Accounts Payable Settings in PortPro

Overview

Accounts Payable (AP) settings in PortPro help you manage driver deductions and load-level expenses like fuel, chassis rental, and storage fees. These settings ensure your costs are tracked accurately and reflected in financial and payroll reporting. This guide walks you through each section.

1. Deduction Names

Location: Settings > Accounting > Deduction Name

Deduction Names define the types of deductions that can be applied to drivers in the Settlement Settings and during payroll processing.

To add a new deduction:

1. Go to Settings > Accounting > Deduction Name

2. Click Add Deduction

3. Enter a Name (e.g., Chassis Rental, Advance, Missed Appointment Fee)

4. Optionally tag the deduction to a specific office for location-based reporting

5. Toggle the deduction on or off depending on whether it should be currently available in settlements

These deductions appear in driver payroll and affect total pay calculations.

2. Dynamic Expenses

Location: Accounts Payable > Dynamic Expenses

Dynamic Expenses are where you log load-specific operational costs that your company incurs. These do not affect customer invoices but are used for internal financial reporting.

Typical use cases:

• Chassis rental charges billed to your company

• Yard storage fees

• Fuel costs paid out-of-pocket
  
  

How to enter:

1. Go to Accounts Payable > Dynamic Expenses

2. Click Add New

3. Select a load and enter:
   
   

   • Expense type (from your charge code list)

   • Amount

   • Associated vendor (if applicable)
     
     

4. Save and confirm

These entries feed into margin and cost reports, and can be tied back to specific loads and vendors.

3. Expense Visibility

Expenses listed in this module are for internal use only — they will appear on reports but not on customer-facing invoices unless manually added under the Billing tab of a load.

4. Integration with Settlement

If a deduction applies to a driver (e.g., they’re responsible for a missed appointment or cash advance), it can be selected during settlement under:

• Settlements > Driver Settlements > Edit Pay

• Look for the deduction name you created in the dropdown

This ensures driver-related AP expenses are cleanly deducted from payouts.

5. QuickBooks Mapping (Optional)

If you're using QuickBooks Online, be sure each charge code or deduction name is mapped to an account under:

• Settings > Accounting > Charge Codes

• Look for the green check mark to confirm sync status

Mapped deductions and expenses will flow correctly into your general ledger during sync.

Summary