How to Create a Trip
Click on the Trip button from the trip page. Follow these directions for each section: Driver, Truck, and Expenses.
Driver
Click on the pull down arrow to find your driver's name. If you haven’t created a driver yet, click on the create new driver link. The driver entry window will open for you to enter all of your driver information including default payment type (base pay). Click the save button at the bottom of the entry window.
After you save this information your driver will be part of your permanent records. The next time you enter a dispatch you will simply use the drop down arrow and select your driver.
Manual Pay- If you want to enter the driver’s pay each time on a dispatch, type it there. If the driver’s profile lists him as Load Pay Percentage or Per Mile, this entry box will not be here and the system will calculate his base pay automatically.
Accessory Driver Pay- This is where you would enter any extra pay you would like the driver to receive other than his base pay for the dispatch.
Driver Advance- If you paid the driver in any money in advance, such as for fuel, enter it here. This amount will show on his driver settlement report and be deducted from his base pay.
Add Driver- This blue link is to add a second driver for team drivers. This is not for split loads, only dispatches that both drivers make the entire run together. Each driver will be paid according to the default payment type in their profile.
Truck
Click on the pull down arrow to find the truck’s number. If you haven’t created a truck yet, click on create a new truck. The truck entry window will open for you to enter all of your truck information including initial location date and address. If you need to change the initial location, click on the create a new initial location link, not the edit link. After you save this information your truck will become part of your permanent records. The next time you choose the same driver this truck will automatically fill in to save time.
Trailer- Click on the pull down arrow to find the trailer’s number. If you haven’t created a trailer yet, click on create a new trailer. The trailer entry window will open for you to enter all of your trailer information including initial location date and address. If you need to change the initial location, click on the create a new initial location link, not the edit link. After you save this information your trailer will become part of your permanent records. The next time you choose the same truck this trailer will automatically fill in to save time.
Odometer- (Optional) Enter your odometer reading from the start or end of the dispatch.
Loads
Check the boxes next to the loads you are adding to this one trip.
Routing Stop (optional)
Routing stops are optional. PC*Miler will run the best practical route for a large truck, but sometimes the driver took another path. You can enter a routing stop to send the routing software along a different path so that your miles are correct. For example, you have a dispatch going from Maine to Wisconsin and do not want the truck taking the shortest path (through Ontario). Create a stop named “Routing Stop Cleveland”, with the city and state being Cleveland Ohio. This will route the truck along the path it actually took, south of the Great Lakes, right through Cleveland.
Fuel Expenses
Expense Date- Click on the calendar icon and enter the date that the expense was incurred.
Amount- Enter the total dollar amount spent.
Assign to Trip- If you select Yes, the trip will be pre-selected
Gallons- Enter the total gallons purchased (up to 2 decimal places).
Odometer- Optional, for your records.
Fuel Vendor- Click on the pull down arrow to find your fuel vendor’s name. If you haven’t created a fuel vendor yet, click on the blue create a new fuel vendor link. The fuel vendor entry window will open for you to enter all of your fuel vendor’s information. After you save this information your fuel vendor will be part of your permanent records. The next time you need this fuel vendor just start typing the first three letters of the fuel vendor’s name and you will see it in the search window.
Assign Routing Stop If you select this box, the location for the fuel vendor will be incorporated into the PC Miler Route.
State- Click on the pull down arrow to find state you purchased the fuel in.
Include on Driver Settlement?- This is where you can choose to either Reimburse the driver or Deduct the fuel amount on the driver settlement from the drop down box.
Reimburse Driver- If this is selected, the dollar amount entered above will be added to the driver settlement for that driver automatically.
Deduct from Driver Pay- If you want to deduct the fuel from the driver on the driver settlement, you would need to leave the top amount field blank. The top amount field would be used only if it is a company expense. When you select "deduct from driver pay, there will be entry fields that appear below that say "deduction amount" and "deduction memo". You will enter the amount that will be deducted from the driver settlement under "deduction amount" and you can enter a deduction memo in the field below. The deduction memo will also appear on the driver settlement. (see example below)
Truck Expenses
Category- Select the category that the expense would fall under.
Add Category Button- You can create categories to divide your expense as you need them.
Expense Date- Click on the calendar icon and enter the date that the expense was incurred.
Amount- Enter the total dollar amount spent.
Reimburse Driver- If this is selected, the dollar amount entered above will be added to the driver settlement for that driver automatically.
Deduct from Driver Pay- If you want to deduct the fuel from the driver on the driver settlement, you would need to leave the top amount field blank. The top amount field would be used only if it is a company expense. When you select "deduct from driver pay, there will be entry fields that appear below that say "deduction amount" and "deduction memo". You will enter the amount that will be deducted from the driver settlement under "deduction amount" and you can enter a deduction memo in the field below. The deduction memo will also appear on the driver settlement.