An Incentive Voucher is a way to do Accounting for all Incentives generated (in Shifts). The use case for this is when the shifts have been "APPROVED" or "APPROVEDFIANCE" depending on the companies Operating Procedure.  You are not allowed to generate any incentives in the Incentive Voucher, but instead Shifts


You can find the Incentive Voucher under Transport Menu > Incentive Voucher. Your Base Company will need to be a Transporter Type to ensure this system is activated.


It can store the following data.  The rest of the data is automatically computed based on the attached incentives. 

  • Voucher Date - date when this voucher is triggered
  • Remarks - Any free text you want to mention. 


CAUTION: please note the date is NOT integrated into any Finance system, therefore you have to mange the date closures manually. I.e. if the Finance Period is closed, you'll have to manually double check before making any changes.


CAUTION 2: please note this incentive is NOT integrated into any finance system and needs to be manually exported and imported into the finance system as per your requirements. The system allows you to use statuses (i.e. APPROVED_FINANCE) to control if the data has been transacted. 


Create

You can create a Incentive Voucher the Transport Menu > Operations > Incentive Vouchers by clicking the + button on the top right of the search results table. You will be confronted with a modal as such where you enter the voucher date and Remarks. Then you should select the incentives you want to transact.




Statuses

Incentive Vouchers have the following statuses. 

  • DRAFT- when the driver starts/creates a new Incentive Voucher. The start date cannot be set in the future.
  • APPROVED - with the correct permission, the user can approve the Incentive Voucher. It is good for operations approval.
  • APPROVEDFINANCE - with the correct permission, the user can approve the Incentive Voucher . It is good for any finance user to approve/revalidate the Incentive Voucher . 
  • CANCELLED - any Incentive Voucher that was wrongly created can be cancelled. 


There are two levels of approvals for this. The Finance Approval is purely on an optional basis. If your company does not feel the need to have two approvals, you can not approve it and run your reports/searches based on the APPROVED or even CLOSED (not recommended) status.  


Bulk Approvals

The users may select approve the items in bulk. All they need to do is check the Incentive Vouchers they want to approve, and click APPROVE selected Incentive Voucher (check with circle), or APPROVEFINANCE (check in box with circle). 


Export

You may export the Incentive Voucher data in the following groupings and format. First you have to filter the Incentive Vouchers you would like to query.  Then click on the export button on the top right of the results. You may download any of the the following in XLSX, CSV or PDF format. 


For PDF format you'll need to use the Document Creator Template in the Manage > Document Creator Template section or the Documentation.  As most document creator, it should show up in the 3 dots and will show ALL Document Creator Templates that start with INCENTIVE_VOUCHER. Check the Documentation for more details. The sample templates are also listed in the documentation.



For XLSX and CSV, there will be one column per Incentive Category (incentive/expense).

  • Incentives - this is the raw export of ALL incentives and the incentive details. It will have some details about the Incentive Vouchers. (One line per incentive). 
  • Incentive Vouchers - this will group all the Incentive Vouchers together and sum all the incentives.  There will be one line per Incentive Voucher.
  • Incentive Category - this will sum ALL categories into one line per category. 
  • Incentive Type - this will group by incentive types, (one incentive type per line).
  • Driver - this will group by driver, (one driver per line). 
  • Driver, Incentive Type - this will group by driver/incentive type.  One line per driver & incentive type combination.