All business transactions ultimately find their place in the general ledger, but the efficiency and completeness upon their arrival are what truly matter. A significant opportunity for fleet operations to enhance back-office efficiency lies in integrating asset maintenance and accounting systems. Picture a two-step strategy for linking asset maintenance with accounting.
Maintenance transactions primarily revolve around the repair order (RO) or work order (WO) process with a TMS, which allocates labor, parts, and other expenses by equipment unit and vendor. When seamlessly integrated with accounting, this process automates critical functions such as payroll, vendor payments, and billing of the TMS system.
Fleet managers gain valuable visibility into spending, helping them control maintenance costs within budget limits. They also benefit from accurate data on repair and operating costs over equipment life cycles, facilitating informed decisions on equipment purchases and disposals.
Establishing Repair and Maintenance Accounting Standards.
The initial integration step is procedural rather than technical. For instance, assigning repair orders in the trucking software to appropriate general ledger accounts ensures that costs for tasks like changing a tire are correctly categorized apart from those for replacing a marker light.
Consistent vendor identification codes are equally important. Standardizing these codes across systems reduces data entry redundancy and errors, benefiting both maintenance and accounting functions, particularly in emergency roadside situations.
Automating Repair Order Export Processes Once procedural standards are set, fleets can utilize Trimble’s Asset Maintenance system to export data directly to accounting software modules. This export process can occur immediately upon closure of repair orders through a direct interface or scheduled batch uploads.
These exports update accounts payable, receivables, and general ledger entries, streamlining data entry and reducing errors. Vendor payments become promptly available for processing, while invoices generated within the maintenance system for third-party repairs streamline billing and collections.
Moreover, integrating repair orders for work completed by owner-operators automates driver settlement processes within accounting systems. This automation not only enhances operational efficiency but also improves accuracy by preemptively identifying discrepancies before entries are posted to the general ledger.
Real-time exception reporting further enhances accuracy by flagging discrepancies like mismatches between received inventory prices and actual purchase prices. Such reports enable proactive corrections, ensuring inventory data remains current and accurate.
With reliable data at hand, Degama DTMS Fleet Maintenance module empowers managers with comprehensive insights into demand dynamics and profitability, enabling smarter inventory management decisions. If you are interested in the module contact sales@degama.com or request a demo
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