Trucker Tracker 03
Help File
(Click HERE to return to the Selection Page)
Below are quick
find titles for the content of this document. Click on the title for more
information on a specific topic.
Throughout this document, Truck Tracker will be referred to as TT.
General Tips and Information *
1.0-Selection Page Instructions
*
2.0- Data Entry Forms *
3.0-Daily/Weekly Reports *
4.0-Monthly/Quarterly/Annual Reports
*
5.0-My Charts *
6.0-My Address Book *
7.0-My Parts List *
8.0-Nationwide Truck Stop List
*
9.0-DOT Weigh Station List
*
10.0-Rest Area List *
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General Tips and Information
White cells indicate mandatory data entries.
Gray cells indicate optional data entries. Leaving the gray cells blank has no effect on reports. Entering data in gray cells will provide additional information for your records. If you wish to keep the records, enter data.
Black cell in reports indicate that no information was entered in the data entry pages. They will change color as data is entered.
By clicking on any Underlined Title, you will go directly to the page.
The scroll bars are located on the right side and bottom of your screen. By placing the cursor on the up/down arrow and clicking, you will move one line at a time. By placing the cursor any place else on the scroll bar, you will move through a page at a time. Arrow keys may also be used to navigate through the pages.
Save your work often! Keep a separate back up copy.
At times, you will be prompted to save your work. Always click YES. At times, you will be prompted to update your files. Always click YES.
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HOT KEY SHORTCUTS
**If at any time, a form or report seems to not contain all the columns, hold down the CONTROL KEY and press the HOME KEY. This will take you back to top of the complete form.
**Pressing the HOME key will take you to the left side of the row.
**
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1.0-Selection Page Instructions
This is the first page you see when Trucker Tracker is opened. The File Selection Page is the index for all data entry, reports, charts and information files. This is where you choose what you wish to do. Click on the underlined cell to go to the page you want. There are ten (10) choices.
At the top left corner of each page, (except for the File Selection Page), there is the title Return To File Selection Page. Click on this title on any page to return to the File Selection Page at any time.
Service Reminder
The Service Reminder is a tool to help remind you when services are due. The cell on the right of the table turns red when due. You can track three services. You might want to track A, B, or C services on your truck, or any other reminder that can be measured by odometer miles.
Annual Graph on File Selection Page
The annual graph gives you a quick overview of how you doing financially. Place the cursor on the bars for an up-to-date quick reading.
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2.0- Data Entry Forms
Data entry pages are the only place where you can add data. Beneath each title is an example of the titles of columns for data entry.
It is very important when entering data, to make sure it is entered on the correct date and in correct amounts. All reports are automatically generated from entered data.
Any entry can be changed at anytime by clicking on the cell and re-entering the new data. The reports will automatically be changed to reflect new values entered.
Click on the cell that says Data Entry Forms. Now, you will see the titles of pages in which you may enter data.
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2.1-Daily Log Hour Entries
The cells remain white until data is entered. When entered, the cell should turn blue. As long as a "
red" cell is not displayed, these are the entries to be entered in your Paper Log Summary.
Drivers have to maintain a driving record 24 hours a day/365 days a year. If you do not drive, you still have to account for the time off showing in your log. The Trucker Tracker log contains 365 days in which to enter data. When off duty (not driving or working), leave the cells on these days blank. Off Duty Hours are automatically set at 24 hours, so you do not have to enter these hours for every day off.
White cells usually indicate mandatory entries, however, if you do not have any On Duty Hours or Driving Hours, no data entry is necessary. Gray cells indicate entry is optional. Leaving the gray cell blank has no effect on reports. This is additional information for your records. If you wish to keep the records, enter data.
IMPORTANT! Always make sure that your electronic log and paper log entries match exactly!
Log Violation Warnings
Whenever a cell turns red, this is an indication that there is a possible DOT log violation. A warning is not an absolute. The warning gives you a heads-up to check it out.
2.1.A Trip Number
This field is automatically completed when the trip number is entered on 2.2.A
Dispatched Empty Miles Page.
2.1.B Daily Hub Start
Special Notice:
There may be a time when you will be waiting for load and have no miles to log. If this happens, you must enter the previous End Miles in both the Start and End Miles in columns B & C. TT counts these cell entries to keep track of how many days you are out for the report. It is important to the driver to know how many days a year you are out for per diem on taxes.
2.1.C Daily Hub End
Enter end of day hub miles.
2.1.D Miles Traveled
Automatically calculated based on hub start and end miles. No data entry needed.
2.1.E Average Speed
No data entry can be made in this column. It is automatically calculated based on miles traveled and hours driven. This cell will turn green if average speed is up to 55 MPH; yellow if average speed is between 55 and 65 MPH; and orange if average speed is greater than 65 MPH. If the cell turns orange, check your Hours Driven and Hub Start and End Miles.
2.1.F Off Duty Hours
Cell Turns Blue
Before data is entered, the cell is white. After data is entered, the cell will turn blue or red. If it turns blue, it is correct.
Cell Turns Red
If it turns red, it indicates that too many hours are entered into G, H, or I column. Make corrections as necessary if this happens. The values you entered added up to more than 24 hours.
A white "0" indicates that you should leave the "Off Duty Hours" in your paper log blank. The three other columns add up to 24, so there are no "Off Duty Hours" to enter.
2.1.G Sleeper Hours
2.1.H Driving Hours
When entering driving the hours, the following warnings may be displayed.
Cell Turns Red
Condition 1:
Too many Driving Hours were entered.
The maximum driving hours allowed per day are 15. Any value greater than15 will turn the cell red.
At time of entry, a warning message will also be displayed if this value is greater than 15.
Condition 2:
Column "J" shows the maximum hours available today. If more hours are entered than are available in column "J", a warning pops up telling you that too many hours have been entered. If you click on Yes to continue, the cell turns red. If you click on No, the cell will turn yellow as a warning to you, but the value will remain until you re-enter. If you click on cancel, the value will be erased and you will need to re-enter data.
2.1.I On Duty Hours
Enter On Duty non-driving hours.
2.1.J Hours Available Today
The cells in this column are automatically calculated based on On Duty and Driving Hours for the 7/8 day 70 hour rule. No data can be entered in these cells.
Black with yellow value
Opps! You are out of driving hours.
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2.2-Dispatched Empty/Pay Miles
On this page, you will enter all dispatched empty and pay miles.
At the top of this page, there is a Quick Calculator. If you want to figure the miles and hours for your logbook, there is no need to go back to the 1.0 File Selection Page. Enter hub start and hub end. Miles traveled will be calculated. Enter driving hours for this mileage. Your average speed will be displayed.
2.2.A-Trip Number
You must enter a trip number. If you do not have a trip number, make up one and enter it. It can be changed later, if necessary, by typing over it. This is where the trip number is entered and completes the trip number entry for all other pages.
2.2.B Empty Miles Dispatched
Enter empty, dispatched pay miles.
If you are paid other than by the mile, leave this cell blank and put the amount, you are being paid for empty miles in the additional pay column.
2.2.C Pay Rate Per Mile
Enter the per mile pay rate. Half cents can be entered if needed, example .915.
2.2.D Hub Start Empty Miles
Hub miles are to be entered at the end of each phase of your trip. Phase 1 would be the empty miles and Phase 2 would be the loaded miles.
The best time to enter empty start and end miles is at your pickup. Enter the odometer start empty and end empty at the same time. The start of empty miles is usually the end miles of the previous loaded trip miles. If not, enter what they should be. Both Hub Start Miles and Hub Empty miles must be entered or the Hub Start Miles cells will turn red.
Warnings & Cell Color Changes
If the entry in column E is deleted you must delete the entry in column D. Otherwise, the cell in column D will turn red, indicating that it must be deleted, or a value must be entered in the cell in column E.
When the cell turns yellow, it indicates that an equal value has been entered.
When the cell turns green, it indicates that a greater value has been entered. 9;
2.2.E Hub End Empty Miles
See 2.2.C Empty Hub Start Miles
2.2.F Other Pay
Put any additional pay related to empty miles. Such as OOR, and extra stop pay, pallet pickup, etc.
2.2.G Place Started Empty
Enter city and state were you started empty. This is usually where you unloaded.
These cells are not mandatory for report purposes, but some drivers want this information.
2.2.H Place Ended Empty
Enter city and state where you ended empty miles.
2.2.I Total Pay Empty Miles
This is automatically calculated based on the pay rate for empty dispatched miles plus any extra pay.
2.2.J Actual Empty Hub Miles
This is automatically calculated based on Empty Hub Start and Empty Hub End miles. In most cases, the odometer miles will differ from the dispatched miles.
At the top of this page, there is a Quick Calculator to figure the hours to enter into your log. Enter hub start and hub end. Miles traveled will be calculated. Enter driving hours for this mileage. Your average speed will be displayed.
2.2.K Dispatched/Hub Miles Difference
This column is automatically calculated based on the difference between paid dispatched empty miles and actual miles driven. If the cell turns green, you drove fewer actual miles than dispatched miles. If the cell turns black, dispatched and actual miles are the same. If the cell turns red, actual miles driven were more than paid dispatched empty miles. This will usually be the case.
These cell colors will also be reflected in the Date column.
If you drove fewer than dispatched miles, the date cell will turn yellow. If you drove exactly the dispatched miles, the date cell will remain green. If you drove more miles than you were dispatched empty, the date cell will turn red.
2.2.L Notes
This is where you may enter notes pertaining to the empty mile phase of your trip, i.e., pallet pickup address, reason for out of route miles, tolls, etc. When you type a note into this section, the cell marking the day of the week will turn yellow. You will then know, by simply scanning the days of the week, which daily entries have notes.
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2.3-Dispatched Loaded Miles/Pay Entries
This is where you enter Dispatched Loaded Pay Data. Instructions for this page are the same as 2.2- Dispatched Empty Miles/Pay Page; expect that you are entering loaded pay mile data instead of empty pay mile data; with the exceptions listed below:
2.3.A
Trip number was automatically entered when entered on 2.2.A Dispatched Empty Miles & Pay Page. This is a protected cell on this page and cannot be changed here. Go to Dispatched Empty Miles & Pay Page to change the trip number.
This page has two more columns than the Dispatched Empty Miles Page:
2.3.L All Dispatched/Hub Miles
The total difference in dispatched and hub miles for both empty and loaded miles.
2.3.M All Pay This Trip
2.4-Additional Trip Entries
This form is OPTIONAL. Some drivers want records of this information. Not entering data on this page will not affect any of the reports.
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2.5-Fuel Purchase Entries
This form is for entering tractor fuel ONLY. If you have other entries for fuel purchases (reefer), use the deductible expense entry form.
If you are a company driver or do not care about fuel costs and wish not to keep track of it, only enter the odometer readings at the time of fueling. By entering the odometer, reading you will get more out of the reports.
You may be planning to buy your own truck and want to keep track of all costs to see if this might be a profitable endeavor in the future. Enter as much data as possible. This way, you would be able to make a more informed decision.
You can enter two fuelings per day on this page. Always use Fuel 1 for first fueling of the day. Use Fuel 2 only when needed. Leave blank if not needed.
2.5.A Hub Reading 1
When fueling, enter the odometer reading for the first fuel of the day. It is always the same reading as the last time you fueled. If you are just starting to use TT, enter the last record of when you fueled. Sometimes you may have to guess at it.
2.5.B Hub Reading 2
Enter the current odometer reading.
2.5.C Gallons Purchased
Enter the total gallons purchased.
2.5.D Fuel Cost Per Gallon
Sometimes a driver does not know the cost of fuel because of company discounts. Enter in the actual price per gallon on the pump. When you get your pay statement, check the amount charged and enter the correct amount.
2.5.E Total Fuel Cost
This is the total cost of the fuel.
2.5.F Hub Reading 3
Notice the date is the same as the first fueling for the day. Use this column only if you fuel for the second time on the same date.
The cells stay black until you have used the first entry for the day. Leave blank if not needed.
2.5.G Hub Reading 4
You would only use this if you were fueling for the second time in a day.
Enter the odometer reading at the time of fueling.
2.5.H Gallons Purchased
2.5.I Cost Per Gallon
Same as 2.5.D
2.5.J Fuel Cost
2.5.K Times Fueled
This is automatically calculated based on the number of times you fueled each day. To see the monthly total feelings, see 4.2
Monthly Fuel Report.
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2.6-Fuel Purchase Locations & How Paid Entries
This information is not necessary to complete for any of the reports. Enter information if you want.
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2.7- Deductible Expense Entries
Expense entries are optional. If you are a truck owner, you should keep track of deductible expenses. It is part of your operating costs and is tax deductible.
Keeping records of your deductible expenses could add up to more tax savings for you. Examples are tips, cleaners, fluids, water, pens, pads, maps, lights, truck parts and supplies, truck payment interest, and many other items. Check with your account for more information on these deductions. Make one of the headings a miscellaneous column. Use the notes column for additional information.
Heading changes
There are twelve (12) columns in which to enter data. You can change the gray title cells to anything your choose. This is the only place you will be able to change headings. All heading that are entered will be automatically transferred as titles on reports.
Tire/Wheel Costs and Truck Repairs are constant. You will not be able to change them. All other gray title cells can be changed to suit your needs. You cannot add more columns than provided. If you need more columns, you will have to combine items and make notes in the notes section.
Note Entries
Every time there is a note entered, the Day in the left column will turn yellow letting you know there is more information in the Notes column.
Columns 1 and 2 cannot be changed. There are individual reports on these headings.
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2.8 Non-Deductible Expense Entries
Data entry on this page is not necessary. It is provided for your information only. However, if you want to enter data for you records, reports will be generated showing how much you spend.
See 2.7 Deductible Expense Entries for more details.
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3.0-Daily/Weekly Reports
Daily/Weekly Reports are generated automatically when data is entered in the Data Entry Pages. All reports are READ ONLY. YOU CANNOT ENTER DATA HERE.
If there is no information in the report, the cells are black. They change color based on the data that was entered on the data entry pages. If no information was entered into the data entry cells to process, there will be no information on the reports.
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3.1-Daily Log Summary /Trip Planner
This report is generated from data entered on 2.1 Log Hours and Odometer Miles. NO DATA CAN BE ENTERED HERE. To make any adjustments, you must go to 2.1 Log Hours and Odometer Miles in the data entry pages. This report should match the Monthly Log Summary Sheet in your paper log.
3.1.D Trip Planner
The Trip Planner is a handy tool provided for you, especially when you are getting low on hours. Enter the miles you need drive on the day you want to be there. Enter the estimated speed you think you may go. Watch the yes/no column for the answer. Red means no, green means go.
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3.2-Weekly Summary Log Reports
This report is generated automatically as data is entered into 2.1 Log Hours and Odometer Miles data entry page. All reports are READ ONLY. YOU CANNOT ENTER DATA HERE. To make adjustments, you must go to 2.1 Log Hours and Odometer Miles in the data entry pages.
On this report, you will find information about Logged Miles, Logged Driving Hours, On Duty Hours, Total Driving Hours and On Duty Hours, Average Miles Per Hour Driving, Days Out, and Average Daily Logged Miles.
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3.3-Daily Fuel Purchase Reports
This report is generated automatically as data is entered into 2.5 Fuel Purchase Information data entry page. All reports are READ ONLY. YOU CANNOT ENTER DATA HERE. To make adjustments, you must go to 2.5 Fuel Purchase Information in the data entry pages.
In this report, you will find information about Gallons Purchased, Amount Paid, Average Price per Gallon, Total Miles, Miles per Gallon, and Cost per Mile
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3.4-Weekly Fuel Report
See 3.3 Daily Fuel Purchase Reports
4.0-Monthly/Quarterly/Annual Reports
Monthly Reports are generated automatically when data is entered into the Data Entry Pages. All reports are READ ONLY. YOU CANNOT TYPE IN ANY CELL. Quarterly and Annual Report information will be added as the year progresses.
If there is no information in the report, the cells are black. They change color based on the data that was entered on the data entry pages. If no information was entered into the data entry cells to process, there will be no information on the reports.
These are the monthly reports generated:
4.1 Monthly Log Reports
4.2 Monthly Fuel Reports and All Miles Traveled
4.3 Monthly Dispatched Reports
4.4 Monthly Pay Reports and Net Profit
4.5 Monthly Deductible Expense Reports
4.6 Monthly Non-Deductible Expense Reports
4.7 Monthly Percentages
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5.0-My Charts
Charts are reports that are generated automatically when data is entered. All reports are READ ONLY. YOU CANNOT TYPE IN ANY CELL.
If there is no information in the chart, the cells are black. They change color based on the data that was entered on the data entry pages. If no information was entered into the data entry cells to process, there will be no information on the reports.
The following charts are provided for your information:
5.1 Chart: Monthly Expenses and Net Profit
5.2 Chart: Monthly Miles Dispatched, Logged, & Hub Miles
5.3 Chart: Monthly Average MPH, Hours Worked
5.4 Chart: Monthly Percentages Of Expenses
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