External Repair Orders
External Repair Orders, also known as Invoiced Repair Orders, are those repairs performed outside your company, by mechanics employed by another repair shop or vendor, with parts used by that vendor. Fleet Dynamics maintains a record of your fleet's external repairs to account for those expenses, actions, and repairs performed on those vehicles or equipment.
Below is an example of an external repair order. Fleet Dynamics has the ability to pull only those records you desire. For instance, only those repairs were pulled based on the date range of "03/01/02" to "03/31/02". The user has highlighted the Begin/End words in green. This indicates that only those repairs will be pulled based on these limits. Repairs may also be controlled via Driver, Equipment/System, and Vendor, shown in aqua.
The basic information for the repair is under the General tab. The Begin and End Dates help determine downtime. It reveals the equipment & system the work was performed upon, as well as the driver. The Usage field will store the mileage (hourage) of the system and update the current mileage (hourage) of that system accordingly. The PM? field conveys that the repair was created from the PMs. This example was not created automatically from the preventative maintenance.
Since external repairs are performed by an outside shop, then these shops may be considered as vendors. The below screen shows the Invoicing tab that allows tracking of the vendor, general ledger, invoicing date, number, and cost.
This vendor and invoicing information will be passed to the account payable system to balance vendor statements.
The Notes tab allows you to enter the Driver's Complaint and the Mechanic's Report. These fields allow you to enter any amount of data into each field to completely and openly describe the nature of the repair.
Below is the Repair Items view of external repair orders.
The above view allows you to itemize each separate repair type. You may enter any number of separate repair classifications via Repair (VMRS) Codes. These repair items can be used to create reports to track the type of repairs performed on the equipment. Each entered repair code has an associated cost, which can also be used to track specific repair expenses.