TLPA

DESIRED FUNCTIONALITY FOR A TRANSPORTATION COMPANY CASHIERING SYSTEM

The Technology Subcommittee of the Taxicab Steering Committee of the Taxicab, Limousine & Paratransit Association (TLPA) was given the task to develop a list of features that transportation company managers would typically desire in a cashiering system.

The objective is to give potential vendors guidelines as to features TLPA members need in Cashiering Systems so that new products will include the features listed below and provide the means to handle the data a company needs to have on hand and store.

Not every company will use every feature of the system so the operator needs to be able to turn off any feature he chooses not to use. The system data has to be easily downloadable into Excel or some similarly generic format, and should be compatible with Crystal or a similarly easy to use report generating software package. It should avoid the use of proprietary software.

1) Basic driver information (data must be inputted in such a way as to not violate independent contractor status):

a. Stores personal data such as name, address, phones, emergency contacts, etc.

b. Store professional data such as company, types of and number of leases permitted, vehicles permitted, credit limit, loan balance, security deposit balance, etc.

c. License data (state driver license, taxicab/hack/chauffeur's permit, drug test, base pass) and expiration/renewal dates.

d. Driver accident reports and workers comp claims.

e. User Configurable dates / fields with warnings prior to and restrictions after expiration dates for such items as license expiration, drug testing, Defensive Driving courses or other local requirements.

f. Many companies believe that the driver's picture should come up on the screen so the cashier can verify the correct driver is assigned to the vehicle. There are other companies who are concerned that data transfer to remote locations will be slowed by graphics and they need the option to disable this function.

2) Vehicle Files

a. Make, model, purchase date, etc.

b. Dates/mileages for PM, tags, other licenses or taxes.

c. Vehicle assignment by week and if necessary by shift or day.

d. Lease Out Forms and Receipts - When the driver checks out a cab, the computer should generate a Lease Out Form for the driver to sign, containing lease type and due in time, plus charges and Management configurable boilerplate.

When money is paid, a numbered receipt should be generated that shows charges and amount paid, plus balances of any Security Deposits, Loans, or fees. A re-printable receipt would be nice.

e. When the cashier enters a driver name/number to lease out a cab, the computer will warn if the driver has expired licenses, etc, or must see Management before driving, or give a warning that his license expires next week. Also, when a cab is being assigned to a driver, the computer will notify the cashier if that vehicle is in the shop, etc.

The cashier needs to be able to update the taxi mileage upon taxi turn in so the machine can warn when preventive maintenance (PM) is due.

3) Integration with various passenger payment systems - system should automatically deduct collected amounts from driver owed - not manual

When a driver turns in a credit card slip, any surcharge should be automatically added. Vouchers need to be tracked and managed by driver and account with notifications for closed or suspended accounts. (The ability to handle closed accounts would be best if interfaced with Dispatch).

Account items should be maintained in a fashion so they can be totaled and billed to the customers, or exported to a dedicated accounting program like Peachtree, QuickBooks, Great Plains, etc.

a. Credit card payments collected by driver (drivers must turn in receipts).

b. Vouchers and other forms of payment collected by driver (linked to dispatching to show the call was dispatched as a voucher job).

c. City vouchers for disabled, poor etc.

d. Company Coupons.

e. Other (needs to be generic as possible).

4) Integration with various online city and state programs

a. EZPass and other such electronic toll collection devices.

b. Parking tickets, automated red light tickets, etc. (needlines in the cashiering screens so a company can track what the drivers owe for violations).

c. Other functions.

5) Deposit/Bond info

a. Goal amount.

b. Payment per day/week etc.

c. Refunds or remittances against.

d. Check info on remittances and new balances automatically (to keep track of what drivers owe, cashiering must link driver to the car).

e. Provide ability correlate with weekly owner-operator paperwork to allow the cross referencing with the same report program.

6) Leases: Automatic handling of leases

Need the ability to operate under various systems, i.e., need a "Lease Editor" that can be changed by company management. Management should be able to determine which drivers are allowed which leases, and how many, such as "New Driver" leases.

Also, needs to allow the ability to design a "buddy" or "combo" lease, and there needs to be levels of security limiting who can change certain items. The cashier should just need to enter lease type and start date, the computer will fill in prices and due dates. Upon check in, the computer will calculate any late fees. There is no reason for the cashier to manually enter any charge dollar amounts.

a. Daily, 12 hour.

b. Weekly.

c. Medallion lease.

d. Affiliation.

e. Bulk Affiliation or ownership.

f. Management will need the ability to correct errors or adjust charges.

For example, the ability to back out an incorrect lease type or wrong voucher amount. Other items include when a driver wants to pay a deposit ahead of schedule or a driver needs to be charged for an accident.

g. A comprehensive display screen. For example, a screen resembling an EXCEL Spreadsheet that shows in real time cabs currently on lease, with columns for Driver, Cab #, Went Out, Due Back, and Balance.

h. Built-In on screen reports. Users should be able to see shift history of a cab, or the shift and cashiering histories of drivers.

7) Handle loans and loan payments (works the same as deposits)

There needs to be automatic handling of loans and deposits. For example, if a company has a $750 driver deposit paid $5 each time the driver checks out a vehicle, the computer should automatically add $5 to the amount due when the vehicle is turned in.

Calendar events, such as monthly airport fees, should also be automatic.

a. Total loan.

b. Payment per day / week / month.

c. Current balances.

d. Owed to, if not to company.

e. Handle payments of monies collected for outside parties (e.g., credit union payments.)

f. Deduct and collection fees percent or flat

8) Various amounts owed by driver that he is paying off, i.e., the computer must be able to generate a cash proof.

That is, a tamper proof summary at the end of a Cashier shift that shows the dollar amounts of cash, vouchers, and credit card charges in the drawer.

a. Message or description

b. Goal.

c. Per shift amount.

d. Balance.

e. Multiple amounts handled at same time.

f. Coded for general ledger by letter.

g. The system should have the capability of providing cash in and cash out history by any desired "date range" for insurance and collision bonds and maintenance fund accounts. We should be able to generate these payment history reports for all drivers or any individual driver.

9) Last date worked searches on drivers

a. Date to date - who has worked.

b. Compare dates to see who is no longer driving for you and print list for contact.

c. There must be a report writer built into the system, i.e., the system must interface with Crystal or any other known report writing program.

d. Need for some easily searched archive.

10) Integration with meters

a. Messages to MDTs and meters individually or in bulk.

b. Ability to shut down a meter or MDT.

c. If a non-proprietary database is used, interfaces can be built to interact with Dispatch and Accounting programs.

For example, an interface could prevent a driver who is not on a valid lease from logging on his Mobile Data Terminal. An interface with an Accounting program would stop a cashier from taking a voucher on a closed account.

11) Cashier-less Cashless Cashiering

The ultimate objective would be to have a kiosk where the driver would put his personal SmartCard into a slot, enter the mileage and other required information. The system would electronically transfer funds to and from driver accounts. A driver account is defined as any financial repository that can facilitate the electronic transfer of funds using the driver’s personal ATM card.

12) Medallion Leasing Module

a. For companies who lease permits, licenses, etc from owners, program would track leases, expiration dates, monthly payments, 1099's if necessary, other restrictions on usage.

b. Should import to a check writing program for printing of monthly checks.

Harold Morgan, TLPA Director of Research & Education, submitted this article.

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