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Group of programs: Business automation
Accounting of auto transport
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At the moment, all organizations, regardless of their field of activity and form of ownership, must control the property on the balance sheet of the economic part, relying on current norms, laws, to provide documentation. Accounting of auto transport is no exception, while enterprises associated with the operation of auto transport have their own characteristics when conducting control. The company's processes of the technical monitoring of auto transport are a complex system that requires not only filling out timesheets, Excel tables, but also strict adjustment of each stage. These stages include the scheme of the sale of goods, production, supply and accounting of auto transport, the technical support of which plays a significant role in the enterprise.
The accounting part of the organization's policy regarding auto transport always remains among the main tasks of the accounting department. To solve such problems, we have developed an automated application USU-Soft, which takes over most of the processes inherent in the control of vehicles contained on the balance sheet of the enterprise. The accounting program is able to automatically maintain databases on personnel, customers, income and expenses, organize the work of a warehouse, auto transport department, as well as conduct general accounting. But to begin with, the accounting system establishes the accounting procedure for auto transport, plans the timing of technical inspection, service maintenance, generates waybills (like Excel) and is engaged in ensuring timely technical monitoring of the condition of each vehicle, keeping an appropriate time sheet and creating repair requests. The filling system can be organized by importing from a file similar to the Excel structure or another accounting program that was conducted before the implementation of the software platform. The display of vehicles and the costs associated with their use is directly related to legal regulations, legislative sheets, on which the organization relies when monitoring technical units. The fact of buying an auto transport must also be correctly formatted in the required form according to the Excel pattern; by means of our USU-Soft application it will become much easier and more accurate. With this procedure of accounting of auto transport, the software operates on the basis of accepted accounting standards and tax sheets, organizing the transfer of ownership of the logistics company.
Who is the developer?
2024-04-20
Video of accounting of auto transport
This video can be viewed with subtitles in your own language.
It is also important that the accounting program can help with clients, the driving force behind any organization. After all, it is thanks to clients and their applications that profit is obtained, the main goal of every business. The auto transport industry is no exception. The software platform generates a list with the entry of contact information, attachment of file sheets, tables, and timesheets like Excel, which may contain all applications received during cooperation with each customer. Thanks to the accounting of auto transport customers, it is easy to identify the most promising partners, offering them special conditions of interaction and prices in the provision of services, sending individual price lists in a table. And having studied the table of demand for a certain type of auto transport, in a matter of seconds, you can determine the most promising directions of transportation. Productive maintenance of the information base on counterparties is very important for the management team responsible for the subsequent promotion of the company.
Waybills and auto transport documentation starts to be formed in the software after receiving an application from the client. The manager who received the order determines the most optimal type of vehicle, the direction and forms a travel document, taking into account the wishes of the customer regarding the delivery time. The software, in turn, automatically creates the optimal route and calculates the cost of auto transportation, based on the rates entered from the Excel program. The software configuration maintains a database of keeping track of customers’ vehicles, their contacts, automatically accepting and accompanying applications, specifying the carrier, managing payments, tracking debts, as well as sending to the directorate the timesheets with lists of debtors. Our specialists are ready to adjust the procedure of technical equipment of the application to the needs and requirements of each counterparty, which is determined after discussing the nuances of doing business with a particular organization.
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Who is the translator?
Khoilo Roman
Chief programmer who took part in the translation of this software into different languages.
Instruction manual
The primary document on which the control of the operation of auto transport, trailers and other vehicles is based is the report card of vehicles. It requires daily compilation in the form of a table. It is used for the constant management of the indicators entered in the cards according to the technical regulations of auto transport, their downtime during repairs and their maintenance. The document includes the number of hours spent on preparatory, final work that drivers perform, the transportation process (route, loading, unloading); a separate sheet reflects downtime and repairs. The employees responsible for filling out these documents must have a lot of experience and knowledge; it is easier to entrust this process to the USU-Soft computer accounting program, which automatically enters most of the indicators. The senior manager of the auto fleet should check the order of filling out these forms for vehicles in an Excel-style table, because this factor gives an idea of the time resources of each unit.
As mentioned earlier, the main income of a logistics company, however, like other areas of activity, depends on the number of customer requests. And the better the order is organized, the more deliveries can be made, and the use of the USU-Soft accounting program will not only speed up this activity, but also improve the quality. The creation of an application begins with the receipt of an order from the owners of the cargo, parameters are entered into the finished sheet, and the software calculates the best option and prepares a waybill. The program of accounting of vehicle orders assigns a status to each order according to the degree of its completion. Periodic reporting in the form of a table helps to monitor the most productive areas and determine the order of further actions.
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Accounting of auto transport
To record vehicles and drivers, it is required to use a special form of the initial document - a waybill, which is created with all the advantages of the already classic, convenient Excel, but at the same time new functions have been added. Enterprises can use the approved form or develop their own procedure and structure of the form, based on the legislation of the country where the transportation will be carried out. But whatever form is chosen, it must be registered in the system. Information on the technical condition and provision of auto transport is required to be entered in the waybill not only for companies that specialize in transportation, but also for those who use the machinery in production purposes. Accounting of vehicles and waybills is also carried out in automatic mode; it remains only to select the desired parameter from the drop-down menu. Also, in our accounting program there is a separate section on the warehouse of spare parts, it is designed to automate the procedure of receiving, shipping parts related to vehicles, monitoring and fixing defects. Thanks to the ability to integrate with warehouse equipment, the inventory process becomes much easier. The system automatically transfers data from the barcode scanner, creating a hierarchical list, marking the storage location of each part.
The software maintains a complete reference of spare parts, updating the data at the current time, and if it detects an imminent completion, it can notify you by sending a message to the screen of the person responsible for the purchase and, in parallel, generating an application in a tabular form. The module is able to put things in order in providing the warehouse with the necessary documentation (receipts, invoices, etc.). The tasks of the services for material and technical support in auto transport include the regulation of resources, their quantity, which should be enough for the full-fledged maintenance of the organization. A competent organization of accounting of vehicles with technical support becomes the main factor for the productive and correct provision of services, increasing the profitability of the enterprise, reducing the cost of fuels and lubricants, tires and other materials, which in fact increases the number of applications received from customers.
An established procedure for the formation of documentation, invoices, travel papers, timesheets of various kinds is an important component of any form of control, therefore our software does this automatically, every day, drawing up all the information received in tables. In addition to creating a common database, our software is able to create a detailed structure of accounting of vehicles for each unit of auto transport, entering information about state numbers, owner, presence or absence of a track, technical condition, attaching a registration certificate and tracking the expiration of its validity. Based on this data, the system reminds in advance of the imminent need of the technical inspection, creating a schedule according to which the auto transport cannot be put on the route within a certain period of time, and if there is a need to replace a part, then an application for the warehouse is automatically generated, in the approved manner and on the related collateral sheet.
Control over the auto transport will become a simple, low-cost process by transferring the main tasks to the electronic platform. Each application, client, employee, car will be under constant supervision of the software configuration. The software is engaged in the provision of warehouse stocks for spare parts, creating special documents. This document will not be difficult for any user to compose, and then print it directly from the menu. The function of reminders in the software of auto transport accounting will keep you informed about the stages of repair or maintenance of each unit of transport. For each request from the client, a separate time sheet is created with an indication of the delivery procedure, and in parallel with this, the software creates a travel document for the driver. The accounting program implements the "Reports" section, which in a convenient form creates any reports on clients, vehicles, completed orders, spare parts in warehouses. Accounting of vehicles in Excel is not the most convenient format, but we took into account all the advantages of the classic pattern and supplemented it with wide functionality that can put things in order at every stage of control over transport and travel documentation. The format of all waybills and warehouse lists has a standardized form, prescribed in advance in the "Directories" section, but if necessary, their order can be adjusted.