Set Up Drivers and Trucks for Accurate Pay in TruckTA

A driver delivered the load, but he’s missing from the pay run. Or company revenue looks right while the truck’s gross doesn’t. Before changing a pay rate, check the dated records behind that load. TruckTA uses the delivery date to connect the week, the driver’s compensation, and the truck assignment.

This guide accompanies the video “Set up drivers and trucks for accurate pay in TruckTA.” Follow it from the load through the saved settlement. The goal is to find the missing or incorrect link, correct the history, and understand which numbers will recalculate and which statements will stay unchanged.

How a number is built

The video opens with a simple example: a load pays $700, the driver’s rate is 25%, and driver pay is $175. The arithmetic is straightforward. What matters for setup is how TruckTA chooses the records used in that calculation.

Behind that pay line, TruckTA looks up the week the load belongs to, the pay rate in effect, and the truck assigned to the driver. All three lookups use the load’s delivery date. Weeks run Monday through Sunday. If one of those links is missing or wrong for that date, the number is wrong or the load is left out.

That gives you a useful starting point when a total looks off: work from the delivery date, not just the driver’s current setup. A current rate or current truck assignment doesn’t tell you which record applied to a load delivered last week. Check the history that covers the date you’re trying to settle.

What a load needs

Start with the load itself. For TruckTA to pay it out and report it correctly, it needs these four things:

• A payment amount, which is the gross.
• A delivery date.
• The Delivered status.
• A driver.

Delivered status alone isn’t enough. A delivered load without a delivery date is left out of every total. A load without a payment amount counts as zero. Those are different problems, so check both fields before settling the week rather than treating every missing dollar as a compensation issue.

Look at the Driver card to check the driver. You never choose the truck on a load. TruckTA finds the truck from that driver’s assignment history, then finds the owner fleet from the truck. If the driver is correct but the truck link is missing, the fix belongs in assignment history, not in a truck field on the load.

For percentage-based pay, TruckTA uses the full payment amount. The broker fee is not subtracted before calculating the driver’s percentage. In the video’s $700 example, the 25% calculation uses that full $700 gross. Keep that basis in mind when comparing your expected pay with the amount shown.

The driver's pay rate

Compensation shows the current rate and the date it took effect. A new driver’s first rate starts on their date of hire. When you’re checking an earlier load, the question is which rate was effective on its delivery date, not simply which rate appears as current.

When pay changes, don’t edit the old rate. Select Change compensation. Choose a percentage of gross, a flat fee per load, or a flat salary, then enter the new rate and its start date. Select Save compensation change so the history keeps both rates.

The effective date separates the old calculation from the new one. Loads delivered before that date keep the old rate. Loads delivered on or after it use the new rate. That’s how a compensation change can apply going forward without moving earlier weeks.

If pay looks wrong around a rate change, compare the load’s delivery date with the new rate’s start date. Check the percentage or amount too, but don’t skip the date. A correctly entered rate with the wrong effective date still puts the wrong compensation record behind the load.

The truck assignment

A driver needs a dated truck assignment before TruckTA can settle their week. The video demonstrates this with Marcus Reed, a new driver who delivered a $1,000 load last week but does not appear in last week’s pay run. The load amount isn’t the missing piece. His assignment history is.

The note under the pay-run list explains the requirement. Select Truck Assignment Check to investigate. This page lists every delivered load that TruckTA could not match to exactly one truck, with the reason it needs review.

In Marcus’s example, no truck assignment has dates that include the load’s delivery date. Until that is corrected, the load stays out of truck totals and owner fleet totals. Company revenue and receivables do not change. That distinction explains why company-level amounts can look right while a truck’s totals are short.

Use the reason shown on Truck Assignment Check to guide the correction. For this missing assignment, you need a history entry covering the day Marcus actually drove the truck. Adding an assignment that starts today won’t cover a delivery from last week.

Fix a missing assignment

Select Trucks and Trailers at the top of the page, open the truck the driver drove, and select the Assignments tab. Truck Assignment History decides which truck and which fleet receive each load and each fuel purchase. This is where you correct the missing dated link.

Select Add Assignment and choose the driver. Enter the day the driver really started driving that truck as the start date, not the day you’re entering the correction. Leave the end date empty while the driver is still in the truck.

Next, select Review Impact. Before anything is saved, TruckTA shows what the change touches. In the video example, the proposed assignment affects one load and $1,000 of truck gross, with no approved or paid settlement affected. Those are the results for that example; read the impact shown for your own change before confirming it.

Select Confirm Assignment. The history now shows the driver, the start date, and Current. In the demonstration, nothing needs review after this correction, and every delivered load is linked to a truck.

Marcus also appears in last week’s pay run with $250, which is 25% of his $1,000 load. The correction supplies the assignment that was missing for the delivery date. It doesn’t require choosing a truck on the load or changing the load’s payment amount.

When a truck changes drivers

A driver handoff needs an end date for the outgoing assignment and a start date for the incoming one. In the video’s example, Owen Park takes over the truck on Monday, October 5. Simply adding Owen causes TruckTA to refuse the assignment because its dates overlap Marcus’s existing assignment. TruckTA never shortens an assignment for you.

Close the old assignment first. Select Edit on the outgoing driver’s row and enter their actual last day in the truck as the end date. Review the impact and confirm. Then add the incoming driver, enter their first day as the start date, review the impact, and confirm.

In that example, Marcus’s loads delivered through October 4 count for the truck. From October 5, Owen’s loads do. Marcus needs a new assignment on whichever truck he drives next; otherwise, his next loads will have no truck. Closing one assignment doesn’t create his next one.

Gaps between assignments are allowed. Overlaps are not. If a date was entered incorrectly, use Edit. If the entire assignment was a mistake, use Void and give a reason. In either case, review the impact first.

Assignment dates follow your company’s operations time zone, which is set in Company Profile. Keep that setting in view when checking the dates around a handoff, especially when the load you’re investigating falls at the change between drivers.

Owner fleets

If you work with owner-operators or fleet owners, the truck-to-fleet assignment is another dated link to check. On its Assignments tab, each truck is assigned to the fleet with a start date. A load reaches an owner’s settlement only when its truck belonged to that fleet on the delivery date.

You don’t assign drivers directly to a fleet. Drivers appear there from the truck’s assignment history. For a missing owner fleet amount, trace the same chain: the driver on the load, the truck assigned to that driver on the delivery date, and the fleet that truck belonged to on that date.

When a truck leaves the fleet, unassign it with an end date. The past stays saved for reporting. Treat that end date as part of the history you’re preserving, not just a way to remove the truck from its current fleet. Owner fleet settlements depend on the relationship that existed when each load was delivered.

Saved settlements

The calculations described so far are live. Correct a date or a rate, and the numbers recalculate. Saved settlements behave differently, so check whether you’re looking at live numbers, a saved draft, or an approved or paid statement before expecting a correction to appear.

Saving a draft freezes that week. If a pay rate or an assignment changes afterward, the draft is marked outdated. Select Update draft to rebuild it. Don’t expect the saved draft to refresh on its own just because the underlying history has been corrected.

Approved and paid statements never change. That is separate from the live recalculation behavior and from rebuilding an outdated draft. A corrected assignment can resolve the historical link without rewriting an approved or paid statement.

Use TruckTA to organize your next pay run around these checks: complete the load details, confirm the compensation effective date, and resolve missing truck assignments. Check the dated fleet link where an owner settlement is involved. Then, if your saved draft is marked outdated, use Update draft to rebuild the week from the corrected setup.