Setting Up and Paying Drivers (Weekly Driver Pay Program)

Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700

Setting Up and Paying Drivers (Weekly Driver Pay Program)

In this tutorial, we will cover setting up company drivers and how to process their

weekly pay.

Creating individual driver files

Entering their pay rates (per mile, percentage)

Setting up automatic weekly deductions

Printing driver pay sheets

Printing checks/drafts

1. From the accounting menu, choose setup menu


2. From the setup menu, choose setup file

3. Once in the setup file, press the number 0 to be brought to the screen below.

If you are paying your drivers on a weekly basis – you MUST make sure that the

permission “Post Individual Pros to AP” is Marked “N”

Press “U” to update and adjust – press esc esc to save once you are finished

1. We will now go through adding your drivers to the system and setting them up

appropriately.


2. Choose AP Reports

3. Choose Driver Pay Reports

4. Choose Driver Line Haul Pay Setup


5. Choose add a driver

6. Fill in the Drivers info – make sure Carrier is marked Y

Only the fields in green are required to continue. (hint: city and state will auto fill if you

enter the zip)


7. Press Esc Esc to save – and the message below will appear. Press enter.

8. Fill in any other pertinent info for this driver. If checks are payable to anyone but

the driver, make sure to fill that in under “Checks Payable To”

9. Hit Esc Esc to save, then X to exit

Once you see the menu below, highlight remit to and payment terms and press enter


10. If you are paying your drivers outside of the system – you will mark Pay by

Draft/ACH as “Y”

If you will be cutting the drivers checks out of Aljex, you can enter “N” or Leave blank

Press Esc Esc to save

1. Highlight contractor deduction setup and press enter

This is where you will setup your driver for weekly pay and for any automatic weekly

deductions.


2. Weekly automatic deductions – anything that needs to be setup to be subtracted

from the drivers pay on a weekly basis. (ex. Child support payments, workers

comp, rent, etc)

If you have made it this far in the tutorial, this mean that you are indeed paying your

drivers with the weekly driver pay option. Go ahead and Mark “Y”.

Pay carrier this % of accessorials – if pay your driver a set % of accessorials being

charged to the customer, enter that % here – The Aljex system will do the calculations

for you.

Press esc esc to save and continue

3. Highlight add vendor to the driver file and press enter.


4. Once you are on the main page of the driver file, press the number 2 to be

brought to the screen below.

If you pay you driver by the mile, or a % of the Line Haul, fill in that info below.

Press esc esc to save - then X to exit

5. Finally, highlight I am finished adding and press enter


6. Continue on to add more drivers, or say “N” to exit driver setup

7. At any time after the driver is added to the system, you have the option to set up

any one time deductions. – From the Driver Pay Reports Menu, highlight “One

Time Driver Deductions” and press enter

8. Go to add a deduction


9. Fill in who the driver is, the amount , and reason for the one time deduction. See

the note at the bottom of the screen – Also please note that this will only deduct

from the drivers check once. You must set this up anytime you want a deduction.

For automatic weekly deductions, see driver weekly deduction screen.

We will now show you the process of paying your drivers

1. Go to accounts payable


2. Go to AP Reports

3. Go to Driver Pay Reports

4. Go to Print and Post Driver Pay


5. Select Driver Pay Sheets (unposted to AP)

6. Enter in the appropriate time period for which you are paying your drivers. You

can select “work date to work date” (which will go off of the date “loaded” in

dispatch), “deliver date to deliver date”, or “ship date to ship date”

Records with No Rates – do you want the drivers pay sheet to print if they had a

shipment that fell between the entered dates, but no rate was entered for the driver

Show Revenue – This will print the drivers pay sheet showing the amount charged to the

customer

Press esc esc to run the pay sheets


7. Press enter to pull up pay sheets as a PDF


8. Now that you have run the pay sheets – we now need to post the drivers pay.

This will create the purchase journal so you can create the check/draft. Go back

to print and post driver pay

9. Highlight post driver pay and press enter

10. Enter in the selection criteria again for the shipments you would like to post

(most likely the same criteria used to print the pay sheets). Press esc esc to

continue


11. Confirm that you wish to post - Y

12. To print Checks/Drafts for the drivers pay that you just posted, go back to the

accounts payable menu and choose Purchase Journal

13. Select Print Checks/Drafts for Selected


14. Depending on your check style, choose the appropriate option

15. If you pay drivers outside of the system and have entered Pay by Draft/ACH “Y”

in their driver file, you must now go back to the Print Checks/Drafts for selected

option and choose Print Drafts.


Documents

Setting Up and Paying Drivers (Weekly Driver Pay Program)