Setting up LoadLedger for the First Time

To use LoadLedger, you must set up the following:

Company Information (File > Company Information)
Tractors (Lists > Tractors)*
Trailers (Lists > Trailers)*
Drivers, Customers, Vendors, Shippers, Receivers (Lists > Contacts)*
Chart of Accounts (Lists > Chart of Accounts)
Set your Preferences (File > Preferences)
OPTIONAL Current Fuel Tax Table (Utilities > Maintain Fuel Tax Tables > Update Fuel Tax Table) if you file fuel taxes
OPTIONAL Opening Balances (Activities > Opening Balances) if you need information from a prior fiscal year to be included in financial reports

* You can also set up many items by typing them in LoadLedger windows as you need to use them.

Use the commands on the Activities menu to enter loads, settlements, expenses, and maintenance. Most of these commands also have a button on the LoadLedger toolbar that will open the window.

Enter Load Information first. (Loads)
You must have a Customer, Tractor, Trailer, Driver and Income Account. After that, it's up to you what you want to track. (You can set up these defaults in the Preferences window.)

Items that will automatically show up in the Settlements window include:
- Income (from the Information tab)
- Fuel (from the Fuel & Tolls tab) if marked Reimburse or Advance
  (Reimburse will add that amount back into your settlement; Advance will take it out.)
- Tolls (from the Fuel & Tolls tab) and Expenses (from the Direct Expenses & Income tab) if marked "Yes" under Reimburse.
- Additional Income (from the Direct Expenses & Income tab)
- Advances and any Transaction Fees (from the Direct Expenses & Income tab)
Reconcile Settlements (which deposits the check into the bank account you choose) (Settlements)
- Click each line item included in the Settlement in the "Select Items to Settle" area. You can sort the list by clicking a heading (like Load #). What appears in this area is based on what has been entered in the Loads window (for the selected Customer).
- If additional expenses are taken out, enter them in the "Expenses Deducted" adjustment area.
  If additional income is paid (or to enter negative income for unpaid miles), enter these items in the "Income Added" area.
  You can create a new Adjustment Type by typing it in the box or click the down arrow to select an existing adjustment type.
- When the Unapplied amount equals $0.00, your settlement has been balanced in your accounts.
Enter other expenses like general expenses and maintenance expenses. (Expenses)
Enter any Owner Draws (money taken out of the company). (Owner's Draw)
Enter Credit Card or Loan payments. (Pay Credit Cards or Pay Loan)
Enter any other accounting transactions (like transferring funds between accounts - like an ATM transaction, putting money in ESCROW, or even the details of a payroll check where funds may be placed in a "tax payable" account).
Create some reports to see what each contains. Some of the reports you may find useful are:
- Load Report - to document trips for invoices since it details the information entered in the Loads window or to check a settlement before actually entering the settlement in LoadLedger (then you can update information in the Loads window)
- Load Recap Report - to view cost and income per mile from Load information
- Account Transactions - to view the activity on an account (or accounts) or choose the Accounts Receivable account to see what you haven't been paid on yet.
- Break-Even/Cost per Mile Analysis - to see what your real cost per mile or create "what-if" scenario to help you make better business decisions
- Income Statement and Balance Sheet - to show you the state your business
- Fuel Tax Report - to view your fuel tax liability for a quarter
- Fuel/Mileage Audit Report - to view your fuel and mileage use over a time period

Known Problems and Workarounds

No data in Fuel Tax Report?

Tractor must be marked IFTA Reportable. (Check the IFTA Reportable box in Lists > Tractors > Update.)
Create or load the rates for the quarter. (Utilities > Maintain Fuel Tax Tables > Edit Fuel Tax Tables to create new rates or Update Fuel Tax Table to load a fuel tax file)
Verify that all state miles and fuel purchases are correct in the Loads window. ONLY STATE MILES AND FUEL PURCHASES ENTERED IN THE LOADS WINDOW ARE USED IN THE FUEL TAX REPORT.
Check that the correct tractor, dates, and states are used. The Fuel/Mileage Audit Report (Reports > Fuel > Fuel/Mileage Audit) can assist in locating incorrect or missing information.

Only the first line appears on a report or only one line appears on each page of a report

This is a Windows XP printer driver issue. First, you should check if there is an updated printer driver for your printer. (Check the manufacturer's web site.) If that does not solve the problem, install a new printer that XP will recognize (such as an HP Laser printer). (To add a printer, click Start > Settings > Printers > Add Printer.) Select that printer in LoadLedger (File > Printer Setup).

For help using LoadLedger, click the Help toolbar button, press F1, or choose Help Topics on the Help menu. The User Guide is another source of detailed instructions.

If you would like to download the LoadLedger User Guide in PDF format, click here.
You need Adobe Acrobat Reader to view this PDF file (which you probably have). If not: