How to calculate and export Driver Payroll data

Driver payroll is a feature that enables you to keep track of your driver attendance and create salary statements. This section centralises information from the below mentioned categories to calculate driver payroll.

1 - My Drivers (Salary, allowance, deductions)

2 - Petty Cash

3 - Vehicle Fuel

4 - Duty specific Billing Items

Once the above four sections are set up, you can calculate your drivers’ salary statements correctly on a monthly basis. Let’s start by understanding how to set up the above 4 sections before we begin using Driver Payroll-

Setup:

Now that you have the above 4 parts set up, let’s understand how to export driver payroll:

Go to Operations - Driver Payroll - click on Attendance. Before you export a report it is important to record your drivers’ attendance for the month.

Here you will see the following:

1- Filter:

Here you will be able to search for a specific driver by name or phone number

2- Date Range:

Select the month date range, while exporting driver attendance please do so for a completed month. If you export a report for an incomplete month the data will not be accurate.

3- Attendance mark:

Click once on the circle if you wish to provide manual attendance.

P means present

A means absent

PA means present absent

4- Attendance from duty:

By clicking on the small gear icon next to driver's name you will be able to automatically view attendance based on the duties the driver has performed for the month.

Export Report:

After recording attendance, click on the top left arrow to go back - now select the driver name if exporting for specific driver - select the month for which attendance has been provided - next to the driver name click on Export Report

Add Custom Row:

If you want to add any additional field that should be mentioned in the Exported Driver Salary Statement you can click on the Add Row button and mention it here.

When you export a driver salary statement, the downloaded PDF will contain the following details:

The driver statement that you downloaded will have an in-depth detailed report of your Driver Salary + Billing Items + Allowances + Petty Cash + Fuel based on what you have entered in these sections.

1 - Payroll Period

The payroll period is the amount of time for which the drivers’ salary is calculated.

2 - Base Salary

Base Salary will be the amount you have entered in the My Drivers section. If the salary is entered in salary per month, the salary displayed on the statement will be the full monthly amount. If salary is entered in Daily wages, the amount shown here will be Daily wages times the number of days your driver is marked as present.

3 - Billing Items

The amount entered here will be the total of all the Billing Items your driver has paid for while performing duties in the selected Payroll period.

4 - Allowances

The amount entered here is the total of all the allowances applicable to your driver based on the duties he/she has performed during the selected Payroll period. The calculation will be based on the custom amounts that you have entered in the Masters > My Drivers section.

Allowances is the calculated total of the different allowances like daily allowance, night allowance, outstation allowance, etc. that the driver is entitled to based on the rates entered in the My Drivers master.

5 - Fuel

If the driver has paid for any fuel transactions in the selected Payroll period, the calculated total will be displayed in the fuel section of the driver's salary statement. Fuel transactions entries in Operations - Vehicle Fuel section marked as ‘Paid by driver’ will be considered in this statement.

6 - Petty Cash

If petty cash was given to the driver while undertaking any duty, it will be displayed in the petty cash section.

7- Addn. Charges

The Amount displayed here will be deductions that you have entered in the Masters - My Drivers section which are to be deducted from the Driver Salary on a monthly basis.