Trip Sheet - Expenses

Trip Sheet - Expenses - screen 4 of 4

Expenses tab is the most important screen in the whole program. This is where you record your expenses and get the instant readout of your stats for this trip.

The top portion of the screen allows you to enter your fuel stops and the lower provides a way to record ANY expenses that truck driver have on a trip. The fields on this screen as well as in the rest of the program are optional, however the more detailed the records the more precise the tax and IFTA data will be.

(First example - no advances)

Fuel stops

The fuel stops are rather straightforward. A fuel stops record takes date (defaults to the dispatch date) current mileage (optional) The location (Town name) the US state or a Canadian province, the fuel stop name (Some provided by default, or enter your own), truck fuel amount, cost, trailer (reefer) fuel amount and cost. Hit “Add” button to add a fuel stop.

The fuel stops on the trip sheet would look like this:

FUEL - TRIP 12910-back
 | Date    | State   | Location     | Vendor        | Gallons | Total price | Reefer Fuel | Total Price |
-+---------+---------+--------------+---------------+---------+-------------+-------------+-------------+
  8/1/2007      AZ    Winslow        Flying J        210.71    $0,625.61     12.61         $0,037.44      
  8/1/2007      NE    North Platte   Flying J        178.31    $0,534.76     0             $0,000.00      

(See [complete trip sheet printout here])

If driver makes a mistake entering a fuel stop, the fuel stop in question can be selected, changes made. To save a changed fuel stop press "Replace" button.

Drivers fueling in Canada enter the liters as shown on the receipt. The software will convert it from liters to gallons if the "State" selected is a Canadian province.

If you are using [Fuel account] (See [Preferences - Software settings]) the fuel purchase will be automatically deducted from that [Fuel account]. This will NOT change any of the financial data for the trip. The fuel account is there only to track the balance on the fuel account if the driver is using a fuel card.

Miscellaneous expenses

This is a driver defined expense. The driver can define any expense type on the Expense drop down box. We recommend tracking "maintenance" and "parts" type of expenses under [Maintenance tab], however this is your choice, as long as you are consistent. If you are using [Accounts] and have a [Maintenance account] to which you charge your truck services, or parts then you definitely should record those expenses under [Maintenance] because expenses recorded here are deducted from the ["Cash" account] only.

Trip status (paid, unpaid, question)

The truck driver can optionally flag the trip as any of those three stages. This is handy when the driver is searching for the trips, runs statistics etc.

Advance

Advance field is NOT for tracking personal advance!

This is to track the money some drivers take as an advance to run the trip. The trip expenses such as Fuel, miscellaneous expenses, and services charged to cash account will be deducted from the advance first, and the advance is deducted from the total trip pay. Once the advance balance is depleted the expenses will deep in to the remaining pay for the trip (the trip pay minus advances).

This is not for tracking personal advance, but advance to run the trip.

Above is the example of the trip without any advances. Further below you will find the same trip where driver took $2,600 in advance.

In the first screen shot the Revenue and the Payout are the same because there is no advance taken. In the second however the drover has left with $555.52 on hand and since the advance comes off the top of the trip pay the money toward the pay check are negative $176.28.

This is a typical case when driver over advances himself.

The deductions ARE NOT deducted from the advance. Deductions are deducted from the paycheck, thus from the top of the trip pay. See Accounts for more information on the deductions.

On this screen you see total deductions $460.80 and if you look closer at the pie chart you will see “Insurance 2” account hit this trip with the deduction of monthly insurance payment of $460.80

The blue area also shows some stats for this trip. Such as no fuel surcharge recorded, Pay per estimated mile comes to $1.58 (the trip is recorded with Flat rate), the make per hub mile is what the driver makes per actual odometer mile on this trip. The cost per hub mile turned out to be high $1.37, this is the total cost including all the fuel and all the deductions and expenses. The price per gallon shows the average fuel price on this trip (record is made in 2007) and the MPG is the average fuel mileage for the last 5 trips.

What to do when your refrigerator fuel is reimbursed?

You have two options:

Option One: The simple way to deal with it is to create a Miscellaneous expense category and record the amount spent on reefer fuel there. This way it will appear on your settlement. You can record the reefer gallons but leave the amount blank, and record the amount under Miscellaneous expenses.

Option two: Record reefer fuel as you do truck fuel, then add the total for the reefer fuel as an "Extra Pay" on the load assignment page. This way it will cancel out the purchase thus "reimbursing" you for it.

What to do when your lumpers are reimbursed?

Record the lumper fee on the stops screen with the stop on which this payment occurred. At the end of the trip look at the lumper total and add that figure under Extra pay under Load Assignment sheet.