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View Driver Reconciliation

Category:HWeb Agent

Driver Reconciliation

DRIVER RECONCILIATION

 

 

Driver Reconciliation, or more simply Driver Recon, is the process of taking paperwork submitted by drivers at the end of their work day, and comparing (reconciling) the details against the original reservations. The goal is to ensure that all charges that should be passed onto the client are included on the final reservation record. Whereas a drivers pay (and commissions to others) are all based on this information, the reconciliation process is a fairly important step in the billing and payroll processes.

 

SETUP & CONFIGURATION

Before beginning the Driver Recon process, several configuration settings, or rules, must be established first. For example: will ALL your drivers be paid in the same manner (hourly, flat rate per job, or commission perhaps?) and/or will ALL drivers be paid at the same rate? You need to have clearly defined pay policies in place before beginning the setup and configuration of the Driver Recon process. Once in place, you can configure the system to match those policies, by going to the following locations and setting the global options accordingly. Open any HWeb product and go to Tools – Configuration - Advanced Features. Then select and revise each of the following tabs:

 Driver Assign

 Driver Payments

 Driver Recon

 Driver Transactions

Hudson Tech Support will work with you to understand how to setup and configure these items.

 

If your pay rates will be different for different drivers (ex: senior staff are paid a higher hourly rate than new or probationary staff) then you can actually go into the Driver Configuration and set specific pay rates for each and every staff member. This is accomplished by opening any HWeb product and going to Tools – Configuration – Drivers. Within the Driver record, you can go to the PAY tab and set commission rates, hourly rates, bonus rates and determine the Shift Pay type.

 

Once your setup and configuration is complete you are ready to proceed to Driver Recon.

 

HOW IT WORKS:

Driver Reconciliation takes into consideration the concept of a ‘Shift Record’. The Shift record contains the date and time of the work for a particular driver. The shift can be created either automatically as the work is dispatched, by driver sign-in / sign-out or can be manually created at the time of the reconciliation. Once the shifts are created, the basis for the reconciliation has been set and may begin.

 

To locate the Driver Recon, go to HWeb Agent and locate TOOLS in the menu bar. Select Agent Tools - Driver Reconciliation. The Driver Reconciliation dialog module will load. The top half of the module lists the shift activity according to date and driver selection criterion. After setting the specific date or date range to be reviewed, press the ‘Display Shifts’ button and the shifts that have been already or automatically created for the driver(s) and Date(s) will be displayed.

 

If No Shifts are displayed, read the next section entitled Creating Driver Shifts. If your shifts are already displayed, skip the next section and proceed to Shift Details, below:

 

Creating Driver Shifts

Depending on the global configuration settings outlined above, and whether you are using the Vehicle In / Out process to put drivers and vehicles onto the road, it is possible that Driver Shifts are NOT always created automatically within the HWeb System. If that is the case, then some, many or even all Driver Shifts must be created manually before proceeding with Driver Recon.

 

From within the Driver Reconciliation Window

1. Select the button labeled ‘List Potential Shifts’.

2. In the new Potential Driver Shifts window, select ‘Display Shifts’

3. Existing Shifts display in white. Shifts that do not yet exist display in Green.

4. Hold the CTRL key down, and click on each Green row that you wish to build a shift for.

5. Select the ‘Create selected shift(s)’ button.

6. A dialog box will open and indicate: Complete, ## shift records created. Click OK to clear the dialog box.

7. Click the X to close the Potential Driver Shifts window.

8. You are returned to the Driver Reconciliation window and your newly created shifts are displayed.

You are now ready to begin the recon process.

 

SHIFT DETAILS

If you can see a list of shifts, along with driver names, start and end times, etc, you are ready to begin the recon process. 

 

With a drivers paperwork in front of you, locate the desired driver from the list of displayed shifts. Using your mouse, double click the appropriate drivers name. This will open a Driver Shift Detail window. There are several components to this shift, separated out onto different Tabs:

 

‘GENERAL’ TAB SECTIONS

SHIFT SUMMARY DISPLAY - is activated by double-clicking on the shift display line. When activated, a multi-tabbed window comes up. The ‘General’ tab has various sections. In the ‘Hours’ section, the duration of the shift is listed with beginning and end dates, times as well as the calculated duration and status of the shift. In certain instances, it may be useful to change the time and/or date so as to encompass a smaller/larger space of time.

 

SHIFT EXPENSES – is there to enter any expenses that may have been incurred during the shift. These expenses can be set to be fully or partially reimbursable or not reimbursable at all.

 

PAYMENT SUMMARY – is perhaps the most important section. When driver envelopes are opened up and the contents separated, the cash inside the envelope should be immediately recorded and the shift record saved (press the ‘Save’ button done bottom right). In the receipt number, a number can be used for the receipt given to the driver. (Note: for advanced tracking, a date in the format “mm/dd/yyyy” can be used).

 

PAYMENTS TAB – In this tab, the payment method and amount can be changed on a per shift basis. This is useful when driver shift recon is performed as an exception to the rule of those drivers’ commissions.

 

ALL THE OTHER TABS IN THE SHIFT SUMMARY DISPLAY ARE FED IN FROM THE SYSTEM AS THE SHIFT RECORDS ARE GIVEN A ’COMPLETE’ STATUS

 

 

THE NEXT STEP: RECONCILE THE RIDES

The next step is to reconcile each and every reservation that is contained within the shift record. Reconciliation is performed by using your mouse to highlight a drivers name and then pressing the ‘Display Rides’ button on the bottom half of the screen. This action results in displaying a list of all reservations that were assigned to this driver during the work shift.

 

Once the rides within the shift are displayed, they should match the number of reservation contained within the drivers’ submitted paperwork.

 

Highlight the first reservation to be reconciled and then select one of the following options:

 ‘Quick Recon’ where you are simply correcting a preset number of fare components and the payment method.

 ‘Full Recon’, which is essentially bringing you back into the reservation itself where you can edit any or all of the fare comments and re-save the reservation.

 Once the reservation is saved in either Quick or Full Recon, you are brought back to the ‘Display Rides’ dialogue and the ride just reconciled is marked with a blue font to remind you of work now completed. You are placed at the very next ride on the list. Simply proceed down the list until all rides have been reconciled.

 

REPORTING

Payroll reporting can come from two places:

1) The Driver Reconciliation Shift Summary Display

 To print out a Payment Detail or Summary report, simply highlight the Drivers Name in the Driver Reconciliation window and then use your mouse to right-click the driver name. Select from the options displayed on the menu: Print Payment Details or Print Shift Details. Note: If you want to see the report on the screen before printing to paper, be sure to select on the Menu Bar at the top of the window: Options - Print Preview.

2) The HWeb Admin Application

 The second place to get Driver Payment reports is in HWeb Admin application. Go to Reports - Driver& Shift - Driver Payments - Trial Detail. To get a more detailed shift view, select ‘Extended Detail Format’.

 

There is an extensive variety of reports available to you with the Admin application. You are encouraged to browse and print out sample reports from the many templates available to find the view or selection that best suits your company’s reporting needs.

 

 

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