Frequently Asked Questions about Transport Applications

Current and historical costs

Vehicle repair maintenance:

Parts and materials purchase:

Fuel:

Contract Maintenance:

Workshop Labour:

Accident Damage:

Purchase Costs:

Written Down Value:

Preventative Maintenance:

Tyres:

Subcontractors:

Registration Costs:

Licence Costs:

Consumable Items:

Depreciation:

Vehicle details

Unit number:

Truck hours:

Available fields:

Records cab/ chassis specifications (e.g. Diff ratio, axle loadings etc):

Ability to record modifications made to the vehicle and capture costs prior to and after modifications. This work requires reporting to be based on a date range or event based:

Repair work orders

Invoicing from work orders on outside companies, subcontractors:

Itemisation of all work that is required to be undertaken under that repair job:

Allocate manpower and review manpower utilisation:

Recording of outside contractors:

Items costs against each component being repaired:

Tables listing the most commonly performed jobs on a Work Order, with standard manpower times and costs including parts requirements. Holding of previous values for comparison purposes:

User modification of the printed layout of work orders or job cards.

Display on screen a list of current work orders, including a description of the repair, the cost and unit number:

Ability for mechanics to perform enquires on the system for analysing data and service history:

Comments area to record substantial volumes of text regarding all components of a repair and maintenance activity:

Allow the supervisor to allocate labour resources and monitor labour utilisation:

Provide facilities to record the time each mechanic spends on each task for each work order:

The system should print daily check lists for all repairs:

Should automatically generate job numbers:

Accident damage

Ability to separate accident damage repair costs and enter accident claim numbers:

Record a history of accident repairs carried out on a vehicle:

Preventative maintenance scheduling

Automatically determine when the next service is due, based on hours of operation, date or kilometres travelled: Picklist format.

Printed check lists for preventative maintenance services should be attached:

Scheduled service details should include last service date, type of service performed and any comments:

Labour; should utilise standard labour costing rates:

Provide tools to manage and measure labour utilisation:

Purchasing

Ability to raise a preliminary purchase order or purchase request on the screen. Should be linked to the Accounts Payable Supplier file:

As above but with a main purchase order:

Goods received facility for receipting parts and consumables against purchase orders:

Flagging system for parts received.

Inventory control module for storing certain parts and for identification for parts and consumable items:

Reorder points for inventory to ensure no stock shortages:

Purchase of consumables to inventory, credit consumables cost account and debit vehicles costs on issue:

Inventory issuing screen:

Standard inventory allocations for preventative maintenance and standard repairs:

Inventory system to allocate unit cost of consumables:

Fuel

Should allow automatic updates of fuel usage and vehicle hours travelled or kilometre readings from external systems:

Tyres

Ability to record the cost and date a tyre is fitted and removed from a vehicle by tyre category:

Record types of tyres, brand, model and wheel position:

On road costs

Reporting

Facilities to print bar codes on repair jobs for easy data entry:

Flexible and easy to use report writer:

Ability to print reports to paper or display on screen:

Flag to illustrate those vehicle repairs and maintenance jobs which are awaiting parts to be delivered:

Suite of standard reports for each type of user:

Screens for quick reference on running costs per hour or kilometre broken into labour, parts, fuel etc:

Reports on individual vehicle age, vehicle type averages, branch averages:

Online system enabling the majority of data entry to immediately update the system in real time:

The system must be able to operate from remote depots and link to a central branch or state system:

The financial processing must be in line with our financial calendar and all other systems:

Ability to enter prior history data:

On-line help facility for all facets and functions:

Security levels to prevent unauthorised entry:

Ability to track refurbishment details during the life of a vehicle or body:

Ability to track a cab/ chassis through different systems (body systems) through its life:

System integration to be conducted using a two stage interface technique to enable minimal problems in the event of a change in the accounting or any other system:

Asset warranty:

Area to record regularly ordered parts i.e. Parts listing, who the Suppliers are, cost and approximate lead time:

System to process the monthly write-off of registration expenses. Certain annual costs are amortised monthly, the system should automatically raise the journal and also flag when registration is due:

Ability to record on-route downtime and reasons:

Ability to link drivers to vehicles (e.g. Who drives what):

Facility to integrate vehicle performance monitoring systems:

The system must be able to handle date in the year 2000.

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Copyright © 1999 Greg Sier & Associates PL
Last modified: May 03, 2001