Expense Module

 

In this article
    1. Overview
    2. Expense Categories
    3. Adding Company Expenses
        3.1. Data Import
        3.2. Manual Creation
    4. Viewing Expenses
        4.1. Filters

Overview

Using the Expense Module, you can add all your company expenses along with any supporting documentation and manage it at one place.

Expense Categories

The following expense categories can be associated. For fuel expenses, select the Fuel category to reveal additional fields related to this expense category.

CATEGORY DESCRIPTION
Additional Stop The amount of money paid to the driver for an additional stop
Bonus Any bonus paid to the driver or employee
Detention The amount paid to the driver for detention
Dispatcher Payment Any money paid to the dispatcher for the service provided
Driver Payment Any money paid to the driver for the service provided
Factoring Charges The amount of money paid to the factoring company for the service provided
Fuel The amount of money spent towards fueling a truck or a reefer trailer
Fuel Purchase The amount of money paid to purchase fuel for tractor, trailer, or the reefer unit
Fuel Surcharge The amount of money paid for the fuel surcharge
Insurance Health The amount spent on medical insurance
Insurance Trailer The amount spent to insure trailers from any physical damages or accidents
Insurance Truck The amount spent to insure trucks from any physical damages or accidents
Lease Tractor The amount of money paid for leasing a tractor
Lease Trailer The amount of money paid for leasing a trailer
Maintenance Any money spent to keep your truck or trailer in optimal condition, such as maintenance and operations
Other Expense Any expense not categorized in the given list of expense categories
Parking The amount of money paid for parking
Partner Carrier Payment Any money paid to partners or third-party carriers for the service provided
Permits The amount spent to obtain/renew any permit
Physical DOT The amount spent for the physical examination by a licensed physician or medical examiner listed on the Federal Motor Carrier Safety Administration (FMCSA).
Purchase Tractor The complete or partial amount of money paid for purchasing a tractor
Purchase Trailer The complete or partial amount of money paid for purchasing a trailer
Rent The amount paid for renting facilities
Repair Any money spent to keep your truck or trailer in optimal condition, such as repairs and operations
Roadside Assistance Any money spent on roadside assistance
Tag The amount paid for a tag
Toll The amount paid on tolls
Utilities The amount paid for utility services

 

For fuel, it is mandatory to associate an equipment type with the expense. This information will be further used towards IFTA processing for fuel purchases in an upcoming release.

Adding Company Expenses

There are two ways to add an expense to Axele: data import and manually.

Data Import

Our team is happy to import your data for you free of charge. To get started, send an email to support@axele.com!

From the left menu, click Accounting > Expenses > then the Import Expense button at the top right of the page.

undefined-Apr-29-2022-01-14-24-91-PM

This will take you to the Import Data window.

undefined-Apr-29-2022-01-14-24-43-PM

Follow these steps to import your data:

  1. Within the Sample field, select your fuel card or toll provider from the list
    1. If you do not see your provider, select the Axele Fuel Purchase Sample file, add your data into that template, and follow the instructions below
  2. Drag and drop, or upload the transaction report, and click Next
    1. The file must be an Excel document (either XLS or XLSX format)
  3. Review the data on the screen to check for accuracy, and click Next
  4. Congratulations! Your expenses should have been imported.

Be sure to confirm your new expenses have been imported correctly.

Manual Creation

Go to Accounting > Expenses within the left menu and click on Create New Expense to show the expense form:

undefined-Apr-29-2022-01-14-23-97-PM

Within the add expense form, you have many fields to record your expense:

undefined-Apr-29-2022-01-14-24-26-PM

Paid By and Paid To are dropdowns, as well as free text fields, where you can either choose a web user or driver or enter any other name.

Use the In Review status for any expenses that are not finalized or reviewed.

For example, within the Related Entities section at the bottom, you have the option to associate this expense with a terminal (if applicable), load, driver, tractor, or trailer.

undefined-Apr-29-2022-01-14-24-10-PM

When you are ready, click Create and Close and confirm your expense has been created successfully.

Viewing Expenses

Once expenses have been added they can be viewed on the main page of the Expenses section (Accounting > Expenses). We provide some helpful filters to show only the information you need to see.

undefined-Apr-29-2022-01-14-24-74-PM

To edit or delete an expense, click the expense row to open the edit screen.

Filters

Each expense can either be In Review or Reviewed. You can see the list of either, or both, of these statuses by using the quick filters at the top left of the page.

Below these filters are two fields that allow you to apply a date range, as well as a field to specify an Expense Category.

undefined-Apr-29-2022-01-14-24-62-PM

Clicking on Sort By will show a dropdown menu, allowing you to sort the list by Date, Expense (Exp.) ID, or Status. Clicking the up or down arrow directly to the right of this menu will sort the list in either ascending or descending order.

undefined-Apr-29-2022-01-14-25-26-PM

Clicking the Advanced Filter icon, shown below, will reveal additional filters to further refine your search. You have the option to filter by:

  • Fuel Type
  • Driver
  • Load ID
  • Tractor
  • Trailer

undefined-Apr-29-2022-01-14-23-81-PM

Clicking the Reset All button, located to the right of the Advanced Filter icon, will remove any filters you have set and return this view to the default state.