Driver profile: Statements tab (weekly statements: review, adjust, send and lock)

A driver statement (settlement) shows everything a driver earned and owes for a payroll week: the driver's loads, miles, pay, fuel card transactions, adjustments and deductions. This article covers the Statements tab of the driver profile and the whole routine around it: find the week, rebuild it, review it, add adjustments, send a preview, then lock and send the final statement.

Who can do this: users with access to the Statements tab of Drivers. Rebuilding, locking and sending also need their own access, so you may not see or be allowed to use every button described here. The steps are for accounts that run payroll in Accounting → Payroll.

Before you begin

• The compensation decides the statement layout. Per Mile compensation shows the company-driver layout, Percentage the owner-operator layout and Flat (hourly, daily or weekly) the flat-rate layout. Compensations and payroll schedules are created in Settings → Account → Compensations and Settings → Account → Payroll Schedules. See Payroll.
• The week's loads must be entered. A statement is built from the loads the driver is assigned to. See Driver profile: Loads, Stats and Mileage tabs.
• Fuel cards must be assigned to the driver. Fuel purchases and cash advances appear on a statement only when the fuel card is assigned to that driver, in Fuel → Fuel Cards, on the day of the purchase.
• A Payroll Password must be set. Locking, unlocking and deleting an adjustment ask for it. It is set in Settings → Account → Passwords (Payroll Password).
• The Pay to company needs an email address. Statements are emailed to the email address on the Pay to company record, shown in the Payment info card on the driver's Accounting tab.

Open the Statements tab

Open Drivers, select the driver number, then select Statements in the tab bar.

Read the list of statements

The tab lists the driver's statements, one row per payroll week, newest first. To see older or later weeks, change the date range at the top right.

Some cells are coloured:

• % Empty: light yellow up to 15%, darker yellow above 15% and up to 30%, red above 30%.
• Gross: green at or above your account's gross profit target for the driver's type, yellow between the breakeven and the target, red below the breakeven.
• Adjustments: green when the total is above $0, red when it is $0 or negative.

Rebuild a week with Regenerate

OpenRoad builds a statement from the driver's loads, miles, fuel transactions and adjustments. Use Regenerate to build a week that is missing or to rebuild one by hand.

1. Select Regenerate at the top of the tab.
2. In Dates, choose the week. The list offers the weeks of the driver's payroll schedule.
3. Select Regenerate. A message tells you if the payroll was regenerated or failed.

Open a statement and review it

Select the week to open its statement. The top of the statement shows the week, the driver and who the statement is paid to (Pay to), and the Settlement Date.

• Use the buttons at the top to move to the previous or next week, or to another driver.
• Reload rebuilds the statement from the current data. It shows only while the statement is unlocked.
• PDF downloads the statement.
• The padlock locks or unlocks the statement.
• Send Statement emails it to the driver.

Check these parts in order:

1. Loads. Each load of the week, with the Empty miles between loads. The totals row shows loaded (L) and empty (E) miles and their percentages. The miles on a load are the driver's planned route miles when the load has a planned route for the driver, otherwise the miles entered on the delivery stop.
2. Pay on each load. Linehaul, Driver Pay, rate per mile and the other pay columns follow the driver's compensation: per mile, percentage or flat rate.
3. Fuel card transactions. Purchases and cash advances made with the driver's assigned fuel card are added automatically. You do not enter them.
4. Deductions and Adjustments and the Settlement box (see the next section).
5. At the bottom, the lock and unlock log shows who locked or unlocked the statement and when.

The Settlement box shows the final amount: green when it is above $0, yellow at $0 and red below $0.

Add adjustments and deductions

Use an adjustment to add money to a statement (for example a reimbursement) or to take money out (for example an escrow payment or a repayment). Adjustments are managed in two tables on the driver's Accounting tab: Recurring Deductions and Adjustments and One-Time Deductions and Adjustments. See Driver profile: Accounting tab.

You can also add one to a single week from inside its statement:

1. In Deductions and Adjustments, select the +.
2. Fill in the New Adjustment window:

- Description (required): what it is for. It appears on the statement. - Amount: a positive amount adds money to the driver's pay. A negative amount (for example -45) deducts money. Amounts are fixed dollar amounts: a percentage of the driver's earnings cannot be entered. - Frequency: One Time, Weekly, Monthly or Every 30 Days. For the repeating ones an end date field also appears. With no end date the adjustment applies until you remove it. - Date: the start date. A One Time adjustment applies to the statement of the week that contains this date. - Category fields for your accounting or payroll integration (for example Paycor, Paylocity or Sage). They appear only when that integration is set up on your account.

1. Select OK. The statement is rebuilt.

To change or remove an adjustment, use the pencil or the trash icon next to it. Deleting asks for the Payroll Password. A locked statement cannot be changed: unlock it first.

Send a preview to the driver (optional)

A preview lets drivers check their statement before it is final. It does not lock the statement and does not mark it as Sent, so you can still make changes.

1. Go to Accounting → Payroll.
2. Select the week at the top and check the due date shown under it.
3. Make sure the Drivers tab is selected.
4. Tick the statements you want to preview.
5. Select Send Previews and confirm. OpenRoad emails each driver a PDF of their statement.

To see a PDF yourself, use the PDF column on the driver's Statements tab or the PDF button on the statement.

Lock and send the final statements

Lock a statement once it is final. A locked statement cannot be changed, and neither can its adjustments. On Accounting → Payroll:

1. Select the week at the top.
2. Optional: select the eye icon on a row to open that driver's statement.
3. Tick the statements, then choose one option:

- Lock only: select the red padlock in the table header and enter the Payroll Password. The green padlock next to it unlocks. - Lock and email: select Send and confirm. OpenRoad locks the ticked statements, emails them to the drivers and marks them Sent.

To send one driver's statement, open it and select Send Statement. This emails the statement and marks it Sent. It does not lock it: use the padlock next to it for that.

Other buttons on the Accounting → Payroll page:

• Combine PDF: one PDF of the statements you ticked in the checkbox column on the far right of each row.
• Show All Statements: show only the locked or only the unlocked statements. The list next to the search box filters the drivers by W2 or 1099 type.
• Export buttons such as Export, Export to Sage or Export to Paycor depend on the accounting or payroll software set up on your account.

Frequently asked questions