Rating: 4.9. Number of organizations: 451

Countries: All
Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Vehicle usage accounting

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Program screenshot

Accounting for the use of vehicles in the software "Universal Accounting System" 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 - make and model, state registration number, who was responsible for this use, how much time was spent on it. The rest of the work is performed by an automated logbook for recording the use of vehicles - this is the software configuration of the USU for automating this type of accounting.

Each vehicle owner is obliged to keep a vehicle use log when organizing transportation activities, therefore there is a generally accepted form of such a vehicle use log, but it is not standardized and can be modified by the enterprise itself in order to optimize internal accounting by adding additional information about each use. Through the use logbook, control is established not only over vehicles, but also over the work of drivers in order to comply with the requirements for their labor regime.

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

The automated vehicle utilization log is available for filling 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, the driver assumes obligations for its efficient use. Information for each flight is stored in a special tab, where calculated data on all costs of the flight are already provided - fuel consumption, paid entries, daily allowances, parking. At the end of the voyage, real values will be added here for comparison with the normative ones.

The driver registers 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 fuel consumption is determined, taking into account the brand of the vehicle - normalized, which can be determined by the enterprise itself or taken from the regulatory and methodological base built into the structure of the vehicle utilization log, at the end of the trip, the technician can indicate the remaining fuel in the tank in the waybill, 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 vehicle fleet database formed by the usage log, where the vehicles are divided into tractors and trailers, each half has its own information, including the brand. The information includes 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 replacement parts made and the next maintenance period will be indicated, the validity periods of registration documents will also be indicated in order to carry out their timely exchange.

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

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

The accounting of vehicles, being automated, increases the efficiency of using 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 labor costs and optimizing internal communications, which leads to instantaneous the exchange of information between different structural divisions and, accordingly, the rapid solution of emerging problems.

Who is the developer?

The automated system improves the quality of all types of accounting, including managerial and financial accounting, as it provides a complete report on the resources that are involved in all production processes. Such a regular analysis of activities makes it possible to carry out timely work on errors and thereby increase profits.

Automation of a transport company is not only a tool for keeping records of vehicles and drivers, but also many reports that are useful to the management and employees of the company.

accounting of a transport company increases the productivity of personnel, allowing you to identify the most productive personnel, encouraging these employees.

The program of the transport company, along with the processes associated with the transportation of goods and the calculation of routes, organizes high-quality warehouse accounting using modern warehouse equipment.

Accounting in the transport company compiles up-to-date information on the remnants of fuels and lubricants, spare parts for transport and other important points.

The transport company program takes into account such important indicators as: parking costs, fuel indicators and others.

Accounting for vehicles and drivers generates a personal card for the driver or any other employee, with the ability to attach documents, photos for the convenience of accounting and the personnel department.

The program for transport documents generates waybills and other necessary documentation for the operation of the company.

Transport and logistics companies in order to improve their business can start to apply accounting in the transport organization using an automated computer program.

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The program for the transport company conducts the formation of requests for transportation, plans routes, and also calculates costs, taking into account many different factors.

Accounting of transport documents using the application for managing a transport company is formed in a matter of seconds, reducing the time spent on simple daily tasks of employees.

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 is accompanied by the message.

The unification of electronic forms in which users work makes it possible to speed up the input of information, since they do not need to rebuild to different formats when changing tasks.

When accepting an order, a special window opens, the filling of which provides a package of accompanying documentation for the cargo, compiled automatically based on the data.

In addition to the package itself, all other documents for services that are related to transportation, including accounting statements and various invoices, will be automatically drawn up.

The program automatically generates absolutely all documents of the enterprise, while their accuracy and design fully comply with the purpose and existing rules.

The program independently performs all calculations, which is made possible by setting up the calculation of each work operation, taking into account the standards from the industry base.

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Vehicle usage accounting