Process Settlements
Process Settlements is used to Pay Drivers for Trips they have completed, as well as Applying Deductions to their Pay
To access tab: Rate & Pay-> Process Settlements
Click here for information on how to use a data entry window
Field | Description |
Batch Id | The Batch Id can be up to 25 characters in length and should be unique within the system. If you enter an Id that already exists in the system, the batch record will be pulled from the system and can be edited. Otherwise, a new batch record can be created. |
Posted | When a batch has been posted it will mark this box with a check. |
Created by | Name of user that created this Settlement. Record is locked can not be edited. |
Pay by | Which of your companies you are paying this settlement from. |
Date | **Important** Date the Batch will use for Deductions calculation, It will also limit what trips can be added to the batch. For a trip to be available, the final check call needs to be on or before this date. |
Trips count | Total Number of Trips being paid for in this Settlement. |
Settlements | Total number of Settlements being paid out. |
Pay | Total Pay amount Before Deductions. |
Advances | Total of Advances for the Batch. |
Reimbursements/Expenses | Total of Reimbursements/Expense for the Batch. |
Deductions | Total of Deductions for the Batch. |
Total | Total Pay for the Entire Batch after all Deductions/Advances/Expenses have been factored in. |
Select all | Select all settlements on current batch. |
Clear all | Clear all selected settlements on current batch. |
Select Unapproved | Select all unapproved settlements on current batch. |
Delete Selected | Delete all selected settlements on current batch. |
Print Selected | Generates print preview for selected settlements. |
Move Selected | Move selected settlements to a new batch or desired existing batch. |
Email Selected | Email selected settlements to drivers before posting. |
Refresh | Refreshes the listed settlements to update any new or recently edited settlement details. |
Email Selected & Select Unapproved
Settlement preparers now have the ability to email settlements to drivers/lessors prior to posting by selecting the settlements and then “Email Selected.” Also, if drivers/lessors have access to the driver portal, they can approve their settlements before they are posted. Approved settlements will have a gold check mark on them and unapproved settlements will not. You may chose to post unapproved settlements as usual or move them to a different batch to await approval by choosing “Select Unapproved” and then “Move Selected” to the desired batch or a new batch.
Creating New Settlements
When starting a new Settlement click New Batch then save to get your new batch number.
Once you have saved the batch you can go to Add Trip, this will bring up a screen that will filter what Trips you want to add to this Settlement. See image below.
Check all the Trips you want to add to this Settlement, you can use the Select All at the Top to add all. Once all you want are selected hit OK at the top.
Once you have your Trips added to the Settlement you can edit by selecting the pencil next to the trip, you can also check the box next to the shipment and select Remove Selected to remove that trip from the Settlement. See image below.
You can Select Apply Deductions to apply Deductions to this settlement.
You can Add Manual Deductions to the Settlements by Editing the Shipment. For Details See Editing Settlements Below.
Once the Settlement is ready to post select Post at the top and it will Post the Settlements and mark the batch as posted.
Field | Description |
From | First date to include in search. |
To | Last date to include in the search will be the date set in the previous step when creating the batch. |
Trip | Can Search by specific Trip number. |
Carrier | Can Search by specific Carrier. |
Driver | Can Search by specific Driver. |
Invoiced | If Checked it will search for only if Invoiced Shipments during the dates next to it. This can be unchecked. |
Proof of delivery | If Checked, the trip must have Proof Of Delivery in the Document Management Folder. It must have been added by the dates next to it. (So if you add the Proof of Delivery after the date range set the Trip will not show up to be Settled.) |
Non-Revenue | Can add Trips that were Non-Revenue by checking box. |
Payee type | Choose if you are doing Settlements for Company Drivers, Leased Drivers, Carriers, or All. |
Loaded pay plan | Choose a pay plan here and only trips that have drivers utilizing said pay plan will show. |
Editing Settlements
You can Edit individual Settlements inside the Batch, it will bring up a screen like below. To get to this screen, click on the pencil to Edit Settlement next to the settlement you wish to Edit.
Field | Description |
Edit Trip | Click the pencil to go into the specific Trip and make changes. |
Edit Shipment | Click the pencil to go into the specific Shipment and make changes. |
Add Deductions | Click "Add" to add or "X" to delete Deductions that are needed for this settlement here. Deductions can be edited on the right. |
Splitting a Batch
When processing settlements, if you decide you want to separate any specific settlement(s) to another batch or a new batch, you can select the settlement(s) and then click ‘Move Selected.’
You can then select a batch you would like the selected settlements to be moved to or start a new batch.
Document Management
You can add documents to be sent along with the settlement. Documents added to the "Settlement" folder will be sent to the driver along with their settlement.
Reversing a batch
Reverse
Batch reversals can be used to put a posted batch back in the un-posted state. Please note, if the data has already been exported to accounting software, then this feature will not be able to be used.