned dates (Edit trip → Night out allowance):

• Neither date set — the button is hidden entirely. A trip that hasn't left yet has nothing to close.
• Despatched but not yet returned — the button shows, greyed out, disabled. Hover it for a tooltip explaining why: it's waiting on a Driver returned date.
• Returned — the button is active.

Once it's clickable, see the next question for what else can still block actually saving the close-out.

Every line — every border/cheque req cost, and the cash-advance line if the trip has one — needs an Actual amount typed in before the trip can close, even if that amount turns out to be R0 or exactly match what was planned. The field starts blank on purpose: it has to be a deliberate entry against a real receipt, not left as a default that only looks reconciled.

If "Close trip" is blocked, the alert names exactly which line(s) still need an amount.

Work down the page — each section matches a pile of paperwork: 1 · Diesel (litres and Rand off each diesel receipt, with the load's km/lt under it — amber below 1.8 or above 3.0, usually a missing slip or a mistyped litres figure), 2 · Paid to suppliers (what each invoice says; type the supplier's Invoice # too — it starts from the requisition's "Supplier inv/ref", and you are warned if the same supplier's number is already on another load), 3 · Waiting for an invoice, 4 · Driver's cash (a. cash given, b. slips, c. cash handed back, d. the balance) and 5 · Check and close.

The line at the top says how many lines are entered and what is left in each section; click a part to jump to it. Each heading shows its own count.

A 🌙 night-out advance on the load is listed under 4a. It isn't part of the reconciliation (it's paid against the driver's night-out pay), but the trip can't be closed until its payment is captured in Night Outs.

Cash advance lines get an Actual amount the same as any other cost. Separately, add the driver's cash slips (receipts) — description and amount each. 4d · Balance says the answer in words — Driver short, Driver over or Driver balances (the detail is under "Show the breakdown"):

• Within the tolerance set in Company Settings (R20 unless changed) — treated as balanced, no action needed.
• Driver owes money — you're asked whether to apply it as a payroll deduction this week.
• Driver fronted their own money — you're asked whether to reimburse via payroll this week.

Either way, accepting writes an adjustment straight into that driver's Night Out & Day Rate Schedule line.

No — there's no receipt photo/attachment feature. The app enforces that every line has been reviewed and a number entered; matching that number against the physical slip is still on whoever's doing the close-out.

Reopen it — button on the closed trip's panel, with a mandatory reason (kept on the trip record, and picked up by the Activity Log). Make your changes and close it again.

If closing the trip earlier queued a cash deduction or reimbursement for the driver, reopening puts it on hold — payroll ignores it (it's marked "ON HOLD" in the pending list on the Manual Entry screen) until the trip is closed again, which replaces it with the correct figure. Don't leave a reopened trip open longer than needed. A deduction already in a payroll week that was submitted has been paid and is not held; closing again only offers the difference.

These are the three night-out types for a driver's night away — set per night, on the trip or in Daily Detail. Local and Foreign draw the admin-configured Local/Foreign night-out rate. Yard is for a night the driver actually stayed at the yard rather than away — it draws no night-out allowance (normally configured as R0 in Night Out Rates).

No — day rate for a temporary driver is worked out separately from the night-out type, for every day the trip covers. Yard only zeroes the night-out allowance; the day rate is unaffected.

Most likely cause: the driver's entry (from a trip, or Daily Detail) was created before the rate existed, so it's frozen at R0 from that moment. Just add or edit the rate again — Day Rate History and Night Out Rates both automatically sweep and backfill any of that driver's (or, for Night Out, anyone's) entries still sitting at a stale R0, with no need to touch the original trip again.

Other things to check: the driver is actually flagged Temporary in Driver DB (day rate only applies to temporary drivers), and you're looking at the right week — the schedule opens to the current week by default.

Submitting a week locks the due amounts only. Payments are never frozen — they're always read live from the Payments screen, even for an already-submitted week. Add a missed payment any time; date it to fall inside the original week if you want it to show under that week specifically, or today's date if you don't mind it showing under the current week instead. Either way the driver's running balance ends up correct.

Once a month, import the FNB toll file (the transaction-date CSV, not the bank-captured one) on the 🛣️ Toll Cards screen. Importing the same file twice is safe: lines already there are skipped. Each pass is checked, Operations explain anything flagged, and the month is signed off. Every pass is then charged ex VAT to the load it was for and shows in Trip Profitability, the Profitability Summary, Unbilled Loads and the Monthly Toll Cost report.

The FNB statement's card fees and interest are entered once a month on the same screen (the month's "Auto fees excluding VAT" and "Interest"). They are spread over that month's tolls in proportion to the toll amount, so each card and each load carries its share, and they are shown with the load's toll.

Only loads loaded on or after 1 Aug 2026 carry toll, and subcontracted loads never do. A pass that matches no load shows as toll on no load. Tolls are not recovered from the customer and are not in maintenance cost per km. Nothing changes in any report until a file has been imported.

Red flags are things that should not happen: a card in two places too close together, an amount that is not a whole number of passes at the tariff, a pass with no load for that horse. Amber flags need a look: a card nobody knows, a Class 3 (horse alone) pass, a load with no toll route, a missing pass on the route, a pass off the route, a route changed after the tolls were imported.

Choose a reason (and a note where needed) to explain a flag. A flag is also explained by naming the load it was for. Only unexplained flags block the month's sign-off; they never stop the cost reaching the load. Flags from the last 21 days before the newest imported date are provisional (the bank captures late) and do not block. If a later import adds lines to a signed-off month, it shows as changed and must be signed off again.

The Which truck has which card table at the top of the Toll Cards screen shows, for any date, the truck carrying each card and any truck with no card.

On the Toll Cards screen, add a card hand-over: the card, the truck now using it, the date from (backdating is allowed), an optional end date and a reason. Any operations user can do this. Tolls on that card are then charged to the truck that carried it on the day. Each hand-over, ending and take-back is written to the Exceptions screen (Toll card category).

A card can only be on one truck at a time, so a hand-over always moves it. (The two cards the bank issued with the same details to T20 and T42 in Aug–Sep 2026 were a one-off, recorded separately; new cards were issued in October.)

Enter the hand-overs before signing off a month, or its passes will show as toll on no load.

When a load is saved with the driver despatched, the app asks only if no card is assigned to that horse for that day (neither its own card nor one handed to it). Pick a card (recorded as a hand-over from the despatch date), No toll card on this trip (not asked again for that load) or Not now. It never stops the load being saved.

The Toll route field sits next to origin and destination on the load form. Choose the roads the load uses (N4 Maputo, N1 North, N3 Durban, N1 Cape and so on). If it only drives part of a road, tick only part of it; if the load uses no toll roads, press No toll roads.

It fills itself in from the last load with the same origin and destination, with a note saying which load it came from, so a repeat route needs no clicks. Change it if this load is different. A route you have not run before is chosen once, and the next load fills itself in.

The route is used for two checks at month end: a toll plaza on the route with no pass, and a pass on a road the route does not use. You can leave it blank, but the load is then listed in the month-end check (with the roads its passes were on, and a button to use them) and holds up the sign-off until it is fixed or ticked off. A route changed after the tolls were imported is flagged too.

A horse running alone (no trailer) shows up as a Class 3 pass at month end. Say what it was and which load it served.

Every trip create, edit, void, and close-out — written automatically by the database itself, not by the app remembering to log something, so it can't be bypassed by any login however privileged. Click "Show" on a row to see exactly which fields changed, before → after.

"Sign out" in the top bar. Useful on a shared computer, or to switch which login is being used — the app otherwise stays signed in indefinitely.

A subcontracted trip's paperwork is a different shape — no fuel/odometer fields, just the subcontractor and their quoted rate. At close-out it's one line: planned = the quoted rate, actual = the real gross invoice. Any prepayments or funded costs already raised against it show separately as a reference "amount still owed", never added on top of the gross invoice.

Backed up automatically every night. A full copy of this register — every list and log in the database, and every uploaded document (receipts, PODs, photos) — is taken every night and stored off-site, separately from the database itself. Nightly copies are kept for 14 days, one a month for 12 months, and one a year for 5 years. If a nightly copy fails, Grillo Fleet Management Software support is alerted.

Restores are done by support, never from the app. If data has been lost or damaged, contact Grillo Fleet Management Software support and say what is wrong and since when. Support restores the right night's copy, checks it, and tells you when to refresh. There is deliberately no Restore button: putting an old copy back over live data is something only support does, after checking it.

There is no download button for a backup: the nightly copy covers everything (it was removed on 16 Oct 2026 as not needed). Export CSV still downloads the trips list.

Changes to trips and cheque requisitions are also recorded in the Activity Log (with before and after), so a single wrong edit there can usually be put right by hand without a restore.