A Guide to Using SMART Finance - swsc.org · Web viewEnter Type Code (User Defined Field) Enter Effective Date Enter rate if know, this field will be filled in at the end of each

A Guide to Using

SeR & SMART FinanceSystem ~ Management ~ And ~ Reporting ~ ToolsDoc-To-Help Standard Manual

Transportation

10/25/2013

A Guide to Using SMART Finance Systems Transportation · 1

Contents

Transportation 3Transportation Setup...................................................................................................................3

Transportation Types....................................................................................................3

Transportation Expense Codes.....................................................................................4

Assigning Fixed Assets to a Transportation Type........................................................5

Updating Vehicle Setup................................................................................................6

Transportation Check Out/Return...............................................................................................7

Check Out Vehicle........................................................................................................7

Return Vehicle............................................................................................................10

Vehicle Log Sheet.......................................................................................................11

Vehicle Service Selection.........................................................................................................12

Adding an entry to Vehicle Service............................................................................12

Inactivate a Vehicle....................................................................................................13

Generating Transportation Journal Entries...............................................................................14

Transportation JE Entries...........................................................................................14

REPORTS|Transportation.........................................................................................................15

Transportation Reports via SMART eR.....................................................................15

Transportation Reports via SMART Finance.............................................................16

2 · Transportation A Guide to Using SMART Finance Systems

Transportation

Transportation SetupThe purpose of the Transporation Module is to track usage of vehicle(s), calculate mileage for each vehicle, create journal entries for use of the vehicle(s), and track maintenance of the vehicle(s). Contact your Regional Support Center for setup of SMART eR Server. This must be installed and setup prior to accessing the Transportation module of SeR.

Transportation TypesTransportation Types is a description of what type of vehicle along with a current mileage rate. Examples would be Bus, Car, Van etc.

1. Access SMART Finance

2. From the menu, select Administration>Application Setup>Transportation Setup>Transportation Types.

3. Click NEW to setup a new line.

4. Select Type from the drop down listing:

a) Service-Codes that will be listed in the Online Transportation module for tracking vehicle maintenance.

b) Vehicle-Codes that will be available in the Fixed Asset Module to tie a vehicle to rate information.


5. Enter Type Code (User Defined Field)

6. Enter Effective Date

7. Enter rate if know, this field will be filled in at the end of each fiscal year after mileage rates are calculated, before journal entries are created for chargeback entries to appropriate account codes.

8. Enter Description

9. Click SAVE.

NOTE: If the rate or effective date is changed, any unposted transportation entries will be auto updated with the new rate as of the new effective date.

Transportation Expense CodesTransportation Expense codes are a way of associating a transportation entry with a specific set of account codes.

1. From the menu, select Administration>Application Setup>Transportation Setup>Transportation Expense.

2. Click NEW to setup a new line.

3. Enter Expense Code (User Defined)

4. Enter Description (User Defined)

5. Status will default to Active

6. Select Debit/Credit from the drop down listing

7. Enter the account code or use the lookup function to select


8. Click on Add to create the second line

9. Repeat steps 6 & 7

10. Each Expense code should have a Debit and a Credit Line

11. Click SAVE.

12. If cross funds are utilized, make sure to setup a default CASH account to avoid an error when generating TR JE’s. To do this, do the following:

a. Go to SMART Finance>Administration>Application Setup>Application Options>Acct Tab.

b. Click New and select ‘CASH’ from the drop down list box under the Type column.

c. Select the company code from the ‘Comp’ drop down list box.

d. Enter or select your offset cash account. Click save.

Assigning Fixed Assets to a Transportation TypeThis process will denote a vehicle for use in the Transportation Module of SMART eR. This will only make a ‘Not Activated’ record in the Vehicle Setup window of SMART Finance. A user must complete the Vehicle Setup record within SMART Finance to activate the vehicle for checkout/return via SMART eR.

1. From the menu , select Fixed Asset>Fixed Assets

2. While in query mode, search by the appropriate Category Code; such as Vehicles


3. Click FIND.

4. Scroll thru records to find vehicle you wish to add to the Transportation Module.

5. To denote a vehicle as a part of the Transportation Module, click on the Additional Info tab of the Fixed Asset window.

6. Find the field ‘Vehicle Type’ in the upper right of the window.

7. Click on the drop down and select the appropriate Transportation Type.


8. Click SAVE.

Updating Vehicle SetupThe step ‘Assigning Fixed Assets to a Transportation Type’ will create a temporary record in the Vehicle Setup window. The vehicle is unable to be Checked Out/Returned until setup is completed. To complete the setup of a vehicle, do the following:


1. Finishing the preceding step of ‘Assigning Fixed Assets to a Transportation Type’.

2. Access SMART Finance.

3. From the menu, select Administration>Application Setup>Transportation Setup>Vehicle Setup.

4. Click Find or query by a specific vehicle ID. NOTE: this window has a setting for ‘Active Data’ thus it will auto search only for those Active status records. In order to see a vehicle recently added, remove the checkmark from the Active box in the bottom right prior to clicking find.

5. Update Vehicle Description

6. Enter Make

7. Enter Model

8. Enter Color

9. Enter Year

10. Enter License Plate Number

11. Enter VIN #

12. Update State Registered if necessary

13. Enter Registration Expiration Date

14. If the vehicle is available to be checked out make sure the ‘Veiwable on SeR’ box is checked.

15. Click Save.

Transportation Check Out/ReturnThis section includes instructions of how to enter a transportation tracking record via a calendar. This is accessed via SMART eR.

Check Out Vehicle1. Log onto SMART eR.

2. Click on the “Requests and Approvals” menu link.

3. Click on the “Vehicles” menu link and then Vehicle Calendar.

4. Select Calendar from the Vehicle Checkout/Return menu. A Calendar appears with the system date selected.


Note: To hide the calendar, click on the Show/Hide button in the top right hand corner.

5. Click on a date to review or to select a specific date.

6. Scroll to the bottom to view the Vehicles Out and Vehicle availability.

7. Under the heading “Vehicles Available All Day” OR “Vehicles Available Part of the Day”, click on an available vehicle.

8. The Vehicle Check Out window appears. Fill in the following fields (fields with a colored background are required):

a. Enter or modify the “Date Checked Out”. This is a required field and the page will NOT save without something entered here

b. Enter in the “Checked Out Time”. Make sure to select AM or PM.

c. Enter or modify the anticipated “Date Returned” for the vehicle. This is a required field and the page will NOT save without something entered here

d. Enter in the anticipated “Returned Time”. Make sure to select AM or PM.

e. “Employee” should autopopulate with your login name. If it does not, click on the field to select an employee. This is a required field and the page will NOT save without something entered here

f. Type in the “Driver Name” or click on Find for a list of existing drivers.

g. Type in your “Destination” or click on Find for a list of existing destinations. This is a required field and the page will NOT save without something entered here


h. Select the “Expense” code that should be associated with the vehicle expenses. This is a required field and the page will NOT save without something entered here

i. Enter in a Description.

j. Click on the “Save” button to save this Vehicle Check Out OR Click on the Cancel button to exit this page without saving.

k. If this should be a recurring Check Out, click on the button “Start Recurring Mode” to setup future dates.

When a user goes into recurring mode they can then set a date range. It will perform all the inserts unless a vehicle is already checked out sometime during the date range selected. If it is, it will list the dates and times that the vehicle is already checked out.

When a user selects 'Weekly' in recurring mode then they will be able to select which days of the week they would like the vehicle checked out for. Then it will check the vehicle out for those days of the week within the date range selected.

1. Make sure the “Date Range Start and Date Range Stop” are correct.

2. Make sure the “Checked OutTime” and “Returned Time” are correct.

3. Under “Choose Recurring” select Daily, Weekly, Monthly or Yearly for Recurring frequency.

4. Under “Choose Days” select choice(s) for Recurring frequency.

5. Based on the frequency choosen, fill in any of the remaining detail information.

6. Click “Save Recurring Dates” to save this date. The system will automatically build the rows that it is able to and return to the calendar page. If certain dates are not available a list of dates not save will be listed at the top which would look similar to this:


7. On the Vehicle Calendar page, you should now be able to see your vehicle reservation(s) displayed.

NOTE: It will also automatically move that vehicle to the vehicles available part day if there is time available for it.

9. To edit an existing reservation, click on the Edit button on the desired Row.

8. To delete an existing reservation, click on the Delete button on the desired Row. You will get a message warning you that you are going to be deleting the row. Click OK and it will remove the reservation. Click Cancel and it will exit without making changes.

9. It will now put the vehicle back into the appropriate availability list.

Return Vehicle 1. Log onto SMART eR.


3. Click on the “Vehicles” menu link and then Vehicle Calendar.


4. A Calendar appears with the system date selected.

5. Click on a date to review or to select a specific date.

6. Under the displayed calendar, click on the Return Vehicle button.

7. The Vehicle Return window appears.

8. To view rows for a specific vehicle only, click on the drop-down arrow and choose the vehicle you desire. This will filter out the other vehicles.

9. To go back to the calendar page, click on the “Vehicle Calendar” link.

10. To return a vehicle, find the vehicle to return. Select the row by clicking on the Edit button on the row you wish to be returned.

11. The Return detail appears. Enter in the following fields (fields with a colored background are required):

a. Beginning Mileage (required field)

b. Ending Mileage (required field)

c. People Transported

d. Gallons Purchased

e. Cost of Gas


f. Mileage at Fillup

12. Click Save.

13. To View Returned Vehicles, click on that button. You will be able to edit data on any rows that are returned, but not posted in SMART Finance.

Vehicle Log SheetThis is a document that you can print to take with you to track relevant information. It will automatically populate with the information that has been entered.

1. Log onto SMART eR.


3. Click on the “Vehicles” menu link.

4. Select “Vehicle Calendar”. A calendar appears with the system date selected.

5. Click on a date to review or to select a specific date that a vehicle is already reserved for.

6. Click on the button ‘Vehicle Log Sheet’. This will display the log sheet for the vehicle you have chosen.


7. From the browser menu, select File>Print if desired.

Vehicle Service SelectionThis window tracks the servicing of the vehicle over time.

Adding an entry to Vehicle Service 1. Log onto SMART eR.



4. From the Vehicle Service Selection page, select a Vehicle.

5. Click on “Add a new” to create a new entry.

6. To edit an existing row, click on the Edit button.

7. This will bring you to a page that looks similar to the following:


8. Enter in the following fields:

a. Service Location

b. Cost

c. Vehicle Mileage

d. Description - This is a required field and the page will NOT save without something entered here.

9. Enter in the following Service Details fields if you wish:

a. Service Type

b. Next Service Mileage

c. Next Service Date

d. Comment

10. Click the Save button to save your entry.

Inactivate a VehicleThe process of inactivating a vehicle can be accomplished via SMART Finance or SMART eR.

Inactivate a vehicle via SMART Finance1. From the SMART Finance menu, select Administration>Application

Setup>Transportation Setup>Vehicle Setup.

2. Click Find or query by a specific vehicle ID.


3. Click add to insert a row of detail under the Inactivate Vehicle for Maintenance section.

4. Enter a valid date and time

5. Enter a description of why the vehicle is being inactivated.

6. Click save.

Inactivate a vehicle via SMART eR1. From the main menu select Requests and Approvals>Vehicles>Vehicle

Maintenance.

2. Select a vehicle id to inactivate. Either click the "add new" button or edit an existing row.

3. Enter in a Start Date/Time, End Date/Time and description.

4. Click the “Save” button.


5. If there are employees that currently have a vehicle checked out for the time period of the inactivation, a list will appear underneath the inactive vehicle section.

Generating Transportation Journal Entries

Transportation JE Entries1. Under General Ledger>Generate TR Journal Entries

2. Enter a Beginning period or leave at default.

3. Enter an Ending period or leave at default.

4. Fill in remaining fields with the appropriate data.

5. Click OK.

6. This process will create a JE based on:

a) Each complete individual record entered into the transportation module for the time period selected.

b) Will utilize the account codes tied to the Expense Code selected at time of vehicle checkout.

c) Will utilize rate information tied to the Vehicle Type to calculate the journal enter amount.


REPORTS|Transportation

Transportation Reports via SMART eRThese reports can be displayed and printed from SMART eR.

1. Log onto SMART eR.



4. Click on the report you desire.

Inactive Vehicle StatusA report that displays vehicles with an inactive status. (o_vehicle_inactive_status)

Vehicle AssignmentA report that can be run to identify which cars are checked out and available. (o_vehicle_assignment)

Vehicle Gas MileageA report that displays gallons purchased, mileage at fillup and miles per gallon. (o_trans_gas_mileage)

Vehicle Log Sheet A report that can be printed to track relevant vehicle information. (o_vehicle_log_sheet)

Vehicle Service History A report that displays service details entered on a vehicle. (o_trans_veh_maintenance)


Vehicle Service RequiredA report that can be run to identify when services are required. (o_trans_veh_service_required)

Transportation Reports via SMART FinanceThese reports can be displayed and printed from SMART Finance.

1. Log into SMART Finance.

2. From the menu select General>Report Selection.

3. Select Transportation from the left hand side.

Transportation Costs by Account CodeA report that displays transportation transactions by account code. (r_tr_ufars)

Transportation DistributionA report that displays transportation journal entry information. (r_tr_trandist)


Documents

A Guide to Using SMART Finance - swsc.org · Web viewEnter Type Code (User Defined Field) Enter Effective Date Enter rate if know, this field will be filled in at the end of each