Every shop will have some parts inventory for performing repairs. Fleet Dynamics has a complete inventory tracking, ordering, and payables system to meet these needs. An example part screen is shown below. As you can see, under the Basics, General tab, the program allows you to enter the stock number, status, type or category, description, bin, cost, tax, and the general ledger. The ledgers in Fleet Dynamics will conform to your company's ledger system.
The YMM, or Year, Make, and Model tab is an input screen that allows you to enter the year range, make, and model where that part can be used. Each part can have an unlimited list of the year ranges, makes, and models for its usage. The feature helps you find a part based on the vehicle or equipment. The Notes tab will allow you to enter any notes or comments you desire that pertain to this part. This may include supersede or alternative parts.
The above and below screen also shows the currently purchased unit cost, state, federal, and gross tax. These values are used in the Repair Order, Preventative Maintenance, and Purchase Order systems. The in stock, on order, and back order are all self-maintained by the system from the purchase and repair orders. The minimum and maximum quantities help you setup stock quantities for Interactive and Automatic Ordering.
The parts inventory system in Fleet Dynamics also has a complete transaction and history log. This system allows you to manually enter physical stock counts and adjustments to the current in stock and unit price, as shown below. You can even enter a note for each entry. Your annual or semi-annual inventory audits would be entered here with the type of count, physical. Fleet Dynamics will use these counts and adjustments to accurately determine the in stock and value for any day of the year.
The parts transaction log is also automatically updated by the replenishment of parts through the Purchase Orders and the usage or depletion of parts through the Repair Orders or Daily Logs. All part transactions, Counts, Adjustments, Purchases, and Chargeouts, via internal ROs or Daily Logs, can be interactively monitored and InStocks calculated for any date based on the following History tab.
where the InStock Quantity for our DIESEL FUEL part on 03/01/2003 was 55,485 gallons, as shown in the above blue box.
The following screen cutout shows that for each part you can assign any number of suppliers or vendors that provide that part. You can even modify the vendor information under this parts screen. Each part in Fleet Dynamics can have your part number, and a separate part number for each vendor assigned to that part. For example, as shown below, your part #DIESEL FUEL has the part #S3877-DIESEL-3848 for Shell Canada Products Ltd. and part #W23883-DF for Waterous Detroit Diesel. The Purchase Orders will show both your part and the vendor part number. Fleet Dynamics allows you to track each of your parts and all of its suppliers, along with, the complete part and vendor histories. Refer to Vendors for more information.
It is within Parts Inventory that you can manage and accurately track your onsite fuel tanks. The parts inventory allows you to enter a single fuel tank as a single part entry. The in stock of that fuel entry will represent the gallons or liters present within the tank. Automatic Ordering on fuel can also be performed when desired. Fuel tanks entered in this fashion allow Fleet Dynamics to automatically manage the tank and expense any fuel used to the proper equipment through the Daily Logs.
In conclusion, Fleet Dynamics manages your complete inventory and non-inventory part items. These pasts are then directly used in internal repair orders. Restocking parts inventory can be performed manually or automatically from numerous assigned suppliers and vendors. These purchase orders can be faxed directly to the vendor from the computer.