Waybill Template

[TwinDad]

I decided to try a little bit of "old school" in tracking my VI stuff... so I made the attached sheet in Excel... I've been "alpha testing" it for about a week, creating a new waybill for each car (or set of cars) and actually physically moving it from place to place on the layout along with the car. It's turned out to be a surprisingly (for a computer geek) easy way to keep track of what's going on and also for reconstructing the "VI situation" after I've moved all the cars around playing with the kids or testing track or something.

Would appreciate some feedback - especially if any of you are interested in using/testing them and seeing what works or not. I'm trying to keep the size down to where 4 will fit on an 8.5x11 page, but still having the boxes big enough. I'd like to know where more space is needed and where less space is needed, missing fields, and that sort of thing.

These are based loosely on the commercial waybills available from Micro-Mark and others, obviously, but with my own twists added.

I'm not shooting to be prototypical with this. It *is*, however, meant to be useful.

Explanation of fields, upper left to lower right...

• (AAR): AAR type code for the car (XM, LO, HT, TA, etc.)
• WB#: Waybill number - reference number. I usually put the post # for the MO the waybill is referring to. Or, when using MRICF, I use the last five digits of the MRICF waybill #
• CAR: this is for the reporting mark and number of the assigned car. I put MY car number here. If I'm aliasing someone else's, I make a note in the Notes section of what the *other* car number is.
• DESC: This is for a descriptive note on the car - its color, or some other unique characteristic that I can use to recognize it without reading the car number
• ROUTE: A note of the routing (TCIRR - PRR - NS - CHFR, for example). i use this to figure out where to send the car when it's outbound.
• FROM: Originating railroad mark
• TO: Destination railroad mark
• SHPR: Shipper industry name (this is one that needs to be a bigger field)
• RCVR: Receiving industry name
• SPOT: Car spot for the shipper or receiver
• LADING: What's in the car?
• DATE/LOCATION: Each time I move the car, I make a note here of where I spotted it. This way I can figure out where to put it if I move it for some reason. I put a line through all preceding locations when I add the latest one.
• NOTES: whatever won't fit anywhere else.

Since I'm only using these to track cars physically on my layout, I mark the waybill COMPLETE (by writing in the space between the DATE/LOCATION fields and the NOTES) when I spot the car at an I/C point, or when I park the MT in the yard.

The main thing that seems to be missing is some indication of the NEXT location for the car... I still have to think and figure out where to send it next, and I think this sheet should if possible eliminate the thinking. I might be able to use the DATE/LOCATION section for this, by writing down its next location instead of its current location, but that might mess up being able to reconstruct the situation when I've changed things on the layout. Thoughts?

I know some of you already have your own system, so if you want to discuss pros/cons, differences and so on, that would be fine. I wish I had space for a whiteboard like J Edgar's... I may yet steal that idea...

I also created the attached small switchlist sheet, but I haven't really used it much. I've been creating my switchlists on the fly by simply stacking the waybills up in order.

[epumph]

TD, I've been doing the same thing! LOL! In xcel.

[TwinDad]

TD, I've been doing the same thing! LOL! In xcel.

Are you printing out cards and hand-writing them, or are you working directly in the spreadsheet?

[ChicagoNW]

TD
A waybill is a single use document in the real world. It cover the contents of a car from one shipper to one receiver. A different paper is needed to move the car from place to place.

The Car Card and waybill system used by many is a combination of several documents combined into one, The four sided/cycle waybill used actually will complete a series of four places the car is to go usually completing a loop route. The real railroad would use at least four different documents to do the same thing. The CarCard/envelope that holds the 4 cycle waybill represents the Tack Board on the car and conductors paperwork for the train.

For some help check out this group: http://groups.yahoo.com/group/CarCards/

[epumph]

TD, I record the movement orders, shipping requests and receipt of goods on the same sheet. I'll upload it in a few if it isn't too larger.
Edit: tried to upload the xls but I get Invalid File Type error? I guess it is too large.

[TwinDad]

TD
A waybill is a single use document in the real world. It cover the contents of a car from one shipper to one receiver. A different paper is needed to move the car from place to place.

The Car Card and waybill system used by many is a combination of several documents combined into one, The four sided/cycle waybill used actually will complete a series of four places the car is to go usually completing a loop route. The real railroad would use at least four different documents to do the same thing. The CarCard/envelope that holds the 4 cycle waybill represents the Tack Board on the car and conductors paperwork for the train.

For some help check out this group: http://groups.yahoo.com/group/CarCards/

Chicago, I appreciate the helpful info, but as I said in my OP, "I'm not shooting to be prototypical..."

I was specifically creating a small single paper document to track a car in its moves through my layout when doing VI traffic. It is intentionally neither a prototype waybill nor a component of a model car card / waybill system.

Maybe I should create a new name for it?

Sorry. That might have come out harsher than I intended. I might not have been clear enough in my OP that I was intentionally developing something unique to my system. I am interested in the group, and will check it out.

[epumph]

how about VIBill? like why bill or VEE I bill.

[ChicagoNW]

I was just trying to explain why you were looking for that next move line.

After looking at the two documents, here are my impressions.

Your car card look like it stays in the accounting department.

But your switch list which travels with the conductor and engineer does not have pickup or spotting information.

[TwinDad]

I was just trying to explain why you were looking for that next move line.

After looking at the two documents, here are my impressions.

Your car card look like it stays in the accounting department.

But your switch list which travels with the conductor and engineer does not have pickup or spotting information.

Aah. I see. Then I somewhat mis-read your meaning. Sorry about that.

Hmm... I would agree that the car card - err, waybill - err, whateveritis models something that would likely be seen only in the accounting department... but so far it is working for its intended purpose. After another day of modeling with it, the only major thing I've noticed missing is an indication of the I/C to which the car is to be sent at the end of its journey through my layout. I have the routing line, and maybe I could just indicate which I/C to use there, but I think maybe if I could add in a specific line it might help.

Going back and re-reading, this "waybill" or "VI-bill" is - like the model car card / waybill - a conglomeration of a number of real-world documents. It's really a Cheat Sheet for the car, if anything. Maybe I should call it that, instead!!

The switch list is a much rougher first draft, and I haven't even tried to use it yet. Would appreciate suggestions on how to set this up because I've had trouble searching for and finding good explanations on the web.

[ChicagoNW]

If you don't know what to call a standard document give it a form number. That is easier to remember. (Graphic artist trick)

Here are some docs that I've gotten.

[Bryan]

Depending on the version of Excel you have, you can export to PDF... then attach that... the file size should be smaller.

[epumph]

OK Bryan help me out and here is the xls file:


TCIRRVITrackingSheet.xls

Not sure I did this correctly but the file is viewable as a download. It isn't perfect and probably a WIP but it helps.

[Chessack]

Very interesting information.

I've never really understood exactly how one fills out a waybill... still not sure I do, but the FAQs definitely helped a little.

C

[BryanC]

Gene, I believe that all non-image files have to be downloaded in order to view them. As Bryan said, they also need to be Attached (rather than Inserted).

[Bryan]

Gene, that works for me.

As Bryan noted, non image files are attached... only images, videos, and links are inserted.

[TwinDad]

@Gene: Thanks, that's a handy way of tracking things... I just realized I've been completely failing to send ROG messages!!

@Chicago: Thanks for the additional info... that is very, very useful!

[TwinDad]

Made a few tweaks. I renamed the form to a "work order" ... though I really like the idea of a generic form number. Maybe "Form 42" ...

It now has fewer lines for tracking, but each line has a current AND a next location. And I shuffled things up top just a bit, too. I'll try these for a few runs and see how they go.

Waybill.png

Remember, this isn't really supposed to model any particular real-life paperwork... just to help me with my VI tracking. If it's useful to you, enjoy, but you won't find the Nickel Plate using any of these...

[TwinDad]

Oh, hey, Chicago... I see what you mean about the switch list.

You wouldn't happen to have an example of one that's been filled out, would you? I think if I could do a simplified one it would be great for the kids.

[Bryan]

Question: Do you think it would be advantageous to reference this thread in the Operational Guidelines?... just as a note, and to give folks some ideas.

[TwinDad]

Question: Do you think it would be advantageous to reference this thread in the Operational Guidelines?... just as a note, and to give folks some ideas.

I suppose I couldn't hurt. I hadn't intended this as a proposal for anything official, but if others find it useful then that's good.