Fleet
Link fleet management with accounting to track expenses and reports
Fleet module connects company vehicle management with accounting system, enabling vendor bill assignment to specific vehicles, automatic service log creation and detailed operating cost tracking.
System automatically links fuel, maintenance, insurance invoices with corresponding vehicles and creates service logs to track maintenance history.
Key Features
Key points
• Bill-Vehicle Link: Assign vendor bills to specific vehicles
• Auto Service Logs: Automatically create service logs from bills
• Cost Tracking: Track costs by vehicle and type
• Expense Categories: Categorize fuel, maintenance, insurance
• Bidirectional Navigation: View vehicle from bill, view bills from vehicle
• Reports: Operating cost reports by vehicle
Linking Process
Steps
1. Receive bill: Receive vendor bill for vehicle expense
2. Assign vehicle: Assign vehicle to bill
3. Auto create log: System automatically creates service log
4. Post bill: Record expense in accounting
5. Track costs: Monitor costs on vehicle form
Expense Types
Vehicle Expense Categories
| Type | Examples | Service Log |
|---|---|---|
| Fuel | Gasoline, diesel | Yes (record km) |
| Maintenance | Oil change, repairs | Yes (record work) |
| Insurance | Vehicle insurance, road fees | No |
| Parts | Tires, battery, brakes | Yes (record parts) |
Real-World Scenarios
Key points
• Transport company: Track fuel and maintenance costs per vehicle, calculate transport costing
• Enterprise with fleet: Manage company car expenses, allocate to using departments
• Car rental company: Track operating costs to calculate rental rates
Best Practices
Key points
• Assign vehicle immediately when receiving bill to auto-create service log
• Use product categories to classify expenses
• Update odometer reading when refueling
• Monitor service logs to schedule maintenance
• Create periodic reports to analyze costs
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Service log not created | Vehicle not assigned to bill | Assign vehicle before posting bill |
| Costs not showing | Bill not posted | Post bill to record expense |
| Vehicle not found | Vehicle not created | Create vehicle before assigning |
FAQ
Key points
• How to link bill with vehicle? Select vehicle in Other Info tab of vendor bill.
• When is service log auto-created? When posting vendor bill with assigned vehicle.
• Can I view all bills for a vehicle? Yes, go to vehicle form, Costs tab.
• How to categorize expenses? Use product categories: Fuel, Maintenance, Insurance, Parts.