Statements

This tool allows you to charge the accounts of drivers/couriers, and generate statements as XLS files. Then they can be sent to the bank or used in your accounting system.

To go to the report, select the Reports section →Finance→Statements.

How to use the tool

To create a new statement, click the “+” button to the right of the section name.

Set filters.

Filters consist of two sections:

1. Drivers.

Work terms. You can select all drivers, or only employees with a certain term.

Status. Lets you display all employees with a certain status in the statement. For example, only working employees.

2. Amounts.

“Leave on the account at least”— the minimum amount that must remain on the account of the driver/courier after the charge. The charge will only be processed if the account balance after the charge is above the limit.

“Maximum payment”— the largest amount that can be charged from the account of the driver/courier. It won’t be possible to charge more, even if the employee’s balance is sufficient.

“Minimum payment”— the smallest amount that can be charged from the account of the driver/courier. It won’t be possible to reduce the account by any smaller amount.

Note. For example, you set an account limit of at least 1,000, with a maximum payment of 1,000 and minimum payment of 500:

●      If the balance is 1,500, 500 will be charged

●      If the balance is 1,700, 700 will be charged

●      If the balance is 2,500, 1,000 will be charged

●      If the balance is 1,300, there won’t be a charge

●      If the balance is 900, there won’t be a charge

After setting the filters, click the Create Draft button to generate the statement.

Using statements

A statement is a table where each driver has their own row.

The table consists of five columns: Full Name, Phone Numbers, Driver’s Balance, Work Terms, For Payout.

Note. Values in the Full Name column are clickable.When you click the full name, the driver/courier card will open in Fleetroom.

The number in the For Payout column is the amount that can be charged from the balance of the driver/courier, taking into account the filters. You can change the payout amount individually for any driver/courier, regardless of the filters.

Just click the Edit button next to the amount, enter the new value and click Save to confirm the change.

The total amount of all charges is displayed under the list of all drivers/couriers, i.e. how much money you need to pay your drivers/couriers.

Next to the Total are additional commands under the table:

1. Bank fee. If your bank charges a fee when you pay your employees, you can set it as a percentage.

You can also set a minimum fee to be charged from each driver’s account. This fee can be larger than the actual bank fee you pay yourself.

Note. We suggest you warn your employees in advance that they’ll also be charged a bank fee. 2. The option to download an XLS statement to your device to send to the bank for execution, or to an accounting system (for example, 1 °C).

To download, click the arrow icon on the right. 3. You can delete a draft statement by clicking the red Trash Bin icon. 4. Charge button. After setting all the filters and custom settings, and specifying the bank fee amount, click Charge to charge the drivers' accounts.

Note. We recommend doing this after you complete payouts to your employees.

A saved statement can be reused. To do this, open the Reports section →Statement, and open the previously created statement by clicking its status.

Note. The Balance of a driver/courier is virtual and required to control how much you owe them. Charges from a Balance don’t affect the actual transfer of money to your current account, and does not create a payment order with us.