Often, companies not using fleet maintenance software use a variety of pre-printed or photocopied forms, maintenance cards, spreadsheets, and their accounts payable to manage fleet maintenance and repairs. While many claim that this process is quick and works for them, it has many shortcomings and much is lost in terms of reporting and audit.
With Fleet Harmony Cloud Fleet Management software, our simple and easy to use process is:
Comprehensive enough to enable you to capture important maintenance work order information ,
Flexible enough to accommodate unique circumstances,
Easy enough to use so that you are not spending long hours in from of a computer screen.
Traditionally, most installations of Fleet Harmony Cloud Fleet Management follow the following 3 easy steps, with an optional step for SAGE Accounting users, to streamline their fleet maintenance management process.
Maintenance Work Order Entry
The best time to capture or start a work order is when the equipment first enters the shop, regardless if the maintenance or repair is being performed in your own shop or at a 3rd party repair shop. This process involves usually takes less than 20 seconds and can be performed by your mechanics, shop manager, or a parts clerk.
From the Maintenance Work Order page, simply select a unit from the dropdown; enter the date, enter a brief description of the repair and press the Save button then press the Print button. It’s that simple and the system will automatically generate a customized and easily identifiable maintenance work order sheet that accompanies the unit on the shop floor.
Performing the maintenance or repair
As the unit is being repaired or maintained, your mechanics and technicians reference the maintenance work order sheet and make any notes accordingly. Some customers use a high-tech solution: clipboard, a coat hanger, and a pen on a string to keep the maintenance work order sheet close at hand and to keep 3rd party parts purchase orders and invoices together.
Maintenance Work Order Finalization
Once work has been completed, parts are entered on the work order. This step is most often performed by a fleet management clerk or administrative support staff.
For each maintenance work order:
The work order is brought up on screen by entering the automatically generated work order number.
Accompanied part invoices are audited and entered.
The status dropdown on the work order page is changed to “Finalized”
Press the Save button.
The work order, along with photo copies of all invoices are stapled together and filed by unit. Filing maintenance record by unit is a requirement by all provinces and states.
Sage Simply Accounting
The export to SAGE is an optional step that allows maintenance work orders generated in Fleet Harmony Cloud Fleet Management to be exported to SAGE Simply Accounting. To trigger a work order to be selected by the SAGE Simply Accounting export routine, change the work order status drop down to “Posted”. Note that once the work order has been exported, it will be assigned a batch ID for audit purposes.
Summary
Fleet Harmony Cloud Fleet Management Software simplifies the task of fleet maintenance and repairs and integrates fleet maintenance software, Fuel and IFTA software, Accident Management Software, and SAGE Simply Accounting into one easy to use software application. Don’t forget to ask about Fleet Harmony’s billing and shipment tracking software.