# FleetLume v12 Payroll, Fuel Slips, Rate Confirmations, and Cheque Printing

FleetLume v12 adds a controlled weekly driver-payment workflow to the v11 enterprise operations platform. Accounting can generate weekly statements from delivered loads, include eligible fuel activity, review adjustments, approve statements, prepare sequential cheques, print payment documents, and issue payments while keeping an audit trail.

## Weekly payroll workflow

1. Open **Finance → Payroll & Cheques**.
2. Select **Create Weekly Pay Run**.
3. Choose the period start, period end, pay date, and either one driver or all active drivers.
4. Choose whether to include fuel activity.
5. Generate draft statements.
6. Review each statement and add any salary, bonus, reimbursement, advance, or deduction adjustments.
7. Approve statements individually or use **Approve All Drafts**.
8. Enter the starting cheque number, cheque date, and funding account.
9. Select **Prepare Sequential Cheques**.
10. Print the weekly statement pack or the prepared cheque batch.
11. Review each cheque and issue it individually to mark the statement paid and update accounting.

## Automatic statement items

For the selected weekly period, FleetLume can add:

- Pay for delivered, invoiced, or paid loads assigned to the driver.
- Percentage pay based on the load rate.
- Per-mile pay based on recorded load miles.
- Fixed driver-rate items.
- Approved or posted fuel reimbursements.
- Issued fuel cash advances as deductions.
- Manual earnings, reimbursements, bonuses, deductions, and signed adjustments.

A load, fuel transaction, or fuel allocation can only be imported into one pay statement. This prevents duplicate weekly payment.

## Pay statements and slips

Each statement includes:

- Driver and weekly pay-period details.
- Itemized loads, reimbursements, fuel activity, and deductions.
- Gross earnings.
- Reimbursements.
- Total deductions.
- Net pay.
- Approval and payment status.
- Cheque number and status when applicable.

Accounting can print one PDF slip or a complete browser-printable weekly statement pack. Drivers can view and download only their own weekly pay statements from **Payments & Payslips**.

## Fuel pay slips

Each fuel allocation includes a printable **Fuel Allowance / Advance Slip** showing:

- Driver or carrier recipient.
- Related load and truck.
- Fuel funding method and account.
- Planned miles, target MPG, recommended gallons, and recommended amount.
- Authorized amount in numbers and words.
- Spent and remaining values.
- Validity dates, notes, and signature lines.

Approved fuel reimbursements and cash advances can also flow into the weekly driver statement when fuel inclusion is enabled.

## Rate confirmation printing

The load workspace includes **Print Rate Confirmation**. The generated PDF contains:

- Broker/customer and carrier details.
- Driver, truck, and trailer.
- Load reference, commodity, weight, mileage, equipment, and service level.
- Carrier rate, dispatch fee, and carrier net.
- Pickup and delivery stops with schedules.
- Operational terms and signature lines.

## Cheque preparation and printing

A statement must be approved before a cheque can be created. Cheques include:

- Sequential cheque number.
- Cheque date.
- Payee.
- Numeric net-pay amount.
- Amount in words.
- Payroll memo.
- Authorized-signature line.
- Detachable payment voucher with statement totals and item details.

The weekly pay-run screen can prepare missing cheque numbers in sequence from one starting number. Existing prepared or issued cheque numbers are preserved.

## Accounting behavior

Approving a statement creates and posts a compatible driver-settlement payable. Issuing a cheque can:

- Create a bank withdrawal transaction.
- Reduce the selected bank-account balance.
- Mark the cheque issued.
- Mark the pay statement paid.
- Post the settlement payment to accounting.
- Complete the pay run once every statement is paid or void.

The funding account can be left blank during cheque preparation when the organization does not want FleetLume to post directly to a bank account.

## Configuration

Open **Company Settings → Payroll & Cheque Printing** to configure:

- Enable or disable weekly payroll.
- Include fuel activity by default.
- Currency unit and fraction wording.
- Pay-statement footer text.
- Horizontal cheque print offset.
- Vertical cheque print offset.

Print offsets are measured in PDF points. One point is approximately 0.35 mm. Test on plain paper before using cheque stock.

## Cheque-stock note

FleetLume prints the payee, date, amount, amount in words, memo, and voucher. Organizations using bank-issued preprinted cheque stock must test the alignment against their exact stock and printer. Bank-specific MICR lines, security paper, signatures, and approval requirements remain the responsibility of the organization and its bank.

## Permissions and safety

- Owners, administrators, and accountants manage payroll and cheques.
- Drivers can view only statements connected to their driver profile.
- Draft statements remain editable.
- Approval is required before cheque preparation.
- Cheques are issued individually so accounting can perform a final review.
- Financial actions are logged through the existing FleetLume activity and accounting systems.