Machinery and Vehicles Management System
The basic data structure of the system:
The establishment of this system begins with defining fixed files and schedules that contribute to facilitating the use of the system by defining the types of machines, equipment and vehicles used, their value, monthly consumption expenses, and the necessary maintenance services for them in terms of their type and periodicity of need for them, and the spare parts and accessories associated with their maintenance. This system is also built by defining all files The main mechanisms, periodic maintenance services and their expenses, and the mechanism of linking the invoices of these services to the public accounting system, as well as the types of daily movements, variables, and administrative procedures that take place on these mechanisms, and the connection of these works and movements to the types of accounts affected by them in the general accounting system.
System functions and features:
- Indexing and classifying the mechanisms in terms of their types and the periodic maintenance services required for each type of these mechanisms and linking these services to the invoices associated with these services and their expense accounts with the general accounting system.
- Indexing and classification of maintenance centers and periodicals for the implementation of periodic maintenance of machinery, equipment and vehicles.
- Classifying the types of breakdowns and other expenses such as fuel and violations, and linking each type to its own expense account in the accounting manual.
- Recording detailed data on equipment, machinery, vehicles and official documents for each equipment or mechanism in terms of licenses or insurance policies and their value.
- Providing the possibility of defining the data of spare parts and consumables for each mechanism or equipment.
Providing the ability to record the data of the maintenance centers owned by the company, as well as the data of the workshops and external maintenance centers, and their connection to the suppliers’ accounts.
Definition of periodic maintenance services for each mechanism, the periodicity of the implementation of each service, the date of the last implementation of this service, its estimated cost, and the segments of fines for delay or advance in the implementation of the service, compared to the periodicity of implementation required for it.
The system includes a list for reporting emergency malfunctions, repair requests, procedures for implementing and repairing these malfunctions, billing them, and linking these invoices either to expense accounts or to accounts of other debtors in view of the perpetrators of these malfunctions.
The system provides the possibility of registering fuel invoices or violations, or renewing licenses and documents for machinery and equipment, and linking them to their expense accounts, or charging some or part of them to other debtors’ accounts, according to the status of each invoice.
Providing programs and screens for recording the state of the machinery, vehicle or equipment parts monthly or as needed through a list that defines periodic inspection programs for the mechanisms, as well as with the aim of knowing the mechanisms that need maintenance or that are in good condition or out of work and extracting monthly reports on the condition of the mechanisms, their places of work and their presence .
Providing the possibility of recording the transportation movements of machinery and equipment from one project to another or from the custody of an employee to another or from one department or branch to another in order to link these machinery and equipment to the operating cost centers so that all expenses of these machinery and equipment are loaded according to the cost centers operating in them monthly According to the working days of each mechanism in each cost center during one month.
Providing the possibility of requesting the transfer, purchase or rental of vehicles, either through the project management system, which affects the vehicles management system, or through the procurement system.
This system is linked to the fixed assets system, with the aim of linking the monthly depreciation expenses that are automatically released through the fixed assets system and charged to the cost centers of the vehicles and their movements during the month.
The system provides a list of programs and screens for lease contracts or leasing of machinery and equipment and the impact of the invoices of these contracts on the accounts of suppliers or customers’ accounts, as well as general accounting.
Recording the actual movements and works executed for each stage of the project, in order to provide automatic control of the completed and remaining stages, and compare them with the schedules prepared in advance for the customer by offering the price and thus ensuring the safety of implementation, as well as automatic control of the cost of expenditure items for each project and alerting the supervisor In the event of financial or time irregularities, so as not to cause any defect in the success of the application.
Dealing with maintenance contracts for machinery and equipment. 17- Providing reports showing the actual expenses at the level of each mechanism or cost center or for a specific period of time.
Providing reports showing the actual expenses at the level of each mechanism or cost center or for a specific period of time.
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