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Group of programs: Business automation

Software USU

Vehicle use accounting

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Accounting for the use of vehicles in the USU Software is organized in an automatic mode, when the employees of the transport company need only timely input of data about when the specific use took place, what kind of vehicle it was, including make and model, state registration number, who was responsible for this use, and how much time was spent on it. The rest of the work is done by an automated logbook for the use of vehicles, configuration of the USU Software to automate this type of accounting.

Each vehicle owner is obliged to keep a vehicle usage log to organize transportation activities. Therefore, there is a generally accepted form of such a transport logbook, but it is not standardized and can be modified by the company to optimize internal accounting by adding new information about each use. The use of accounting logbook controls not only over vehicles but also the work of drivers to comply with the requirements for their labour regime.

Due to the automated vehicle use log, the company has data for each vehicle at any given time and a complete accounting report for the work shift, identifying vehicle downtime and their causes. The usage log confirms that the driver received the vehicle in good condition and a completed waybill with the task.

Who is the developer?

The automated accounting log about the use of vehicle is available to fill in by several specialists responsible for their scope of work. The logistician assigns the vehicle to perform a certain trip, the technician confirms its serviceability, and the driver assumes obligations for its efficient use. Information on each flight is stored in a special tab, where the calculated data about all costs of the flight are already provided, including accounting of fuel consumption, paid entrances, daily allowances, and parking. At the end of the voyage, real values will be added here to compare with the normative ones.

The driver records the speedometer readings before entering the route and upon returning from it, noting this in the waybill, which also has an electronic format. Based on the mileage, the use of fuel is determined considering the brand of the vehicle, which can be determined by the enterprise itself or taken from the regulatory and methodological base built into the structure of the vehicle utilization accounting log. At the end of the trip, the technician can indicate in the waybill the remaining fuel in the tank, thus providing the amount of actual use of fuels and lubricants.

Each vehicle has a complete description of its production parameters and technical condition, presented in the base of the vehicle fleet formed by the accounting log of transport use, where the vehicles are divided into tractors and trailers. Each half has its information, including the brand. There is a list of flights performed by the vehicle for the entire period of work at the enterprise, the history of technical inspections and repairs, where all replacements of spare parts made, and the next maintenance period will be indicated. The validity periods of registration documents are also indicated to carry out their timely exchange.

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As soon as the expiration date begins to approach, the log of use notifies about this, so the company does not have to worry about the validity of transport documents and driving licenses, control over which is established by the accounting log in a similar database for drivers, where the qualifications of each, general driving experience, work experience in this enterprise, rewards, and penalties are noted.

In the accounting logbook, some of this information is displayed in the schedule for the use of vehicles, called production, where a work plan is drawn up and the period of withdrawal for maintenance is marked. According to this plan, a logbook is filled in, the data on flights must match since the production schedule is a priority document, and the log is a secondary one, confirming the completion of work on schedule.

The accounting of vehicles, being automated, increases the efficiency of use of the vehicle fleet in compliance with all requirements for its technical condition and working regime, while the company does not waste the time of its employees on these activities, thereby reducing labour costs and optimizing internal communications, which leads to instantaneous exchange of information between different structural divisions and, accordingly, quick solution of emerging problems. Internal communications between different production services are supported by a notification system. All interested parties receive pop-up messages. When you click on such a message, an active transition to the discussion document is made, available to everyone who participates, and each change in it accompanies the message.

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Vehicle use accounting