The system provides an integrated set of features that streamline much of the bookkeeping associated with running a fleet. Docket Killer is the product term used to encompass this functionality within the system.
The key concept to grasp is that if drivers record fares and payment details as each job is completed then the subsequent paperwork is dramatically reduced. This occurs in a variety of ways:
Invoices to account holders for work done on account are produced with virtually no manual intervention
Financial transactions for invoiced work and claims from owners can be loaded into an accounting system such as MYOB or QuickBooks. No data entry is required.
An end-of-shift report providing a complete history of work done on a shift along with a financial reconciliation can be produced in a few seconds. This is particularly useful for fleet-owned cars.
An invoice from bailor (owner) to bailee (driver) for work done can also be generated to assist with GST reporting
Web booking users can have jobs charged to their account. This might remove the need to justify claims as the users themselves have made the bookings.
The following documentation describes the steps that should be taken to make optimal use of the docket killer system. Each step is only briefly described in this document since more details on how to use the individual screens and functionality is covered in the links provided.
The first step in using the dispatch system for processing billing to account holders is to decide what accounts will be set up. This is described in detail in the documentation regarding the edit account page.
1.2) Configuring Properties
There are a number of properties related to Docket Killer. You should go through the specific docket killer properties and set them appropriately in the properties tab of the fleet configuration screen of the fleet management website.
1.3) Fleet Report Information
The reports (such as the invoices and end of shift reports) use the fleet detail information and logo that is set in the details tab of the fleet configuration screen of the fleet management website. You should go to this tab and modify the information appropriately.
1.4) Web Bookings on Account
The express booker system allows account holders to make and manage bookings. They can also indicate that a booking is to be put on an account. This is setup for each express booking user on the accounts tab of the user management page of the fleet management website.
2) Recording Fare Details in Vehicles
The docket killer functionality is based on the fact that drivers record fares at the moment they are paid. The method of recording this data is described in the Android drivers manual.
3) Modifying Fare Details in Fleet Management
If there are any discrepancies or mistakes made by the drivers it can be corrected by call centre manager or other authorized users via the fleet management website. This is described in the documentation on the edit fare information page.
4) Recording Vehicles Expenses
Expenses are factored into the driver end of shift reports and the bailment reports and can be recorded in the vehicle for a shift and they can also be edited in the edit vehicle expenses page of the fleet management website.
5) Account Invoices
The account invoices can be generated from the account invoice management page. This includes a variety of options including the ability to specify account keeping fees, subtotalling, emailing of invoices and export of the data to accounting packages.
6) Operator Invoices
Operator (or owner) invoices for work done can be generated from the operator invoice for account work page. This can be used to generate the required documentation between owners and the call centre for payment of account or subsidy work.
7) End of Shift Report
The end of shift report can be generated from the shift management page. This report is one of the key paperwork reducing items as it facilitates the reduction of tallying all the jobs and receipts at the end of the shift in order to work out the amount that the driver earned after expenses, tolls and tips. The report will also provide an amount that should be given to the driver in cash in order to pay them for the shift (i.e. the owner then collects all account and subsidy work amounts later). The way that this report is used does depend on how the fleet operates with respect to driver payment but fleets would be highly encouraged to investigate and become comfortable with this report as it can be a substantial time saver.
8 ) Bailment Report
The bailment report can be generated from the shift management page. This report provides a summary of a group of end of shift (EOS) reports. This group of EOS could be for a particular car or driver over a period of time or it could be for all of the vehicles owned by a particular person or company. How this report is used would probably be dictated by the processes of the fleet.
9) Working with an Accounting System (MYOB)
The dispatch system can export data in a number of different formats. The most flexible would be CSV format but we also support export for the MYOB accounting package. The section on working with MYOB describes this in detail.