Record Defra's reference and rejections on each load
This article covers the two marks that sit on a load after it has gone into Defra's waste tracking service: the reference Defra gives back, and a rejection notice when it does not go in cleanly. Both are recorded against the note itself, so the yard can show what happened to each load without keeping a separate list.
Skiplog is not open yet, so anything on this page about what it does is what it is being built to do.
What this article helps with
You have exported a batch of receipt rows and uploaded them to Defra's receipt of waste service. Defra answers, either with a waste tracking reference for the loads it took, or with a notice that something was refused. This article is about writing both of those answers back onto the loads in Skiplog.
Reach for it when:
- Defra has accepted a batch and you want each load to carry the reference it went in under.
- A load has come back rejected and you need the correction deadline sitting next to it, not on a scrap of paper by the weighbridge.
- You are correcting a note that Defra has already accepted, and you need to know it has to go back into Defra's service as a correction.
Exporting the rows themselves is a separate job, covered in the receipt rows article.
How to do it
- Download the batch, then confirm you uploaded it
After a receipts download, Skiplog asks whether you have uploaded those rows to Defra. Confirm it only once the file has actually gone in. On confirm, every note in the batch is stamped as reported, and the batch keeps its dates, its note count and who confirmed it.
- Record Defra's reference against the reported loads
Defra's service answers with a waste tracking reference. Record it on the receipt and Skiplog keeps it with the date you recorded it. That reference is what proves the load is in Defra's system, so it is worth putting in while the acknowledgement is still on screen.
- Mark a load Defra rejected
On a reported receipt, use the Defra rejected this action. It asks for the date on the rejection notice and the reason given. Skiplog stores both against the note, so the reason is readable later rather than remembered.
- Work to the new deadline
The date you entered from the rejection notice sets a fresh two working day correction deadline, and the load goes back onto the list of loads still to report, so it is not quietly lost behind the ones that went in cleanly.
- Correct a note Defra has already accepted
If you correct or remove a note that already carries a Defra reference, Skiplog marks it as a correction to report to Defra and keeps the reference it was accepted under along with the old and new value of what changed. Make the same change in Defra's service inside the window it allows, using that record.
If something does not line up
If a load you expected to see is not on the list of loads still to report, check whether its batch was already confirmed as reported. If a rejection reason points at a field on the note, fix the note first, then put it back through the export.
Skiplog is built to help you meet the reporting rules and to keep the evidence tidy; what goes into Defra's service is still what you typed and what you uploaded. If the reference or the rejection will not record, email support@getskiplog.com with the note and the date, and the team will pick it up.
Next, see the article on catching rows Defra's upload would reject before you export, which stops most rejections happening at all.
Questions
Where does Defra's waste tracking reference come from?
From Defra's receipt of waste service, when it accepts your uploaded rows. Skiplog does not generate it: you record the reference it gives back, and Skiplog keeps it with the load and the date you recorded it.
Does recording the reference change the note itself?
No. The reference and the reported mark sit alongside the transfer note. The waste, the codes, the weight, the carrier and the destination stay as you recorded them.
What happens to a load after I mark it rejected?
The date on the rejection notice sets a fresh two working day correction deadline, and the load returns to the list of loads still to report so it shows up with the rest of the work.
I corrected a note Defra had already accepted. What now?
Skiplog marks it as a correction to report to Defra and keeps the reference the load was accepted under, plus the old and new value of what changed, so you can make the same change in Defra's service and show it later.
Can I undo a batch I confirmed too early?
Yes. A receipts batch records who confirmed it and who undid it, so an early confirmation can be undone and the loads go back to waiting.
Do I still need to keep the paper acknowledgement?
That is your call as the operator. Skiplog holds the reference, the rejection date and the reason on the record so the yard can show what happened to each load from inside the app.