Start by clicking on the expense tab at the top of the page. This will take you to a list of your expenses. If you have not entered any expenses yet then nothing will be displayed. Next click on the add expenses button in the actions box on the right. This is your expense entry page. First choose a category. Fuel is a preset category because it is used for the fuel reports, so you should use it for your fuel. To add more categories choose the add category button and enter the name of your new category. After you have selected a category check the date. It will default to today’s date. If you want to change it then just click on the calendar and select the date of your expense. Next just enter the amount and the description of your expense then save it.
Tip - When creating your expense categories consider your year end taxes. You could create categories to match the ones you use for year end tax returns, or if you want to record more detail you could create more categories then consolidate them at the end of the year.
Tip - When creating your expense categories consider your year end taxes. You could create categories to match the ones you use for year end tax returns, or if you want to record more detail you could create more categories then consolidate them at the end of the year.
Comments
10 comments
Hello Valerian, to delete an expense category > from expense list click on list expense categories > choose the category to be deleted > click edit > click cancel > click delete.
how can I add fuel on a trip after the load is invoiced?
Hi,
You can add fuel at the top under Expenses. If you want to attach it to specific dispatch, it will have to be added to that dispatch.
To edit a dispatch you must delete the invoice created from it. Next edit the dispatch and add the fuel expense to it, then resave the dispatch. You can now recreate the invoice and use the same invoice number and date again if you like.
Thank you
Is there any way to generate a Unit expenses report, or download expenses per unit? Current settings just allow to see the list of expensives, but we can't export or generate a report per unit.
The Unit Revenue Report will list the total dollar amount of the expenses for that unit for the time frame you choose not including driver settlements.
How do you allocate fixed cost like insurance, payments, 2290 tax, UCR and IFTA payments, etc to reflect that expense per dispatch?
Where can I enter driver's deductions to be reflected on his paycheck? Tks
Hello,
You can enter driver deductions in the Driver Accessory Pay box as a negative so it will be taken out of his driver settlement.
Is there a way to break down Driver's Settlement for exactly why we are deducting from his pay for example: if Driver A had been given fuel advances for 1000.00 but his fuel receipts only added up to $697.00 and his tolls were $120.00 so we only have $817.00 in receipts and need to deduct the $183.00 from his pay how can I break that down on the Driver Settlement Sheet?
Also when entering tolls... (the Customer is responsible for paying the tolls and Fuel costs)
what is the best way to enter the tolls so it reflects on their invoices
Hello Jadea,
We will be breaking down owner operators vs company drivers better with expanded areas for adding or subtracting pay (taxable vs nontaxable) and areas to describe the additions or subtractions. Right now the system doesn't let you do that very well to show on the driver settlement.
When creating the dispatch, enter the $1,000 as the Driver Advance, add up the other receipts for a total of $817 and enter it as Driver Accessory Pay. Between the two, it will deduct a total of $183 from his pay. At this point you can describe in detail the Driver Accessory Pay on his settlement when you export to a spreadsheet to tell him what was added or subtracted.Everything you want to invoice the customer is entered in the Fees/Charges section when creating a dispatch. You can enter additional charges in two ways: 1) If you are charging a flat fee, you can add it to the primary fee, or 2) Total it and add it to Additional Accessory Fees. Either way, you can then describe the tolls and fuel costs under the Customer Required Info and it will be shown on the invoice describing them in detail.
Thank you
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