Internal fleet maintenance work orders from Fleet Harmony Cloud Fleet Management Software are not accounted for in SAGE Simply Accounting using a regular Purchase Invoice. Often times, these work orders involve a combination of parts from inventory, shop supplies, oil, and parts purchased specifically for the repair at hand.
Traditionally, companies record unit expenses for internal work orders via general journal entry for each work order tracked on a fleet maintenance spreadsheet and summarized at the end of each week, month, or quarter.
With Fleet Harmony Cloud Fleet Management Software V6.8.9, you can now eliminate the fleet maintenance spreadsheet and save a lot of time by exporting general journal entries for internal maintenance work orders directly to SAGE Simply Accounting.
The process is straightforward and one of our software design services team will be happy to help you through it. What you need before you begin:
the GL Expense Account number for every unit in your fleet.
the GL Inventory Account.
the GL Adjustments Expense Account
Initially, each unit on the Equipment List page will need to be updated with its associated GL Account in SAGE. Fleet Harmony’s online Fleet Management Software can accommodate companies using one maintenance expense account or unique accounts for each individual unit.
The GL Inventory Account number and GL Adjustments expense account number from SAGE can be updated on the Fleet Harmony options page.
To create the export file, select the Export GL to SAGE option from the Import/Export menu then import it using the Import Transactions option in SAGE Simply Accounting.
It is highly advisable that before proceeding with this feature you contact us.
Other changes in this release include:
Export Work Orders to SAGE (outside work orders)
To ensure consistency in expense reporting in SAGE, the export file now contains the Unit ID as the SAGE Inventory Service Item. The SAGE Inventory Service Item links to the appropriate GL expense account.
For greater backwards tracing and transparency between Fleet Harmony and SAGE, the format of the SAGE Purchase invoice number has been changed. The SAGE Purchase invoice number will now be comprised of:
The Fleet Harmony Work Order Number
A dash
The Customer invoice number if entered
Parts Purchase Orders – negative quantities
The system now accepts negative quantities, enabling some or all of a part purchase invoice to be credited.
Parts Purchase Orders – Core charge management
A new credit textbox has been added to the screen that is primarily used for core charge management. Use this field to enter claimed core charges. This field is used for comparison purposes on the Core Charge Report
Core Charge Report
Purchase Orders have been added to the report selection. The report details now designate if a transaction is a fleet maintenance work order or a purchase order.
Summary
With this latest release, Fleet Harmony’s fleet maintenance software is completely SAGE Simply Accounting compatible. Are you ready for fleet maintenance software that saves you time and money managing your fleet? Contact us!
Don’t forget, fleet accident management software is included with every Fleet Harmony Cloud Fleet Management software subscription. Additionally, the built-in IFTA calculator and IFTA software makes your quarterly IFTA reporting a breeze, and eliminates your IFTA spreadsheet entirely!
Fleet Harmony's shipment tracking software also makes it easier to track and manage shipments, including support for Sage compatible invoices.
Plus our software design services team is always ready to help with customized web sites and software applications for specialized needs.
Give us a shout!