Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
Setting Up and Paying Drivers (Weekly Driver Pay Program)
In this tutorial, we will cover setting up company drivers and how to process their
weekly pay.
Creating individual driver files
Entering their pay rates (per mile, percentage)
Setting up automatic weekly deductions
Printing driver pay sheets
Printing checks/drafts
1. From the accounting menu, choose setup menu
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
2. From the setup menu, choose setup file
3. Once in the setup file, press the number 0 to be brought to the screen below.
If you are paying your drivers on a weekly basis – you MUST make sure that the
permission “Post Individual Pros to AP” is Marked “N”
Press “U” to update and adjust – press esc esc to save once you are finished
1. We will now go through adding your drivers to the system and setting them up
appropriately.
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
2. Choose AP Reports
3. Choose Driver Pay Reports
4. Choose Driver Line Haul Pay Setup
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
5. Choose add a driver
6. Fill in the Drivers info – make sure Carrier is marked Y
Only the fields in green are required to continue. (hint: city and state will auto fill if you
enter the zip)
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
7. Press Esc Esc to save – and the message below will appear. Press enter.
8. Fill in any other pertinent info for this driver. If checks are payable to anyone but
the driver, make sure to fill that in under “Checks Payable To”
9. Hit Esc Esc to save, then X to exit
Once you see the menu below, highlight remit to and payment terms and press enter
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
10. If you are paying your drivers outside of the system – you will mark Pay by
Draft/ACH as “Y”
If you will be cutting the drivers checks out of Aljex, you can enter “N” or Leave blank
Press Esc Esc to save
1. Highlight contractor deduction setup and press enter
This is where you will setup your driver for weekly pay and for any automatic weekly
deductions.
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
2. Weekly automatic deductions – anything that needs to be setup to be subtracted
from the drivers pay on a weekly basis. (ex. Child support payments, workers
comp, rent, etc)
If you have made it this far in the tutorial, this mean that you are indeed paying your
drivers with the weekly driver pay option. Go ahead and Mark “Y”.
Pay carrier this % of accessorials – if pay your driver a set % of accessorials being
charged to the customer, enter that % here – The Aljex system will do the calculations
for you.
Press esc esc to save and continue
3. Highlight add vendor to the driver file and press enter.
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
4. Once you are on the main page of the driver file, press the number 2 to be
brought to the screen below.
If you pay you driver by the mile, or a % of the Line Haul, fill in that info below.
Press esc esc to save - then X to exit
5. Finally, highlight I am finished adding and press enter
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
6. Continue on to add more drivers, or say “N” to exit driver setup
7. At any time after the driver is added to the system, you have the option to set up
any one time deductions. – From the Driver Pay Reports Menu, highlight “One
Time Driver Deductions” and press enter
8. Go to add a deduction
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
9. Fill in who the driver is, the amount , and reason for the one time deduction. See
the note at the bottom of the screen – Also please note that this will only deduct
from the drivers check once. You must set this up anytime you want a deduction.
For automatic weekly deductions, see driver weekly deduction screen.
We will now show you the process of paying your drivers
1. Go to accounts payable
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
2. Go to AP Reports
3. Go to Driver Pay Reports
4. Go to Print and Post Driver Pay
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
5. Select Driver Pay Sheets (unposted to AP)
6. Enter in the appropriate time period for which you are paying your drivers. You
can select “work date to work date” (which will go off of the date “loaded” in
dispatch), “deliver date to deliver date”, or “ship date to ship date”
Records with No Rates – do you want the drivers pay sheet to print if they had a
shipment that fell between the entered dates, but no rate was entered for the driver
Show Revenue – This will print the drivers pay sheet showing the amount charged to the
customer
Press esc esc to run the pay sheets
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
7. Press enter to pull up pay sheets as a PDF
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
8. Now that you have run the pay sheets – we now need to post the drivers pay.
This will create the purchase journal so you can create the check/draft. Go back
to print and post driver pay
9. Highlight post driver pay and press enter
10. Enter in the selection criteria again for the shipments you would like to post
(most likely the same criteria used to print the pay sheets). Press esc esc to
continue
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
11. Confirm that you wish to post - Y
12. To print Checks/Drafts for the drivers pay that you just posted, go back to the
accounts payable menu and choose Purchase Journal
13. Select Print Checks/Drafts for Selected
Aljex Software Inc. 463 Union Avenue Middlesex, NJ 08846 732.357.8700
14. Depending on your check style, choose the appropriate option
15. If you pay drivers outside of the system and have entered Pay by Draft/ACH “Y”
in their driver file, you must now go back to the Print Checks/Drafts for selected
option and choose Print Drafts.