Configuration

Before Driver settlements can be generated, configurations must be completed. Driver commissions are calculated on Orders Delivery charges, Extra Fees and Fuel Surcharge. 

Driver Deductions and Additions

Driver Deductions and Additions are added/updated in Dispatch Science under Settings>Configurations>Driver>Deductions/Additions:

By default, there is no deductions/additions in Dispatch Science.

1) Open Settings>Configurations>Driver/Deductions/Additions

2) Click on a deduction/addition in the list to update it (it can be deleted or updated)

3) Click on New Deduction/Addition button to create a new deduction/addition:

4) Enter the required name and optional second language name

5) Select the type

6) Select the unit either as a % of the total Driver Payout or a fixed $ dollar value

7) Enter the amount.

The unit and amount can be changed when adding the addition/deduction to the Driver however the type cannot be changed.

8) Click on Save.

Settlement Cycle

In order to generate Driver settlements, each Driver needs to be associated to a Settlement Cycle.  By default, Dispatch Science provides a default set of Settlement cycles but these can be modified.

Settlement Cycles can be found under Settings, Configurations, Driver, Settlement Cycle:

1) Open Settings>Configuration>Driver/Settlement Cycles

2) You can delete cycles that are not used by clicking on the garbage can located on the right of the row. You will be asked to confirm the deletion. 

If the cycle is used in a Driver, you will not be able to delete it.

3) You can edit a cycle by clicking on its name and you will be able to rename it.

4) You can create a new cycle by clicking on the New Settlement Cycle button:

5) Enter the require description and option second language description then click on Save button.

Payout Schedule

A payout schedule needs to be configured and associated to the Drivers. 

The Payout Schedule is located under Drivers, Payout Schedules.

1) Open Drivers then click on Payout Schedules.

Once created, payout schedules cannot be deleted but they can be modified.

2) Click on New Payout Schedule button:

3)  Enter a required name and set the % on delivery, fuel surcharge and extras.

The Commission on extra fees are calculated as a percent (entered in the payout) of the maximum allotted percent that is entered on the extra fee. 
Fuel surcharge commission is calculated from the fuel surcharge calculated on the order (regardless of the percent commission entered on delivery and extras) or if a Driver fuel surcharge schedule is set on the Account, using the amount calculated with that schedule. 

4) Check the Pay fuel surcharge commission on predefined payout if you want fuel surcharge to be paid when a fixed amount is entered as the delivery payout on an order.

5) You can also override the extra fee commission on specific extras by adding Extra Fee Override. In this case, the percentage entered for that extra fee will be used on top of the maximum percentage on the extra fee. 

6) Click on Save.

Driver Setup

In order to generate driver settlements, the following should be setup in the Driver Details in the Driver Options section:

Payout Schedule: Setup commission % for delivery charges, fuel surcharge and extra fees (see above)

Settlement Cycle: The settlement cycle is a grouping field used to filter the drivers when generating the settlement reports (see above)

Settlement Template: Report used to create the driver settlement.

Driver Options

1) In Driver details, click on Edit in the Driver options section:

2) Select a payout schedule, a settlement cycle and a settlement template then click on Save

Note: The orders will only be available on Driver Settlements once the above have been setup. Any orders delivered before the above is setup will not show up on the driver settlement.

Driver Deductions and Additions

Driver deductions and additions can be subtracted/added to the driver settlement. 

See above how to create deductions and additions. 

These are setup in the Driver Details in the Settlement Deductions/Additions section:

1) In Driver details, click on Edit in the Settlement Deductions/Additions section.

2) On the left hand side, the list of available deductions and additions is displayed:

3) You can search a deduction or addition by typing its name in the Search bar. This will automatically filter the list. To see the entire list, delete the search criteria in the search field.

4) Check the box of the addition (showing as a positive number) or deduction (showing as a negative number) to add to the selected list on the right.

5) Enter the date window and check the override checkbox to override the calculation type ($ or %) and value then enter the value. 

Date window:

Null date window: Deduction/addition will be deducted/added starting at the next driver settlement with no end date.

From date: Deduction/addition will be deducted/added starting at the next driver settlement following the indicated date.

To date: Deduction/addition will be deducted/added on each driver settlement until indicated date.

From and to date: Deduction/addition will be deducted/added on the next settlement after the indicated date and will stop at the last settlement before the indicated date.

The End Date in the Generate Driver Settlement must be contained between the Deduction/Addition Start and End Date. If the End Date in the Generate Driver Settlement is AFTER the above End Date or is BEFORE the above Start Date, the Deduction/Addition will not be added to the Driver Settlement.

Driver Settlements are generated by Company. An Order is associated to an Account and an Account to a Company (see under Settings, Companies).
Deduction/Addition with $Unit are ONLY applied on Orders from Accounts associated to the Default Company (company with a star beside its name under Settings, Companies) to ensure that the same dollar amount is not removed from every Company Orders. 
Deduction/Addition with %Unit will be deducted from every Company Settlement.

6) To remove a deduction/addition, click on the beside the name of the deduction/addition to remove. The deduction/addition will return to the left hand side list and can be added at any time.

7) Click on Save when done.

Account Setup

An account can be set to enable the Verify before Driver settlement flag on create order. This will add the flag automatically on each order create for the account. 

1) Open an account and click on Billing Options then scroll down ot the Verify Orders Before Driver Settlement:

2) You can set to have all orders set as Verified before settlement by selecting All Orders.
You can set to have only order where the commission changed as verify before settlement:

- Manual update of commission: the commission was manually updated on an order

- Commission increase: the commission increased after the order has been dispatched to the Driver

- Commission decrease: the commission decreased after the order has been dispatched to the Driver

3) Click Save when done.

Orders

Set an Order to Verify Before Driver Settlement

When editing an order, you can set to verify before driver settlement by selecting from the menu or it can be done automatically 

This will add to the order and will show and will prevent driver settlement of the order until it is removed.

This can be used to ensure driver returns documentation needed for invoicing on an order. 

Set an Order Ready for Driver Settlement

When editing an order, you can set an order to Ready for Driver Settlement by selecting it on the menu:

This will remove the flag from the order. 

Driver Settlement

Access the driver settlement from Drivers > Settlements

View Driver Settlements

1) Open Drivers then click on Settlements

2) You will see the list of driver settlements already created. You can open a driver settlement by clicking on its settlement #. This will open the driver settlement report.

Note: You can search for a driver settlement by entering the driver number, name or an order ID in the search field.

Generate Driver Settlements

1) Open Drivers then click on Settlements

2) Click on Generate Settlements, select the Settlement Cycle, enter the End Date (any Orders that have not yet been settled with a delivered date less than or equal to the End Date in the past 3 months will be included in the list), enter the Document Date (this is the date displayed on the Settlement report for the Driver) then click on Search:

3) The list of Drivers with their Orders will be displayed in the list. Any Orders that are in the To Verify column will not be included in the Driver Settlement. To include this, see how in the above section section called Set an order ready for driver settlement. 

Settlements are generated by Companies (see Settings, Companies if you have more than one Company).
Driver Additions/Deductions of type $ will only be added/deducted to a Settlement from Accounts' Orders associated to the Default Company (Company with a star under Settings, Companies) if you have more than one Company.
Driver Additions/Deductions of type % will be added/deducted on every Settlement regardless of the Accounts' Orders' Company. 

4) Select the drivers that should be settled from the list (clicking the checkbox beside Drivers in the list will select all).

5) Scroll down to the bottom and click on Generate button to generate the settlements.

Change a Driver Settlement Status

When a driver settlement is generated, its status will be unpaid. At this stage, the driver settlement report is only visible in Dispatch Science.

Once verified, driver settlements can be set to Sent by using the Change Status menu on the driver settlement row. This will make the driver settlement visible on the Driver App if Show Settlements option is checked on the Driver Profile's General Options.  

A driver settlement can be set to Paid from the Change Status menu on the driver settlement row. 

Driver settlement status can also be mass udpated using the batch tool. For more information, please review this article: Batch Tool

Once a driver settlement is generated on an un-invoiced order, the order will indicate that if the settlement is changed on a driver that is already paid, the driver settlement report will not be changed. You will need to cancel the settlement for that driver and regenerate it after the change.

Driver commission, once manually entered, will not recalculate automatically but they can be updated.

Driver Commission on Order Details

Once an order is dispatched and accepted or picked up by a driver, the driver, with his commission, shows up on the Driver Info tab in the Order details and on the order details in the Dispatch Board.

Update Driver Commission

1) Open an order and click on Driver Info tab

Note: This tab is only visible on the Order Details when an order is dispatched to a driver and driver has either accepted the order or picked it up as well as when the order is delivered. 

2) Click Edit, update the driver commission and click Save.

3) Once a driver commission is edited on an order, the commission will no longer calculate automatically. An icon and a message will be displayed on the driver info tab to indicate that the commission was manually updated and that if the order is change, the commission will not recalculate automatically.

The same message and icon will also display on the Dispatch Board on the order details and when viewing the driver payout.

Add a Driver on an Order

You can add a driver on an order without having to dispatch and have the order picked up.

1) Open an order and click on Driver Info tab

Note: This tab is only visible on the Order Details when an order is dispatched to a driver and driver has either accepted the order or picked it up as well as when the order is delivered. 

2) Click Edit, click on Add Driver Payout

3) In the search field Other Drivers, start typing the driver code or name. The driver list will show filtered. Select the driver and enter his/her commission then click on Save.

4) Once a driver is added on an order, the commission will no longer calculate automatically. An icon and a message will be displayed on the driver info tab to indicate that the commission was manually updated and that if the order is change, the commission will not recalculate automatically. A new icon will show to indicate more than one driver is associated to the order: