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      Expense Module

      This article summarizes how to add your Expenses to LoadOps

       

      In this article

      1. Overview

      2. Expense Categories

      3. Add Expense

          3.1 Add Fuel Expense

          3.2 Add Other Expense

      4. Delete Expense

      5. Filter Expenses

      Overview

      Location: Finance ▶️ Expenses

      Using the Expense Module, you can add all your company expenses, along with any supporting documentation, and manage them in one place.

      Expense Categories

      There are two types of Expense Categories: Fuel Expenses and Other Expenses.

      Fuel Expense, as the name implies, is an expense related to a fuel purchase.

      Under Other Expenses, the following are some of the expense categories associated:

       
      CATEGORY DESCRIPTION
      Additional Stop The amount of money paid to the driver for an additional stop
      Bonus Any bonus paid to the driver or employee
      Detention The amount paid to the driver for detention
      Dispatcher Payment Any money paid to the dispatcher for the service provided
      Driver Payment Any money paid to the driver for the service provided
      Factoring Charges The amount of money paid to the factoring company for the service provided
      Fuel The amount of money spent towards fueling a truck or a reefer trailer
      Fuel Purchase The amount of money paid to purchase fuel for tractor, trailer, or the reefer unit
      Fuel Surcharge The amount of money paid for the fuel surcharge
      Insurance Health The amount spent on medical insurance
      Insurance Trailer The amount spent to insure trailers from any physical damages or accidents
      Insurance Truck The amount spent to insure trucks from any physical damages or accidents
      Lease Tractor The amount of money paid for leasing a tractor
      Lease Trailer The amount of money paid for leasing a trailer
      Maintenance Any money spent to keep your truck or trailer in optimal condition, such as maintenance and operations
      Other Expense Any expense not categorized in the given list of expense categories
      Parking The amount of money paid for parking
      Partner Carrier Payment Any money paid to partners or third-party carriers for the service provided
      Permits The amount spent to obtain/renew any permit
      Physical DOT The amount spent for the physical examination by a licensed physician or medical examiner listed on the Federal Motor Carrier Safety Administration (FMCSA).
      Purchase Tractor The complete or partial amount of money paid for purchasing a tractor
      Purchase Trailer The complete or partial amount of money paid for purchasing a trailer
      Rent The amount paid for renting facilities
      Repair Any money spent to keep your truck or trailer in optimal condition, such as repairs and operations
      Roadside Assistance Any money spent on roadside assistance
      Tag The amount paid for a tag
      Toll The amount paid on tolls
      Utilities The amount paid for utility services
       

      Add Expense

      You can add Expenses to LoadOps from the Import Option (Import Data) available under Settings.

      You can also import the data within the Finance ➡️ Expenses ➡️ All Expenses section by clicking on the Upload button as shown below.

      You can import fuel expenses and other expenses individually by clicking on Fuel Tab (represents fuel expense) or Other Expense Tab (three horizontal dots), respectively as shown above.

      To add an Expense manually, go to Finance➡️ Expenses ➡️ All Expenses ➡️ Click on "Add Fuel Expense"  or "Add Other Expense" as shown below.

      Add Fuel Expense

      Please follow the attached workflow on how to add Fuel Expense (Add Fuel Expense)

      For fuel, it is mandatory to associate an equipment type with the expense. 

      To add a Fuel Expense, please go to Finance> Expenses> Fuel and add click "Add Fuel Expense" as shown below.

      Transaction Details

      Under the Transaction Details: 

      1. Select whether the fuel expense is from Company Card/Cash or Non-Company Card/Cash
      2. Enter the Gross Amount which is mandatory
      3. Enter the Discount Amount which is optional
      4. Select the date for the Expense
      5. Expense Amount will be the difference between Gross and Discount Amount
      6. Select the Expense Paid to and Paid by 
      7. Enter the Reference # and Fuel Card

      Fuel Details

      Under the Fuel Details:

      1.     Select the Fuel Type
      2.     Enter the Fuel Quantity (US Gal)
      3.     Enter the TruckStop
      4.     Select the State
      5.     Enter the Description

      Associations

      Under the Associations:

      1.     Select the Terminal
      2.     Select the Load ID
      3.     Select either Tractor or Trailer
      4.     Select the Tractor ID or Trailer ID
      5.     Upload Receipt
      6.     Select Needs Review if the expense needs to be reviewed
      7.     Click Add Expense 

      Settlements

      Click the "+" button adjacent to Settlements, as shown above, to associate either Driver or Tractor Settlement to the Expense.

      The Expenses can be attached to Driver and/or Tractor Settlements.

      If you select the expense as Company Card/Cash, it will be a deduction in the settlements, if you select Non-Company Card/Cash, it will be a reimbursement in the settlements.

      Select either Driver or Tractor and Driver name or Tractor ID, and enter the Amount.

      Add Other Expense

      Please follow the attached workflow on how to add Other Expense (Add Other Expense)

      To add other Expenses, please go to Finance> Expenses> Fuel and add click "Add Other Expense" as shown below.

      Transaction Details

      Under the Transaction Details:

      1. Select whether the fuel expense is from Company Card/Cash or Non-Company Card/Cash
      2. Enter the Gross Amount which is mandatory
      3. Enter the Discount Amount which is optional
      4. Select the date for the Expense
      5. Expense Amount will be the difference between Gross and Discount Amount
      6. Select the Expense Paid to and Paid by 
      7. Enter the Reference # and Fuel Card

      Associations

      Under the Associations:

      1.    Select the Terminal
      2.     Select the Load ID
      3.     Select either Tractor or Trailer
      4.     Select the Tractor ID or Trailer ID
      5.     Upload Receipt
      6.     Select Needs Review if the expense needs to be reviewed
      7.     Click Add Expense 

      Settlements

      Click the "+" button adjacent to Settlements, as shown above, to associate either Driver or Tractor Settlement to the Expense.

      The Expenses can be attached to Driver and/or Tractor Settlements.

      If you select the expense as Company Card/Cash, it will be a deduction in the settlements, if you select Non-Company Card/Cash, it will be a reimbursement in the settlements.

      Select either Driver or Tractor and Driver name or Tractor ID, and enter the Amount.

      Delete Expense

      You can find all the Expenses under Finance▶️Expenses.

      You can delete an Expense by selecting the expense in the checkbox and clicking "Delete" at the bottom of the screen.

      You can change the status of the Expense from Need Review to Reviewed and vice-versa by clicking "Change Status" as shown above.

      Click on the Square Box shown below to maximize the Expense window.

      You can delete an Expense by clicking three vertical dots symbol and click Delete Expense.

      Filter Expenses

      You can filter Expenses by Status, Company/Non-Company Card, and Expense ID as shown below.

      Click on All Filters as shown above to apply a wide variety of filters.

      Click on the settings or gear icon adjacent to the All Filters option to show/hide columns as shown below.

      You can also download all the Expense details by clicking on "Download Table Data" as shown above.