Equipment & Fleet Expenses

It is well-known that Fleet Dynamics is an excellent enterprise-level fleet and equipment maintenance management software system, however, Fleet Dynamics is also a full accounting system. We have had many conversations with fleet and maintenance personnel that were forced to use equipment or maintenance modules that plug into their corporations accounting software. These software providers are noble attempting to fill the needs of their clients, however, proper maintenance software requires far more than a simple equipment list or a work order here or there. Although expense tracking is critical, maintenance management requires more than just tracking the expenses of the maintenance. Fleet and maintenance personnel understand their requirements and have openly expressed their dissatifaction with maintenance plugins for accounting software.

We, at infinite quantum, have always understood that we require experienced developers that understand the needs of both maintenance personnel and accountants. Fleet Dynamics is a full maintenance management software system that does accounting; purchase orders, accounts payables, vendor tracking, customer invoicing, accounts receivables, parts inventory audits, and vehicle, equipment, and fleet expenses and general ledgering. In short, Fleet Dynamics is a maintenance package that does accounting, and an accounting package that does maintenance. Both disparate worlds embraced by a single software system.

Fleet Dynamics embodies three forms of expense tracking; vehicle and equipment, parts inventory, and retail clients. The first, vehicle and equipment expenses, are tracked in four modules within Fleet Dynamics; the internal and external repair orders, receipts, and daily logs. The second, part expenses, are tracked through the purchase orders and accounts payable. Parts inventories are confirmed through physical audits or part counts of the stock room. And the third, retail clients, are tracked through customer equipment expenses, as mentioned in the first, invoicing, and accounts receivable.

All vehicle equipment expenses are tagged with a general ledger account code. Fleet Dynamics has the unique ability to mold itself to your company's general ledger system. This allows Fleet Dynamics to generate expense reports with your corporation's general ledgers and expense breakdowns. It also allows your accountants, IT staff, or computer programmers to transfer accounting data to and from the Fleet Dynamics database to interface with your accounting department's software system. This ability has proven invaluable to our current clients, for it allows accountants to use Fleet Dynamics to gather and track equipment and maintenance expenses directly within Fleet Dynamics or through an interface to the accounting software. The ability for Fleet Dynamics to use your company's general ledger system has proven itself as a valuable tool to accountants and fleet managers alike.

Although company accountants are primarily interested in their general ledger cost structures, fleet managers also think of expenses in terms of maintenance costs and its relation to equipment age and makes/models. In addition to general ledgers, Fleet Dynamics has the ability to generate expense reports based on repair (VMRS) codes. Repair codes are a coding system for tracking areas and types of maintenance, such as oil changes, brake replacements, clutch repair, etc. Accountants are normally only interested in the labor and part costs of a repair. However, a fleet manager is also interested in the frequency of certain repairs on particular equipment, based on age or the make and model of the equipment. For instance, if a clutch assembly is replaced six times in the last year in equipment #314, then perhaps Joe drives the truck too hard, the route is extremely treacherous, or that particular Volvo tractor has a faulty transmission. The ability for Fleet Dynamics to track the cost and frequency of expenses through repair codes and types of maintenance gives the fleet manager and entirely different perspective of expenses as compared to the accountant.

Today: July 08, 2008, Last Updated: March 29, 2006

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infinite quantum, inc.
(904) 321 - 2231