Turn each transfer note into a receipt-of-waste row Defra's spreadsheet accepts
Defra's receipt of waste service wants one row per load you take in, on its own spreadsheet. Skiplog builds those rows from the transfer notes you already write at the weighbridge, in Defra's template column order, so a ticket is typed once.
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 covers
This is the route from a weighbridge ticket to a row in Defra's receipt of waste spreadsheet, as Skiplog does it today. You write the transfer note once, Skiplog holds the receipt-of-waste fields on that same note, and the Receipts screen hands you the rows in Defra's template column order.
You need this when a load has come in and the clock has started on reporting it. Skiplog counts the two working days from when the waste was received and shows you, on the dashboard, which loads are overdue, due today and due tomorrow, so you are not keeping a separate list on the back of a diary.
From the ticket to Defra's spreadsheet
- Fill in the receiver's details once
On the site screen, add the receiver site name, your environmental permit or authorisation number and the site contact details. Defra wants the receiver named on every load, so Skiplog takes them from here rather than asking the weighbridge for them on each note.
- Write the transfer note as you always do
Waste type, EWC code, quantity, carrier details, destination site. The note is built to be completed in under two minutes on a phone or tablet, standing at the skip.
- Add the receipt fields on the same note
Date and time received and the rest of the receipt-of-waste fields sit on the note form, not on a second screen. When you save, Skiplog runs Defra's upload rules over what you typed and warns you there and then if a field would be refused.
- Open Receipts and pick the dates
Receipts sits next to the quarterly return. Choose the date range covering the loads you have not reported yet, and Skiplog lists a row per note for that period.
- Read the check before you download
Every row is checked against Defra's upload rules on the server. Any row that would fail is named, with a link straight to the note that needs the fix, so you are not hunting through a bounced spreadsheet with the clock running.
- Download the rows in Defra's column order
The export gives you only the rows that pass, and tells you how many were held back and why. The columns come out in Defra's template order, so the file goes up as it comes out, with no reformatting by hand.
- Upload it to Defra, then confirm
Put the file into Defra's service yourself. Skiplog then asks whether you have uploaded these, and on confirming it stamps every note in that batch as reported, with the batch's dates, note count and who confirmed it.
- Record Defra's reference against the loads
Store Defra's waste tracking reference on the reported receipt. That is the proof a load is in Defra's system, and it is what you quote later if the load is ever questioned or corrected.
- Work the dashboard card down to nothing
The dashboard lists the notes not yet reported, grouped as overdue, due today and due tomorrow. An empty card means every load you have taken in has been through this route.
When a row fails, or Defra rejects a load
A failing row is a note with a field Defra will not take. Follow the link on the row, correct the note, and export again: the export only ever carries rows that pass, so a bad field cannot ride along unnoticed.
If Defra rejects a load after you have reported it, use the rejected action on that receipt. Enter the date of the rejection notice and the reason, and Skiplog sets the new correction deadline from that date and puts the load back in front of you.
If you later 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 alongside the old and new value of what changed, so the correction can be made in Defra's own service and shown afterwards.
If it did not work
Three things to check before anything else.
- The site screen has the receiver site name, permit or authorisation number and contact details filled in. Without them the rows have nothing to put in Defra's receiver columns.
- The note is at the office, not still on a tablet. A note recorded in a black spot saves to the device first and carries its own queued, syncing or synced status; sync it before you export so it is in the batch.
- The date range covers the loads you mean. Receipts lists the notes for the dates you pick, so a load dated outside the range will not appear.
Still stuck, or a row fails a rule you cannot place? Email support@getskiplog.com with the note reference and we will look at it with you. Skiplog is built to help your yard meet the reporting duty; what you report, and the accuracy of what you typed off the ticket, stays your record.
Questions
Does Skiplog send the rows to Defra for me?
No. Skiplog produces the spreadsheet in Defra's template column order and you upload it to Defra's service. Once it is up, you confirm in Skiplog and each note in the batch is stamped as reported.
How long have I got to report a load?
Skiplog works to two working days from when the waste was received, and the dashboard card groups unreported notes as overdue, due today and due tomorrow so you can see what is left on the clock.
Will the file be accepted?
Every row is checked against Defra's upload rules before you download, and only rows that pass are exported. That is there to stop a bounce, but acceptance is Defra's decision, not something Skiplog can promise on their behalf.
What happens to a note I recorded with no signal?
It saves on the device first, carries a queued, syncing or synced status, and syncs on its own when the signal comes back. Let it reach synced before you build a receipts batch, so the load is in the export.
Where does the permit number on each row come from?
From the site screen: the receiver site name, the environmental permit or authorisation number and the site contact details are entered there once and used on every load.
Do I still need the quarterly EA return?
Receipts and the quarterly return are separate screens doing separate jobs. The quarterly return is still a one-click CSV in your configured EA column layout, generated from the same notes.
Can I see which reference a load went in under months later?
Yes. Defra's waste tracking reference is stored against the reported receipt, with the date it was recorded, and it stays with the note if the note is later corrected.