Process Settlements

Navigation: Rate & Pay → Process Settlements

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Process Settlements is used to pay drivers for completed trips and apply deductions to their pay.

Batch Fields

Field	Description
Batch Id	Automatically generated by the system when a new batch is created. You can type an existing Batch ID into this field to open a previously created batch.
Posted	Checked if this batch has been posted.
Created by	Displays the user who created this batch. This field is locked and cannot be edited.
Pay by	Displays which company this settlement is being paid from.
Date	The date the batch uses for deduction calculations. This date also limits which trips can be added — a trip's final check call must be on or before this date to be available for settlement.
Trips count	The total number of trips being paid in this batch.
Settlements	The total number of settlements being paid out in this batch.
Pay	The total pay amount before Advances, Expenses, and deductions are applied.The total reimbursements and expenses for this batch.
Advances	The total advances for this batch.
Reimbursements/Expenses	The total reimbursements or expenses for this batch.
Deductions	The total deductions for this batch.
Total	The total pay for the entire batch after all deductions, advances, and expenses have been applied.
	Batch Actions
Select all	Selects all settlements in the current batch.
Clear all	Clears all current selections.
Select Unapproved	Selects all unapproved settlements in the current batch.
Delete Selected	Deletes all selected settlements from the batch.
Print Selected	Generates a print preview for the selected settlements.
Move Selected	Moves selected settlements to a new or existing batch.
Email Selected	Emails selected settlements to drivers before posting.
Refresh	Refreshes the settlement list to reflect any recent edits.

Driver Approval Workflow

Settlements can be emailed to drivers or lessors before posting by selecting them and clicking Email Selected. If drivers or lessors have access to the driver portal, they can approve their settlements prior to posting. Approved settlements will display a Blue checkmark. Unapproved settlements can be posted as normal or moved to a separate batch to await approval by using Select Unapproved followed by Move Selected.

Creating a New Settlement Batch

Click New Batch, then save to generate a new batch number.
Click Add Trip to open the trip filter screen. Set your filters and select the trips you want to include. Use Select All to add all results at once, then click OK.
Once trips are added, use the pencil icon next to a trip to edit it, or check the box next to a trip and click Remove Selected to remove it from the batch.
Click Apply Deductions to apply any active deductions to this settlement.
Manual deductions can also be added by editing an individual settlement (see Editing Settlements below).
When the batch is ready, click Post to submit the settlements and mark the batch as posted.

Trip Filter Fields

Field	Description
From	Enter the first date to include in the search.
To	Enter the last date to include. This will default to the batch date set when creating the batch.
Trip	Search by a specific trip number.
Carrier	Search by a specific carrier.
Driver	Search by a specific driver.
Invoiced	If checked, only trips with invoiced shipments within the specified date range will appear.
Proof of delivery	If checked, the trip must have a Proof of Delivery document in the Document Management folder added within the specified date range. Proof of Delivery added after the date range will not cause the trip to appear.
Non-Revenue	Check this box to include non-revenue trips in the results.
Payee type	Select whether to settle for Company Drivers, Leased Drivers, Carriers, or All.
Loaded pay plan	Select a pay plan to filter results to only trips where the driver is using that pay plan.

Editing Settlements

To edit an individual settlement, click the pencil icon next to the settlement you wish to edit.

Field	Description
Edit Trip	Click the pencil to open the trip record and make changes.
Edit Shipment	Click the pencil to open the shipment record and make changes.
Add Deductions	Click Add to add a deduction or X to remove one. Deductions can be edited in the panel on the right.

Splitting a Batch

To move one or more settlements to a different batch, select the settlements and click Move Selected.

You can then choose an existing batch to move them to or create a new batch.

Document Management

Documents added to the Settlement folder in Document Management will be sent to the driver along with their settlement.

Reversing a batch

A posted batch can be returned to an unposted state by clicking Reverse. Note that if the batch data has already been exported to your accounting software, the reversal will not be available.