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

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

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

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

5. 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.

6. 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.

7. 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.

8. 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.

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

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

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

12. 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.

13. 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.

14. 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.

15. 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.

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

17. 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.

18. 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.

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

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

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

22. 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 asking for the details to be entered.

23. 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.

24. 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.

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

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

27. 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.