Logging a waste collection

Logging a collection is the daily act on this screen, and it has its own button in the header: Log a collection. The two rarer things sit behind More waste actions beside it, New season ticket and Import a paper note, because a ticket is set up a few times a year and importing history is catching up rather than working.

The drawer, section by section

The sheet is titled Log a collection and subtitled "A one-off collection. For a recurring collection under an existing season ticket, use the season ticket instead." It is four sections and a signature.

Who took it away

Two named routes, not a checkbox: A carrier collected it, or We took it away ourselves. Picking a carrier opens the carrier list; picking self-haul shows the registration you saved under Setup and asks for the vehicle instead. A self-hauled collection is recorded with no carrier on it at all, and the database enforces that, so you will not find your own company in the carrier list.

The waste

An EWC code picked from a shortlist of the ones a cleaning business actually produces, with a free field for anything else (six digits, from the full List of Wastes). Then a plain-English Description, a Quantity and its Unit, and the Container it went in: a wheelie bin, a skip, sacks. All four are required, because all four are required on the note.

Transfer

The Date and Time it happened, optionally the Client and Site it came from, and the Place of transfer. That last one pre-fills from the site and is editable, because waste is not always handed over where it was produced.

Who received it

Optional, and headed as such. A name, and their signature if they are standing there. Left blank if nobody took it from you.

Above the form sits a repeat picker rather than a field of it: if you have logged something like this before, it fills the form from the last one. It is hidden when you are importing a paper note, because a digitised note records something that already happened and is not a pattern to continue.

Signing, and the hierarchy declaration

At the foot of the drawer, before the button, is a box that has to be ticked: "I confirm the waste hierarchy — prevention, preparing for re-use, recycling, other recovery, then disposal — was applied to this waste". That declaration is a legal requirement on a transfer note rather than a CleanFlo invention, and it is why it is a tick rather than a paragraph you scroll past.

Then you sign. Your signature takes a finger, a stylus or a mouse, and the hint says where it ends up: "This mark prints on the note and appears on the copy the carrier and the client see." Sign and save writes the note, confirms with "Collection logged and signed.", and opens the record.

Hand it over

The moment it is saved, CleanFlo shows a sheet headed Hand it over, subtitled "One signature is on the note. The second one finishes it." Its heading names the problem exactly: You have signed. Kernow Waste Services Ltd has not.

Two routes out, and the first is the one to take whenever you can.

They are here, hand them the device

"They see what they are taking, sign it, and the note is finished before they drive off." It shows the carrier a plain summary of the load, asks for their name, their vehicle registration and a signature, and closes the note there and then.

They are not here, send them a link

"Copies a link that opens this one record. They sign it from their own phone." The link shows that one note and nothing else, and it stays valid.

Once both signatures are on, the sheet says Signed by both parties and reminds you of something easy to forget: the carrier is entitled to their own copy. Print their copy produces the note; Copy the link sends it. Finish this later is always available, and a note left half-signed shows in the register as Awaiting the carrier until it is closed.

Reading the register

The Collections tab is every collection ever logged. Search runs over the waste, the EWC code, the consignment code, the address and the client, and the filters narrow by date, client, carrier, waste class and state. Six columns, of which the last is the one that does the work.

The State column does not say what last happened to a note. It says what the note is still waiting for, which is the only reading that tells you whether to do something about it.

Every row carries a short reference, which is a handle for quoting a note down the phone ("the one ending 4F2A") rather than a legal identifier. A hazardous consignment has a real consignment code the law recognises, and that always wins.

One note, opened

Any row opens the note itself. It is headed Waste transfer note, or Hazardous waste consignment note where the load was hazardous, with the waste as its title and the reference, the state and the date underneath. Two actions: Copy share link and Print.

Under the head, before the note itself, is the Chain of custody: every signature the note needs, in order, ticked or outstanding, with who signed and when. For an ordinary transfer that is two links. For a hazardous consignment it is the four parts by name.

Then the note, in the sections a transfer note actually has: the waste, the transferor, the carrier, the transfer, the waste hierarchy declaration and the signatures. On a hazardous consignment those sections are labelled by their parts instead, and a fifth appears once the return is in.

Hazardous waste, and Part E

Ticking This is hazardous waste in the drawer changes what is being written. It is no longer a transfer note, it is a consignment note, and it asks for more: a Consignment code as printed on the paper note, the Physical form the waste was in, and its Chemical composition. For a cleaning company this is the drum of solvent, the box of fluorescent tubes, the spent chemical from a deep clean.

A consignment does not finish when the carrier drives away. The site that receives it has to send back its own copy saying what it did with the waste, and until that arrives the consignment is open. CleanFlo says so plainly on the record: Part E has not come back yet, with the explanation that "until then this consignment is still open, and CleanFlo has no record of what happened to the waste after it left."

Notes that already exist on paper

More waste actions → Import a paper note is for history: "A transfer that already happened, on paper, before you were recording them here. Copy across what the note says — it is locked as an archive the moment you save it, not signed again." The button reads Save the record rather than Sign and save, and the row reads Imported from paper for ever after.