Free Templates & Tools for Distributors

On the van

Driver cash-up sheet

One driver, one day. Money only: the van stock is checked on its own sheet.

1. Today’s sales

Item	How many	Value (£)
Invoices raised today
Less credit notes and returns today
Net sales today

2. How today’s sales were paid

Paid today plus left on account should equal net sales in section 1.

Method	From the invoices (£)	Collected (£)	Difference (£)
Cash
Cheque
Card (terminal end-of-day total)
Other (write which)
Paid today
Left on account (not paid today)

3. Old debt collected (earlier invoices)

Never in section 2. A payment against an old invoice must not cover a gap in today’s takings.

Customer	Invoice no.	Method	Amount (£)




Total old debt collected

4. Cash count

Count before you look at sections 2 and 3, so the answer does not steer the count.

Denomination	How many	Value (£)
£50 notes
£20 notes
£10 notes
£5 notes
£2 coins
£1 coins
50p
20p
10p
5p
2p
1p
Total cash counted

5. Cash check

Line	Amount (£)
A. Total cash counted (section 4)
B. Less opening float
C. Cash takings in hand (A − B)
D. Cash from section 2 plus cash from section 3
E. Less cash paid out on the round (receipts attached)
F. Cash that should be in hand (D − E)
Difference (C − F): plus is over, minus is short

6. Cheques handed in

The total should match the cheques in sections 2 and 3 together.

Customer	Cheque no.	Old debt?	Amount (£)




Total cheques

Difference explained

Sign-off

Driver cash-up sheet

Close the money side of a van sales day: sales, payments by method, old debt kept apart and a counted cash check. Sterling or euro.

2 pages A4 · sterling and euro

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Van load sheet and stock check

One van, one day. Count everything on the van at the end of the day, returns included.

Driver
Van / route
Date
Loaded from (depot)

Stock

Should be on van = opening load + top-ups + returns in − sold or delivered − taken off. Difference = counted − should be. More products: print a second copy.

Code Product Unit Opening load Top-ups Returns in Sold or delivered Taken off Should be on van Counted Difference

Returns on the van

Code Product Quantity Customer Condition: good, damaged or out of date

Sign-off

Loaded by (warehouse)
Driver accepts load
Load time
Counted by
Checked by
Count time

Differences explained

Template
Van load sheet
Follow the van’s stock through one day: the signed morning load, top-ups, returns and sales, then a count against what should be left.
Landscape A4 · 24 product lines
Get the sheet

Van daily walkaround check

Before the first drop. Tick OK or Defect on every line.

Inside the van

Check	OK	Defect
Front view clear; windscreen, mirrors and cameras undamaged and working
Washers and wipers working
No dashboard warning lights staying on
Steering moves freely, power assistance working
Horn works
Footwell clear; foot brake and parking brake working
Seats secure; seat belts undamaged and retracting

Outside the van

Check	OK	Defect
Lights, indicators and brake lights working; lenses clean
Fluid levels correct; fuel cap secure; no leaks
Battery secure and not leaking
Doors shut and lock; no loose panels or sharp edges
Tyres: tread, pressure, no cuts or bulges; wheel nuts secure
Load secured and not able to move
AdBlue topped up (diesel vans)
Exhaust: no leaks, smoke or excessive noise
Number plates secure, clean and readable
Other equipment: tail lift, fridge unit, racking

Defect record

Defect found	Dangerous?	Reported to	Time

☐ No defects found

Sign-off

Driver signature

Defects reviewed by (workshop)

Checklist

Van walkaround checklist

The driver’s pre-round check of the van, inside and out, with a defect record and sign-off. Follows the DVSA van list.

1 page A4 · follows the DVSA list

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Delivery and proof

Delivery note

Keep one copy with the customer. Bring the signed copy back.

From

Business name
Phone
Email
Address

Delivery

Delivery note no.
Date
Order ref.
Customer PO no.

Deliver to

Customer
Account no.
Address
Postcode
Window or instructions

Goods

Write any short, substitution or damage in Notes, with the reason.

Code Description Unit Ordered Delivered Batch / best before Notes

Total cases or packages

Returns collected

Code Description Quantity Reason

Received

Signing confirms the goods above were received in the quantities shown under Delivered, except where a note says otherwise. Shortages or damage not noted here must be reported within the time set in our terms of trade.

Received by (print)
Signature
Date and time
Driver
Driver signature

Template
Delivery note template
A delivery note that doubles as proof of delivery: ordered against delivered, batches, returns and a signed receipt. With an Irish docket version.
1 page A4 · UK and Irish docket versions
Get the template

Chilled delivery temperature log

One vehicle, one day. Air = the unit’s display. Product = a probe reading between packs.

Before loading

Check	Yes	No
Fridge unit switched on and down to temperature before loading
Display reading within limit before the first case goes in
Doors close fully and seals are intact
Probe clean, working and in the cab

Readings

At loading, at each set interval, at each chilled drop and on return.

Time	Where (depot, or customer at a drop)	Air °C	Product °C	In limit?	Action if not	Initials

Sign-off

Delivery temperature log

Readings for a chilled van from loading to the last drop, with pre-departure checks and the action taken when a reading was out.

1 page A4 · one per compartment

Get the log

Trade accounts and pricing

Selling

Sales visit checklist

One customer, one visit.

Objective for this visit

Before the visit

Check	Done
Last order and the lines the customer usually buys
Balance, anything overdue and the credit position
Promotions that fit what the customer sells
Open issues (a short, damage, a price query) and the answer ready

At the shelf

Check	OK	Issue
Usual lines on the shelf, with no gaps
Facings and planogram as agreed
Prices and price marking correct
Date codes checked; short-dated stock rotated or reported
Point of sale material in place
Equipment (chillers, displays) clean and working
Stockroom checked against the shelf

The order

Check	Done
Built from the usual lines, with every shelf gap covered
Relevant promotion offered at the agreed price
Delivery date agreed, inside the order cut-off
Credit position OK, or the office told before the order goes in

After the visit

Check	Done
Order sent the same day
Notes recorded where the office can see them
Promises logged: samples, callbacks, price answers

Notes

Next action

Action

By

Checklist

Sales visit checklist

One sheet per store visit: preparation, the shelf, the order and the follow-up, for new reps and ride-alongs.

1 page A4 · one per visit

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Order-call script

1. Open

“Hi [Name], it’s [your name] from [Business]. I’m calling for your order for [delivery day]. Is now a good time, or shall I call back at [time]?”

2. The last delivery

“Before we start, was everything right with [day]’s delivery?”
If there was a problem: apologise, say what you will do and by when, and log it. Do not move on until it is handled.

3. The usual order

“Shall I run through your usual? Last time you had [quantity] [product]. Same again?”
Go line by line. Write the quantity they give, not the one you expect.

4. Gaps

“I notice you haven’t had [product] for [number] weeks. Are you still stocking it?”
A line that has stopped can mean it is now bought elsewhere. Note the answer.

5. One offer

“This week there’s [promotion] on [product]: [price] when you take [quantity]. Would that suit you?”
One offer that fits what the customer sells. If they say no, move on.

6. Stock

“[Product] is short this week. I can send [alternative] instead, or hold it until [date]. Which would you prefer?”

7. Read it back

“So that’s [read each line and quantity], for delivery on [day], [window]. Anything else?”

8. The account (only if something is overdue)

“One more thing: invoice [number] for [amount] is showing as overdue. Can you tell me when that will be paid?”

9. Close

“Thanks, [Name]. I’ll call again on [next call day].”

Script
Telesales order-call script
The sequence for a call to take a trade customer’s order: last delivery, usual lines, gaps, one offer, read-back and the account.
9 steps · copy and adapt
Get the script

Running the business

Implementation plan

Weeks are a starting point. Write your own dates and owners.

Phases

Phase	Weeks	What happens	Done when
1. Scope and data	1 to 2	Choose the pilot route or depot. List the processes in scope. Clean customers, products, prices and opening stock. Agree the accounting connection.	Pilot scope signed off; data loaded for testing
2. Set-up and test	2 to 4	Set up routes, price lists, credit terms, devices and documents. Run real orders through order, pick, load, deliver, invoice and accounts.	One day of real orders runs end to end with no re-keying
3. Training	3 to 4	Train office, warehouse and drivers on their own tasks. Drivers run a practice round on the device.	Every pilot user has done a full day of their tasks in test
4. Pilot	4 to 6	Run live on the pilot route or depot. Review issues daily, and check every day end and every invoice posted to the accounts.	The go/no-go checklist below is met
5. Fix and decide	6 to 8	Fix what the pilot found: settings, documents, training. Write the rollout order and the support plan.	Go/no-go agreed by the operation’s leads
6. Roll out	8 to 12	Move the other routes and depots in planned waves, with the pilot team supporting each one.	Every site live; the old system read-only

Go/no-go: before moving beyond the pilot

Check	Yes	No
Orders from every channel in scope reach the warehouse without re-keying
Picks and loads match the orders
Drivers complete the round on the device: delivery proof, returns and payments
Day ends reconcile, or every variance is explained
Invoices and payments reach the accounting package correctly
Users at the next sites are trained
No blocking issue is open

Sign-off

Implementation plan

Six phases from scope to every depot, with owners, exit criteria and a go/no-go check between the pilot and the rollout.

1 page A4 · 6 phases and a go/no-go

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Calculator
Delivery cost per drop calculator
Cost one route-day in full, from driver and fuel to picking, admin and failed drops, and see what each successful drop really costs you.
Works in your browser · nothing is saved
Use the calculator

Delivery address	Postcode / Eircode	Opening hours or delivery window	Access and unloading notes

Full name	Home address	Postcode / Eircode	Years at address

Templates and tools for distributors

On the van

Driver cash-up sheet

Van load sheet

Van walkaround checklist

Delivery and proof

Delivery note template

Delivery temperature log

Trade accounts and pricing

Payment reminder letters

Price increase letter

Trade account application form

Selling

Sales visit checklist

Telesales order-call script

Running the business

Implementation plan

Delivery cost per drop calculator

Code	Product	Unit	Opening load	Top-ups	Returns in	Sold or delivered	Taken off	Should be on van	Counted	Difference

Code	Product	Quantity	Customer	Condition: good, damaged or out of date

Code	Description	Unit	Ordered	Delivered	Batch / best before	Notes










	Total cases or packages

Code	Description	Quantity	Reason