SmartMove Taxi Dispatching System Base Operator Training (Part 4 - bookkeeping) May 2017

Core Concept Driver records payment details Drivers are required to record how the fare was paid.

End of Shift Report Page 2 The end-of-shift report lists all the work. Available to drivers through the driver app.

End of Shift Report Page 1 Front page of end-of-shift report gives an analysis of the shift.

Match with Meter Total Record meter total at logon and logoff Meter totals can be requested from driver. These are shown on the end-of-shift report.

Recording Expenses Driver can record expenses. These also appear on the end-of-shift report. Need to record who made the payment and who is ultimately responsible for the payment. Appropriate adjustments made on the end-of-shift report.

Fare Discrepancy Report List jobs where fare record is different from meter Fare discrepancy reports lists jobs where the fare declared by the driver differs from the fare obtained from the meter.

Meter Discrepancy Discrepancy with meter totals reported on end-of-shift report. End-of-shift report will highlight any inconsistency between the meter readings and the recorded fares.

Generating Invoices Once fares are accurately recorded SmartMove can generate invoices to account customers.

Fixing Mistakes If drivers make mistakes they can be corrected on the website. Any changes are recorded and listed on the booking details report.

Paying Operators The invoices from owners to the base for account work can be generated.

Work on Account Often details can be put in booking Applies particularly to school runs Wherever possible account details should be attached to the booking.

Complex Bookings Use F4 for complex billing Where necessary multiple payment records can be attached to a booking. Typically it is 50% on subsidy and 50% on account.

Special Options Can have expiry date on account, eg transport after accident Can have password on account Can require special fields, eg Veterans Affairs (appointment time) Can require entry of odometer When an account is created it is possible to set special options.

Exporting Data To MYOB and QuickBooks Invoices totals are exported For MYOB, account name must match MYOB card exactly. The invoice totals can be exported to MYOB or other accounting package. Note only totals are exported. Look in SmartMove if more details required.

Bailment Report The bailment report summarises the shift reports and can be used to help prepare the GST tax return.

Connecting the Meter Easier if meter is connected to SmartMove. Generally simple if meter is connected to EFTPOS terminal For Schmidt meter may need a ‘protocol converter’ box Important to get settings right in SmartMove. See installation guide.

Credit Card Processing Two methods of payment With SmartHail booking app With pre-registered credit card Need to create account with Stripe to collect fees. Credit cards can be handled in one of two ways Have card details attached to booking Have card details attached to SmartHail app Need to open an account with Stripe. Payments are made to nominated bank account. No card details are kept by SmartMove.

App payment Passenger registers card in app Passenger can register card on the My Details page of the app.

App payment Driver requests app payment If the trip can be paid with the app the driver is given an App button.

App payment Driver advised that payment is authorised The driver is notified when the payment has been approved by the passenger.

Credit Cards with bookings Invite passenger to register card To use a credit card with a phone booking, the passenger must register the card. The passenger will be sent an e-mail asking for the details to be entered.

Credit Cards with bookings Driver claims payment If payment can be made with pre-registered credit card then the driver is given the Reg Card button.

Credit Cards with bookings In the vehicle. The driver must be able to enter the last four digits of the card. These must be obtained from the passenger.

Credit Cards with bookings Driver informed that card has been debited. Driver is advised if the card has been successfully billed.

Credit Cards with bookings Passenger gets receipt. The passenger gets a tax invoice including a map showing the route taken.

Credit Cards with bookings Payments are treated like other account work Any excess goes to fleet Full instructions given in separate document. Costs nothing No reason not to use it.

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