Income & Expenses
Select from the main menu to get to this screen.
This is a very important part of Rig Expense Tracker. Please take the time to understand how income and expenses are input and tracked.
You have the ability of tying an income or expense directly to a load, or as an overall truck entry, or as an overall entry not tied to any truck or load. Examples of entries are:
The truck needed maintenance, such as an oil change. This is not something that you can typically tie to a specific load, but it is an expense to the truck. This would be entered as a truck-only expense.
You stopped for lunch after dropping off your load. You are empty and deadheading to your next pickup. The cost for your lunch cannot be tied to a load, nor is it a truck expense. This would be entered as an overall expense that is not tied to any specific truck or load.
You received payment for miles driven for a specific load. This would be input as an income entry and tied to a truck and to a specific load.
We will get to entering income and expense data in a bit.
There are two grids on this screen; one for showing income, and one for showing expenses. Each grid will show the following information for each entry:
Month, day, and year
How paid type and code
You may sort the records in these grids by clicking on the corresponding column heading. Entries may be show in an ascending or descending order. Simply click on the heading again to reverse the order.
By default, you will be shown all records for the current month and year. You have complete control as to which records are shown. The box that houses the month and year have controls that will allow you to move forward and backwards between months and years. There is also a T button that will always take you back to the current month and year. On the right side of the box, there are two check boxes that are normally checked. By unchecking the top box, you will see all records for the entire calendar year. If you uncheck the bottom box as well, you will see all records ever input.
You may also limit your display using the controls in the "Limit Data Shown To:" box. This is initially set to "No Limits (Everything)." You may further limit the display to:
Truck (No Loads). For the current truck, it will show you the overall records for that truck only that are NOT tied to any specific load. Use the Truck button to select a different truck.
Truck + Loads. This will show all records for the truck, plus any loads for that truck.
Load Only. This will show you the entries made for the indicated load only. Use the Load button to switch to a different load.
Overhead Only. This will show you only those entries that are not associated with a truck/load.
Truck (Loads Only). For the current truck, it will show you only the records that are tied to loads.
Use both the month/year and the "Limit Data Shown To:" controls to limit or expand the data being shown. The Income, Expenses, and Balance tallies will reflect the entries being shown.
Adding an Income or Expense Entry
Each grid comes with its own set of control buttons. The first button + is the add button and will take you to the Add New Entry screen. This is a busy screen, but is very easy to operate. By default, each entry will try to attach itself to the current truck and load. If you do not want this entry tied to a load, then you must check the box stating that it is "Not Load Specific." If you do not want this entry tied to a specific truck, then you must check the box stating that it is "Not Truck Specific." You may use the Truck button to select a different truck, and the Load button to switch to a different load.
Every entry is tied to a date. Use the drop-down on this control to input from a calendar display.
Every entry must have a category. Initially, there are a handful of categories defined. These are for fuels stops and maintenance entries. Please do not change them. If the category is not in the pull-down list or in the "Quick Picks" on the right, then please type in the category EXACTLY as you wish it to appear. Please note that a category is either income or expenses; you cannot have the same named category for both income and expense entries.
The description may be selected after the category has been entered. Descriptions are "learned" and will appear in the "Quick Picks" for future selection.
The amount of the entry is entered next. There is a calculator at the end of this field available to assist if needed.
The remaining fields on this screen are not required. You may indicate the type of payment made, a corresponding check number (or code), and a brief memo for what it was for.
For expense entries tied to a load, you may indicate that the expense is reimbursable. This will allow the expense to appear on the load invoice. (See Edit Load for more details on load invoices.) The reimbursable amount field may be entered manually or may be calculated as a percentage of the expense amount.
Images may be associated with an entry. Click the button, locate the image file, and click the Open button. Once the image has been selected, you can click the Image button to view the image. You may also right-click on the entry in the grid and view it from there.
For income entries, you may assign a driver to the income entry. Doing so will allow you to use this income entry as part of the gross pay calculation in the Pay Your Drivers feature. If you assign the income entry to a truck and load, then load information will be sent over to the Pay Your Drivers feature as well and print on the Pay Stub. Once an income entry has been used on a driver payment, the "Driver Paid?" will be marked so that it does not show up on another driver payment.
For expense entries, you may assign a driver to the entry. Doing so will allow you to use this entry as part of the section 4 entries in the Pay Your Drivers feature. Once an expense entry has been used on a driver payment, the "Driver Paid?" will be marked so that it does not show up on another driver payment.
Click the OK button to save your entry.
Deleting an Entry
The second button is the delete button. It will delete the record currently indicated in the grid. (The indicator is the yellow triangle in the furthest left column in the grid.) You will be asked to confirm your deletion.
Editing an Entry
The third button is the edit button. It will edit the record currently indicated in the grid. Alternatively, you may double-click on the grid entry. This will open up the Edit Entry screen, which looks exactly like the Add Entry screen. Make whatever changes you need to make and then click the OK button to save it.
The fourth button is the summarize button. It will summarize the grid by category. Click the button again to turn summarizing off.
Reversing a Sign
The + / - button will reverse the sign on the indicated entry. It will make a positive number negative, and a negative number positive. It will not move an expense entry to the income grid and vice versa.
Pushing an Entry to an Open Settlement
The To Settlement button will push a non-settled entry to an open settlement. You will only see this button when there are one or more open settlements. To use this, select the entry in the grid to be pushed to a settlement, and then click the To Settlement button. You will be presented with a grid of all of the open settlements. Select the settlement and then click Ok. You will be asked to confirm the push. Once pushed to a settlement, it will be removed from the grid.
All of the categories and descriptions may be edited via the button at the top of the screen. See Category Maintenance for more details.
Income & Expense Reports and Export
Reports for income and expenses may be accessed via the button at the top of the screen. See Income & Expense Reports for more details. Data exporting is also available on that screen.
Recurring Income & Expenses
Recurring entries for income and expenses may be created via the button at the top of the screen. See Recurring Income and Expenses for more details.
Grid Display Information
Trucks and loads will appear in the grid using their internal numbers. To determine what truck or what load it is, right-click on the entry and truck/load information will appear in the pop-up.
An entry may appear with its description underlined. This means that there is an associated website address. Right-click on the entry and click on the website address to go to that website. The category look-up will display to provide any logon and password information for that site. Use the copy buttons to copy the logon or password to the Windows clipboard for pasting. Website information is entered on the category maintenance screen.
There are two ways to search for income & expense entries. You may right-click on an existing entry and select "Search for more like this item." You may also click the Search menu item at the top of the screen. See Income & Expense Search for more information.
If you attached an image to an entry, you may view the image by right-clicking on the entry and selecting it from the pop-up menu. Images may be assigned when adding or editing the entry.
Moving or Removing Income and Expenses from a Truck
On the File pulldown menu, there is an option to Move or Remove I/E Records for a Truck.