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How do I add an expenses rule?

EXPENSES rules contain the split tables that dictate how the expenses (tolls, parking, fuel, carwash, miscellaneous ) are shared between a driver and the company. You can create multiple rules (e.g. for Driver_Contractors_General, Driver_Owner_Tolls, Driver_Owner_Misc, etc.) and assign them on a driver by driver basis.

Expenses can be of two kinds in terms of reporting: First, the expenses that are added to the passenger bill as Surcharges and are therefore reimbursed by the passenger. This type of expenses are registered under the payment method in which the transaction was done; and Second, the expenses that are not part of passenger bill and are directly posted to the Driver Ledger by the Owner/Manager/Dispatcher as a standalone Item. This type of expense is always registered under the “Other” payment method.

 

  • To create a new EXPENSES rule, go to PREFERENCES > EXPENSES
  • Press on + ADD RULE button on the upper right corner of the widget
  • Enter the Name of the rule. This Expenses rule will appear on the Expenses Rules list under this name.
  • There are 5 split tables for each Expenses Rule, based on 5 types of payment methods. Each transaction between a driver and a passenger can be one of four kinds: Cash, Mobile (Credit Card App), Credit Card (Terminal), or Corporate. The 5th method - “Other” is reserved for the payments posted into the Driver or Corporate Ledgers by the Owner/Manager/Dispatcher from within the Admin Panel. The payment method is automatically determined for each transaction and the respective split table is applied to the amounts in each category.
  • All 5 split tables function exactly the same way.
  • Each table has Company and Driver rows that denote which party the field value belongs to.
  • Each table also has the same 2 columns: Paid and Incurred
  • Paid - which party actually paid for the expenses and what share of it.
    e.g. Parking is primarily paid by the driver in most of the cases. So, if you are creating the Expenses Rule for parking expenses, in the Paid column of the applicable payment method (could be all 5, or just the first 4 and have a different split for the “Other”) table, Driver would have 100% and Company would have 0%;   
  • Incurred - which party should end up covering the expenses and what share of it.
    e.g. If the Driver and the Company have agreed that they always split the expenses equally but the driver usually pays for the carwash out of his pocket (and most likely the carwash would not be paid for by the passenger) then in the Paid column of the Other table, Driver would have 100% (Company would have 0%) but in the Incurred column they would both have 50%.
  • Once done, press on the SAVE button to add the Expenses Rule.

 

NOTE THAT
You can always go back and edit / delete any of your Expenses Rules later.

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