Truck Management System
TR-1000
Overview
The Truck Management module (T/R) is a complete tracking system designed to be
compatible with the MAS 90 Accounts Payable and Payroll modules. Specifically designed for
a logging company, this module tracks load tickets and trucks in order to calculate and
maintain drivers’ commissions and the values of loads and hours for the trucks.
Installation
Before installing this Extended Solution, please verify that the version level(s) printed on the
CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are
using. For further information, please see the Upgrades and Compatibility section below.
Check your Shipping Manifest for a complete list of Extended Solutions shipped.
For detailed installation instructions, please refer to the Sage website at:
http://support.sagesoftware.com/mas/extended_solutions/main.cfm
Installing Your Extended Solutions under Windows
From a CD
If you have the autorun function turned on for your PC, the installation program will start up
automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to
start the installation program. Follow the on-screen instructions.
From the Sage FTP site
When your Extended Solution is ready to be downloaded, you will receive an email from
‘[email protected]’ telling you that it is ready. The email will contain the
Customer Name, Cross Reference, a case-sensitive Password, a link via which you can
download your Extended Solution, instructions, and a Shipping Manifest. If you have any
problems with this order, please email
[email protected]
and we will assist
you during normal business hours.
Extended Solutions Control Center
Installing any Extended Solution will add an Extended Solutions Control Center to the MAS
90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following
options will be available:
• Extended Solutions Manuals
• Remove Extended Solutions
• Unlock Extended Solutions
• Merge Installation Files
• Extended Solutions Setup options
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Custom Office
If you customize your MAS 90 MAS 200, then you must run the Update Utility every time
you install this
Extended Solution.
Setup
Once the disk is installed, you will need to access the Truck Management Setup menu option
screen. A Setup screen for this Extended Solution will appear. Check the ‘Enable
Enhancement’ box to activate this Extended Solution (Figure 1).
Figure 1
Answer the following prompts:
EARNINGS CODE TO USE IN PAYROLL: Enter the Earnings Code to be used when creating
Payroll entries from the Ticket entry file.
CURRENT CALANDAR YEAR:
Enter current calendar year.
If integrated with Best Software Extended Solution PR-1062: Payroll UDFs, enter
the user defined field which holds the default Hauler Commission Rate and
Faller Commission Rate.
You should visit this Setup screen after each upgrade or reinstallation of this Extended
Solution.
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Maintenance
Several fields on the Ticket Data Entry screen require the existence of new masterfile
information for the validation of data entry, default control, and subsequent processing.
Unit Of Measurement Maintenance
The Unit Of Measure Maintenance holds the U
NIT OF MEASURE DESCRIPTION
,
UOM MASK
and
UOM TYPE
(Figure 2). There are two valid UOM Types, Scale and Weight.
Figure 2
Destination Maintenance
The Destination Maintenance contains a D
ESTINATION DESCRIPTION
and U
NIT OF MEASURE
that will be used as the default on the Ticket data entry screen (Figure 3).
Figure 3
Job Maintenance
The Job Maintenance contains information about Jobs that are used during Ticket entry
(Figure 4). Each ticket will have a Job Number assigned. Enter a J
OB DESCRIPTION
,
CUSTOMER NUMBER
and G/L
ACCOUNT NUMBER
for each Job. The general ledger number will
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be used for Accounts Payable invoice creation (see below). Each Job may have multiple
Destinations. Click the ‘Destination’ button to access the Destination By Job screen
(Figure 5). Enter a valid D
ESTINATION CODE
(‘F2’ lookup is provided). Each Destination By
Job allows the entry of a U
NIT OF MEASURE
,
HAULER RATE
,
FALLER RATE
and C
USTOMER RATE
.
This information will be used as defaults during Ticket entry.
Figure 4
Figure 5
Truck Maintenance
The Truck Maintenance holds the T
RUCK DESCRIPTION
,
VEHICLE I.D. NUMBER
,
LICENSE
NUMBER
,
TRAILER NUMBER and the EMPLOYEE NUMBER
of the employee assigned to the truck
(Figure 6). Also in this maintenance screen is the truck’s history data relating to the
monthly processing of the truck (Figure 7). You can enter this information, but it will also be
updated automatically by processing in this Extended Solution (See Truck Processing below).
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Figure 6
Figure 7
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Operation-Ticket Data Entry
The following will outline the general requirements of this module for processing.
Ticket Data Entry
The base functionality of this module starts with the Ticket Data Entry screen. By entering
data into this screen, you will create one record per ticket number. Each record in the file
will contain all the data elements indicated on the data entry screen (Figure 8). If an
employee is entered as a Hauler on the ticket data entry screen, the truck number and
description assigned to that employee will be displayed on the screen.
Figure 8
Once the data is in the ticket data entry file, reports and processing will come from this file.
Sometimes it is necessary to perform ticket data entry using the same ticket number as one
that has been used in the past. This functionality will depend on circumstance.
Editing Existing Tickets
The ticket masterfile is intended to hold the ticket transaction data until purged (see below).
In addition to allowing the entry of new tickets, it will allow the editing of existing tickets.
The ticket number field will allow a look-up function into the ticket masterfile. Once a ticket
has been identified and brought to the screen, if the ticket has not been processed for
Payroll or Accounts Payable, you may change any of the data on the ticket, or delete the
entry. No information on a ticket may be edited (nor the ticket deleted) if the ticket has
been processed for Payroll and/or Accounts Payable (see Adjustment Tickets below).
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Adjustment Tickets
Sometimes it is necessary to change the data on a ticket after it has been processed for
Payroll or Accounts Payable. If you call up a ticket for editing (see above) and it has been
processed for Payroll or Accounts Payable, the following prompt will appear:
YOU MAY NOT EDIT THIS TICKET, DO YOU WANT TO CREATE AN ADJUSTMENT TICKET?
If you answer ‘Yes’ to this prompt, you will proceed to the ticket data entry screen. All
information from the original ticket will copy into the screen. You may then edit the data
fields to apply the appropriate adjustment. You may create up to nine adjustments per
ticket number. Unless indicated otherwise, all processing described herein will process
adjustment tickets the same as non-adjustment tickets.
Payroll
During Payroll processing, there is an option to use ticket data (Figure 9). If you click the
‘Ticket’ button, you will be given a selection screen to choose a range of Ticket Numbers,
Ticket Dates, and Job Numbers (Figure 10). For each employee being processed, the
extended amounts of the tickets with employee data will be added together to create the
Earnings Amount. The Earnings Code used will be provided from this module’s Setup. The
hours will be the autopay hours setup in Employee Maintenance. The rate will then be
back-calculated by dividing the amount by the hours. The P/R status flag in the ticket record will
be changed to ‘processed’ to prevent subsequent processing of these records into payroll
(only records with a P/R status flag of ‘unprocessed’ will be selected). After this processing
has taken place, normal Payroll processing can occur.
Only Haulers will be selected to process in P/R.
Figure 9
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Figure 10
Accounts Payable
The A/P Invoices From T/R Tickets Utility creates records in the Accounts Payable Data Entry
files based on data in the ticket data entry file. The utility will allow for the selection based
on a range of Ticket Numbers, Ticket Dates, and Job Numbers (Figure 11). The selection will
then consolidate data into the invoice data entry files, creating one invoice for each vendor.
The distribution will be to the general ledger account numbers as referenced in the Job
Maintenance. One line will be created on the invoice for each different general ledger
account. The distribution amount will be the sum of the extended amounts for the tickets
that have vendor information. The A/P status flag in the ticket records will be changed to
‘processed’ to prevent subsequent processing into Accounts Payable (only records with an
A/P status of ‘unprocessed’ will be selected). After this utility has been run, normal A/P
invoice processing can occur.
Figure 11
Ticket Master Purge Utility
A Ticket Purge Utility has been provided to purge Ticket entry records that have been
processed for both P/R and A/P. The utility will allow selection by a range of Ticket Numbers,
Ticket Dates, and Job Numbers (Figure 12).
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Figure 12
Operation-Truck Processing
The truck masterfile holds data for Number of Hours, Number of Loads, and Load Value
processed by that truck for each month of the current year, plus one line for ‘Next Year.’
Number of Hours
This equates to the number of hours processed for the truck, which is equal to the number
of hours processed for the assigned employee. During the update of the Payroll check
register, using the pay period ending date as the monthly determination, the hours worked
for the earnings code set up in this module (see above) for each employee will increment the
hours processed for the assigned truck.
Number of Loads
This equates to the number of tickets processed for the truck. As a ticket is entered, using
the ticket date as the monthly determination, the number of loads will be incremented by
one (if a ticket is subsequently deleted, then the number of loads is decreased by one). In
the exception to this, Adjustment Processing, an adjustment ticket will not have any effect
on the number of loads.
Load Value
This equates to the total value of the loads (tickets) for that truck. As each ticket is entered,
using the ticket date as the monthly determination, the load value (the quantity delivered
multiplied by the rate) will be incremented (if a ticket is subsequently deleted, the load value
will be decreased).
Year End Processing
Since this information is only for the current calendar year, plus one line for ‘Next Year,’ a
Year End Processing utility has been provided to ‘zero out’ all of the truck tracking data in
the current year’s monthly buckets (Figure 13). The data from next year’s buckets will be
copied into the January buckets and the Next Year buckets will be zeroed out. This will allow
you to prepare the masterfile for data for the upcoming year.
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Figure 13
Reports
In addition to the processing described above, there are a series of reports available. All but
the truck reports will pull data from the ticket masterfile. The truck reports will pull data
from the truck masterfile.
The following reports are available:
Ticket Reports
• Job Activity by Customer Report - Provides selection by Customer Number, Job
Number, Destination Code, and Ticket Date (Figure 14). This report offers four sort
options; 1. By Customer Number/Ticket Number, 2. By Customer Number/Job Number, 3.
By Customer Number/Ticket Date, and 4. By Customer Number/Destination Code. A
sample report is shown in figure 15.
Figure 14
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Run Date: 03/26/97 NDC abc distributing Page: 1 T/R Date: 12/27/96 JOB ACTIVITY BY CUSTOMER Time: 05:08 PM SORTED BY CUSTOMER NUMBER/TICKET NUMBER
DATE JOB DEST. TICKET # VENDOR NAME/TRUCK # SCALE WEIGHT RATE EXTENSION CUSTOMER: 01-ABF American Business Futures 12/01/96 0000001 ABCWEST 1-0 02 10.00 .00 10.00 100.00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000001 ABCWEST 1-1 02 .00 10.00 10.00 100.00 THIS IS THE VERY FIRST MEMO ********************** 12/10/96 0000001 ABCWEST 1-2 02 .00 10.00 10.00 100.00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-3 02 10.00 .00 10.00 100.00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-4 02 10.00 .00 10.00 100.00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000001 ABCEAST 4-0 02 .00 10.67 50.00 533.50 SFAF 12/04/96 0000002 ABC 5-0 Airway Property 1000.00 10.00 50.00 500.00 ASDFASDF --- --- --- TOTAL LOADS: 3 CUSTOMER 01-ABF TOTAL: 1030.00 40.67 1533.50 --- --- --- TOTAL LOADS: 3 REPORT TOTAL: 1030.00 40.67 1533.50 ============ ============ ============
Figure 15
• Vendor Activity Report - Provides a selection by Vendor Number, Job Number,
Destination Code, and Ticket Date (Figure 16). The operator can also select for Tickets
already processed for A/P, not yet processed for A/P, or for Both. Two report formats are
available. The standard Report format is shown in Figure 17, and the Mailing format is
shown in Figure 18.
Figure 16
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Run Date: 03/26/97 NDC abc distributing Page: 1 T/R Date: 12/27/96 VENDOR ACTIVITY Time: 05:12 PM (Includes Tickets Posted And Not Posted To A/P)
UNIT OF
DATE JOB DESTINATION TICKET # MEASURE SCALE WEIGHT RATE EXTENSION VENDOR: 01-AIRWAY Airway Property
12/01/96 0000001 ABC Inc. West Warehouse 1-0 EACH 10.00 .00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/04/96 0000001 ABC Inc. West Warehouse 1-1 TONS .00 10.00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/10/96 0000001 ABC Inc. West Warehouse 1-2 TONS .00 10.00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/01/96 0000001 ABC Inc. West Warehouse 1-3 EACH 10.00 .00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/01/96 0000001 ABC Inc. West Warehouse 1-4 EACH 10.00 .00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/01/96 0000001 ABC Inc. West Warehouse 2-0 EACH 20.00 .00 20.00 20.00 THIS TICKET WAS THE SECOND TICKET RECORDED FOR JOB
12/01/96 0000001 ABC Inc. West Warehouse 3-0 EACH 10.00 1.00 20.00 15.00 THIS IS THE VERY FIRST MEMO **********************
12/04/96 0000002 ABC Inc. Main Distribution Ctr 5-0 TONS 1000.00 10.00 123.45 1234.50 ASDFASDF
--- --- --- TOTAL NUMBER OF LOADS: 4 VENDOR 01-AIRWAY TOTAL: 1060.00 31.00 1344.50 AVERAGES PER LOAD: 265.00 15.50 336.13 --- --- --- TOTAL NUMBER OF LOADS: 4 REPORT TOTAL: 1060.00 31.00 1344.50 AVERAGES PER LOAD: 265.00 15.50 336.13 ============ ============= ============
Figure 17
PAGE: 1 03/27/97 Airway Property 7888 Saddlebush Trail Orange, CA 92669-0001 DATE JOB DEST. TICKET # SCALE WEIGHT RATE EXTENSION 12/01/96 0000001 ABCWEST 1-0 10.00 .00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000001 ABCWEST 1-1 .00 10.00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/10/96 0000001 ABCWEST 1-2 .00 10.00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-3 10.00 .00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-4 10.00 .00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 2-0 20.00 .00 20.00 .00 THIS TICKET WAS THE SECOND TICKET RECORDED FOR JOB 12/01/96 0000001 ABCWEST 3-0 10.00 1.00 15.00 .00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000002 ABC 5-0 1000.00 10.00 123.45 1234.50 ASDFASDF --- --- --- TOTAL LOADS: 4 1060.00 31.00 1234.50 AVERAGES PER LOAD: 265.00 15.50 ========= ========= ========== Thank You!Figure 18
• Ticket Activity Report - May be selected by Ticket Number, Job Number, and Ticket
Date (Figure 19). There are two sort options: 1. By Ticket Number or 2. By Ticket
Date/Ticket Number. A sample report is shown in Figure 20.
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Figure 19
Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 TICKET ACTIVITY Time: 09:56 AM SORTED BY TICKET NUMBER
TICKET # DATE JOB DEST. VENDOR NAME/TRUCK # SCALE WEIGHT RATE EXTENSION 1-0 12/01/96 0000001 ABCWEST 02 10.00 .00 10.00 100.00 1-1 12/04/96 0000001 ABCWEST 02 .00 10.00 1.00 10.00 1-2 12/10/96 0000001 ABCWEST 02 .00 10.00 10.00 100.00 1-3 12/01/96 0000001 ABCWEST 02 10.00 .00 10.00 100.00 1-4 12/01/96 0000001 ABCWEST 02 10.00 .00 10.00 100.00 2-0 12/01/96 0000001 ABCWEST 02 20.00 .00 .00 .00 3-0 12/01/96 0000001 ABCWEST Ibm Corporation 10.00 1.00 10.00 100.00 4-0 12/04/96 0000001 ABCEAST 02 .00 10.67 .00 .00 5-0 12/04/96 0000002 ABC Airway Property 1000.00 10.00 123.45 1234.50 6-0 01/07/97 0000001 ABCWEST Ibm Corporation 10.00 .00 10.00 100.00 22-0 12/04/96 0000001 ABC PHIL LESH ENTERPRISES .00 10.00 10.00 100.00 2222-0 12/04/96 0000001 ABC 200.00 10.00 10.00 100.00 2223-0 12/04/96 0000001 ABC PHIL LESH ENTERPRISES 1.00 115.00 10.00 1150.00 --- --- --- # OF TICKETS: 13 REPORT TOTAL: 1271.00 176.67 2635.50 ============ ============ ============
Figure 20
• Employee Activity Report - Includes selection by Employee Number, Job Number,
Destination Code, and Ticket Date (Figure 21). The sort options are: 1. By Employee
Number/Ticket Number, 2. By Employee Number/Job Number, or 3. By Employee
Number/Ticket Date. The report page breaks by Employee Number and the report totals
print on a separate page (Figure 22).
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Figure 21
Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 EMPLOYEE ACTIVITY Time: 10:07 AM SORTED BY EMPLOYEE NUMBER/TICKET NUMBER
COMM DATE JOB DESTINATION TICKET # SCALE WEIGHT RATE EXTENSION RATE EARNINGS EMPLOYEE: 11-0000100 JOHN SMITH 12/01/96 0000001 ABCWEST 1-0 10.00 .00 10.00 100.00 10.000 10.00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000001 ABCWEST 1-1 .00 10.00 1.00 10.00 10.000 1.00 THIS IS THE VERY FIRST MEMO ********************** 12/10/96 0000001 ABCWEST 1-2 .00 10.00 10.00 100.00 10.000 10.00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-3 10.00 .00 10.00 100.00 10.000 10.00 THIS IS THE VERY FIRST MEMO ********************** 12/01/96 0000001 ABCWEST 1-4 10.00 .00 10.00 100.00 10.000 10.00 THIS IS THE VERY FIRST MEMO ********************** 12/04/96 0000001 ABC 2222-0 200.00 10.00 10.00 100.00 10.000 10.00 asdfasdf --- --- --- --- TOTAL LOADS: 2 EMPLOYEE 11-0000100 TOTAL: 230.00 30.00 510.00 51.00 AVERAGES PER LOAD: 115.00 30.00 255.00 25.50 ============ ============ =========== =========== Run Date: 03/27/97 NDC abc distributing Page: 2 T/R Date: 03/27/97 EMPLOYEE ACTIVITY Time: 10:07 AM SORTED BY EMPLOYEE NUMBER/TICKET NUMBER
COMM DATE JOB DESTINATION TICKET # SCALE WEIGHT RATE EXTENSION RATE EARNINGS TOTAL LOADS: 2 REPORT TOTAL: 230.00 30.00 510.00 51.00 AVERAGES PER LOAD: 115.00 30.00 255.00 25.50 ============ ============ =========== ===========
Figure 22
Truck Reports
• Year To Date Truck Report - Selects by range of Truck Numbers (Figure 23). A sample
report is shown in Figure 24.
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Figure 23
Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 YEAR-TO-DATE TRUCK REPORT Time: 10:09 AM TRUCK TRUCK LOAD NUMBER DESCRIPTION HOURS LOADS VALUE 01 1st Truck 340.00 122 12133.50 02 Mack Truck .00 0 .00 --- --- --- REPORT TOTAL: 340.00 122 12133.50 =========== ========= ===========
Figure 24
• Month To Date Truck Report - May be selected by range of Truck Numbers and a
Month (Figure 25). Sample report shown in Figure 26.
Figure 25
Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 MONTH-TO-DATE TRUCK REPORT Time: 10:10 AM MONTH = MARCH
TRUCK TRUCK LOAD NUMBER DESCRIPTION HOURS LOADS VALUE 01 1st Truck 120.00 40 4800.00 02 Mack Truck .00 0 .00 --- --- --- REPORT TOTAL: 120.00 40 4800.00 =========== ========= ===========
Figure 26
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• Monthly Truck Summary Report - Provides a selection by range of Truck Numbers
(Figure 27). Two report formats are available. The Detail by Month format is shown in
Figure 28, and the Detail by Quarter format is shown in Figure 29.
Figure 27
Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 MONTHLY TRUCK SUMMARY REPORT Time: 10:11 AM LOAD MONTH HOURS LOADS VALUE TRUCK NUMBER: 01 1st Truck JANUARY 120.00 44 5000.00 FEBRUARY 100.00 38 .00 MARCH 120.00 40 4800.00 APRIL 125.00 50 6.00 MAY 90.00 25 1800.00 JUNE 110.00 30 3500.00 JULY .00 0 .00 AUGUST .00 0 .00 SEPTEMBER 150.00 60 6500.00 OCTOBER 120.00 40 4895.50 NOVEMBER 130.00 45 5500.00 DECEMBER 115.00 35 4305.00 --- --- --- TRUCK 01 TOTAL: 1180.00 407 38640.00 TRUCK NUMBER: 02 Mack Truck JANUARY .00 0 .00 FEBRUARY .00 0 .00 MARCH .00 0 .00 APRIL .00 0 .00 MAY .00 0 .00 JUNE .00 0 .00 JULY .00 0 .00 AUGUST .00 0 .00 SEPTEMBER 120.00 38 5555.55 OCTOBER 110.00 30 5000.00 NOVEMBER 115.00 35 5222.00 DECEMBER 100.00 25 4875.50 --- --- --- TRUCK 02 TOTAL: 445.00 128 20653.05 --- --- --- REPORT TOTAL: 1625.00 535 59293.05 =========== ========= ===========
Figure 28
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Run Date: 03/27/97 NDC abc distributing Page: 1 T/R Date: 03/27/97 QUARTERLY TRUCK SUMMARY REPORT Time: 10:12 AM LOAD QUARTER HOURS LOADS VALUE TRUCK NUMBER: 01 1st Truck QUARTER 1 340.00 122 12133.50 QUARTER 2 325.00 105 5306.00 QUARTER 3 150.00 60 6500.00 QUARTER 4 365.00 120 14700.50 --- --- --- TRUCK 01 TOTAL: 1180.00 407 38640.00 TRUCK NUMBER: 02 Mack Truck QUARTER 1 .00 0 .00 QUARTER 2 .00 0 .00 QUARTER 3 120.00 38 5555.55 QUARTER 4 325.00 90 15097.50 --- --- --- TRUCK 02 TOTAL: 445.00 128 20653.05 --- --- --- REPORT TOTAL: 1625.00 535 59293.05 =========== ========= ===========