Easy Trucking Software Quick Start Guide Part 2
Once you get Easy Trucking Software you naturally want to get going with it as quickly as you can. So, let’s outline the steps needed to start quickly with Easy Trucking Soft-ware
Getting Started With Profit Per Mile
We will start with Profit Per Mile. When you click on the Profit Per Mile button it takes you to the trip entry screen for Profit Per Mile.
The first thing you need to do to enter a new trip is to enter a date in the top left field and then you should enter the loaded miles you are entering into for this trip and the deadhead miles to pick up this load.
The next line has a drop down list which shows you what you entered in the password and setup screen. Just select the truck number and the drivers name will be entered for you. If you want to keep track of the trailer number enter this next and the load status.
When you click on the load status it will drop down a menu of the various states of the load whether it be just called in, assigned, loaded or delivered. If you want to add to those click on the edit on the bottom of that list and you can add anything you like in.
The next field over is the Pro Number and that can be used for anything you want to identify this load.
The next field over is the trip number and Easy Trucking Software will auto fill for you.
That takes us to the Shipper and Receiver area. When you enter a shipper or receiver the first thing you must do is enter a unique ID for each shipper/receiver.
This will identify them and you will be able to select them from a list in the future. So enter an ID and then the name, address and phone for that shipper/receiver.
One of the time saving features of Easy Trucking Software is if you enter the zip code Easy Trucking Software will auto fill the city and state.
It is important to fill in the from and to fields if you are invoicing as this information will appear on the invoice when printed.
The next area is a load description where you can keep track of what you hauled, what it weighted, bill of lading, and seal numbers. And to the right of that there is a notes area. Below this is the tool bar, which we’ll discuss later.
The next place you should go is the income tab.
Here you will enter the money you received for hauling the loads.
For example, if you hauled a load on January 2, 2007 it should appear as 1/2/07 and the payee can be blank or you can enter the name of the company paying you.
The next area is the category and that is a drop down box and it has several categories already assigned and you would usually choose revenue for your income.
One thing to notice if you go all l the way down to the bottom and click on edit it will bring up a box where you can add additional categories.
If there is no line for a new category, just click on the end of a category so your cursor is flashing and press the enter key on your keyboard that is above your shift key.
Using this method you can add as many categories as you want.
You can also select all the categories, copy them, past them in a text document, rearrange them as you wish, paste them back into the categories for your own customized category list.
To get out of the category box, just click on OK.
The next field is the income field. This is where you would enter the amount of money you received for the load. Here is the way to enter an advance in Easy Trucking Software.
Lets say that you had a $2,000 load and you received $1,000 advanced. You would enter that into Easy Trucking Software as an advance of $1,000 and revenue of $1,000 to make a total of $2,000 for the load. If you look at the bottom of that screen you will see the net profit and total income for this trip. That income total must equal what you were paid for the load.
Then there is a second line underneath the date/payee category field, this is the description field. In here you can keep any notes you want up to 8 pages of notes.
The next thing you should do is click on the expense tab.
That almost looks like the income tab and pretty much works the same way. You enter the date, payee, category and cost. Underneath, description and hours that you worked on your truck, if you want to keep track.
Again on the bottom, you’ll see net profit for this trip and it will total the expenses for this trip. You can enter as many expenses as you want.
Here’s a tip - if you want to enter monthly expenses that you don’t want to show on individual trips, click on the entry screen, new button, enter a date within the month you want your expenses to appear, click on the expense tab and enter your expenses. Such as insurance, licenses, phone costs, etc.
The next tab is the invoice tab.
If you need to invoice, you can do this quickly and easily. The information will be pulled in from the trip entry screen and on the bottom right is an area for bill to. This is who will receive the invoice.
To quickly fill in the invoice, just click on the quick fill button. If you want to edit any of the information on the invoice, just click on the invoice text box and make your changes, then click on the print invoice button.
The next tab is statistics and this is pretty much automatic. Easy Trucking Software will maintain this page for you and give you a readout of stats for this month, quarter and year.
The last tab is reports.
This is where you can find out how you are doing with Easy Trucking Software. You must put in a beginning and ending date and click on whatever report you want. Such as profit and loss report. You can also add the shipper ID, receiver, bill to, truck number, trip number to bring up those reports.
The last thing is the tool bar on the bottom, which is self-explanatory. Every trip you want to enter you would enter new.
When you click on sort it will bring up a box allowing you to sort.
Delete - deletes the current trip
List view takes you to a full list of all trips
Menu you takes you to main menu
Find allows you to find info quickly in Easy Trucking Software . If you click on that it will blank out the entire screen and you can type in any field that you are looking for and press the enter key above the shift key on your keyboard and Easy Trucking Software will find only those trips that match that info.
You can then go back to list view and scroll through the list to find what you are looking for. When you use the find button, be sure to click on the find all button after you complete your search.
The next 4 buttons are for navigation.
The go first button takes you to the first trip you entered.
Back record takes you back one trip.
Forward record takes you forward one trip,.
Go last takes you to the last trip you entered.
The next button is the calc button and it will bring up windows calculator for you.
Then there is the HELP button which brings up the Help and the QUIT button which allows you to quit Easy Trucking Software.
One last thing, one of the most powerful features in Easy Trucking Software is the list view.
When you click on the list view Easy Trucking Software will show you a list of all the trips that you’ve had entered. Every field in list view is a button and will find what you clicked on. For example, if you want to find all the loads that you picked up at XYZ company, if you click on any XYZ in the FROM column it will find all the loads you picked up from the XYZ company.
The same is true for truck number, trip number, load status, from, to and balance due.
You’ll notice the very first column on that screen consists of small green buttons. When you click on that button, it will take you to the trip entry screen of that trip.
To go back to the data entry screen, you can click on the data entry screen.
To go back to the main menu, click on the menu button.
Easy Trucking Software