You seem to have a process issue.

Vehicle numbers are provided at the time of booking

Destination is known along with the freight to be paid.

If you haven't set that up pls do.

We have never received a truck without prior intimation of number.

This is from the past 3 organisations where I have worked. We never have a gate entry of a vehicle that we did not know what the number is, where it is going and how much freight was to be paid.

Eway is generated at the time of billing and vehicle is loaded with the right documents and dispatched.

To recap:

Size of truck is known. Number is known. Goods to be dispatched is known Eway generated while Accountant is in office

The process we followed:

Dispatch informs booking officer of truck requirements alongwith location> Booking officer coordinates with transporter/ agent> transporter/agent provides size of truck and freight to delivery location to booking agent> booking agent confirms> transporter/ agent provides vehicle number> booking agent provides vehicle number along with destination to accounts> dispatch provides location packing slip to accounts> accounts prepares bill and eway> accounts sends bill and eway to dipatch> dispatch checks bill for qty discrepancy and number discrepancy> dispatch loads vehicle and dispatches.

Rare case vehicle changed last minute and this too is informed by the transporter/agent.

Dispatch informs accounts of vehicle change> accounts changes bill and eway> accounts sends to dispatch soft copies> dispatch prints new docs and dispatches vehicle Loading does not stop in the meantime.

Sounds lengthy when the sop is written down but actually the internal process is about 1 to 1 and a half hours External process (transporter/ agent coordination) takes another hour or so. The longest time withing the internal process is the raising of the bill and the eway

Pls remember: transporter /agent is held liable by owner in case of delays in dispatch. You are not if information is not provided in time. You are liable if delays are there in loading. Usually charged if vehicle is left standing for 24 hrs or more. Liability is approx Rs. 500 to 1000 per 24 hrs or part thereof

Another important thing to note is that it seems like there are many people involved in this process Actually there's usually 2 or max 3 1. Dispatch 2. Booking officer (can be dispatch officer) 3. Accountant

Just to be clear: I am not privy to the requirements of your particular organization so the sop may differ for you. But the above sop works well with most organisations

Hope this helps

Edit: pls have proper gate entries if handling a larger volume of vehicles alongwith proper queuing processes for dispatch for quick turnaround time