Fleet Management Software from CHS Associates, sophisticated yet affordable. For vehicle fleets of all sizes and composition. Systems tailored to user requirements. Single or Multi-User options configured with choice of optional modules. Benefit from our 15 years experience in Fleet Management and the automotive industry generally.

Stock / Purchase Ordering Module

This optional module seamlessly integrates with FleetFocus main Module.

Stock Module

The Module allows for control of Vehicle Parts, or stock items of a general nature.

Any installation may have one or more Workshops (or Garages), (each is construed as a 'Stock-Holding' location). The software has the ability to record stock transfers between these, and to interrogate the system for availability of the same part at different workshops. If multiple workshops are in use any individual part may have several master file records, one for each 'occurrence' of the part at any workshop where the part is held. Similarly there may be separate 'history' for the 'same' part at multiple workshops.

Comprehensive 'Browsing facilities' are available, orientated to three separate key fields:-the 'Primary' and 'Secondary' search fields, and the Manufacturer's Part Number. Wherever a part number needs to be located in the system these browsing facilities are available.

Parts may optionally be arranged within 'Kit' structures allowing a convenient way of issuing multiple parts to a vehicle as a single entity.

Enquiry System

An option is given to vary the 'Current Workshop' (if applicable in a Multi-Workshop environment), and then to orientate to a specific Stock record within that workshop. Once focused on this stock item a range of Enquiries is available by selection from a suitably entitled DropList. The stock item remains in focus until another is deliberately re-selected. Many of these enquiries interact with others, and generally speaking the 'Stock Card' and 'Usage Levels' enquiry are available from most others without having to return to the original DropList to select.

Enquiries available directly from the DropList Menu are:-

Allocations

The enquiry displays current Allocations for a given Stock Item. ALL current allocations for the stock item are displayed in a scrollable ListBox. Details displayed include Date Raised and Date of utilisation, Job Number / VehicleRegn, with Allocated and Issued (to date) Quantities. An indication is given if the allocation is for a 'kit', implying that all associated component parts are individually allocated.

Stock Card

Replicates a manual Stock Card, showing current holdings and full transaction history. Historical Usage Levels can be viewed with a single Button Click. The Stock Card enquiry itself is generally available when entering all Stock-related transactions to the system

Stock Availability

Illustrates details of Current holdings for the selected stock item at any Workshop where the stock item has ever been held. Alternate Stock Codes and current Suppliers for the item are indicated.

Parts Issued

Provides details of all Stock (and Non-Stock) Items issued to a nominated vehicle. Stock Code is optional, and if not entered ALL parts issued will be shown. Where entered then ONLY issues of that part are shown.

Stock Master Record

Shows full Basic Details for each stock item, with the option to view Historical Usage Levels.

Stock Usage

Is an enquiry 'callable' from many other areas of the system . In particular it shows 3-year movements profiles of the stock item, with details of Receipts, Issues, Transfers, and Adjustments. The dates of Last Issue and Last Receipt are also given, together with the latest computed Unit-Cost at 'Average' or 'Latest' cost.

Purchase Orders - Enquiries

Stock By Supplier

Provides details of all Stock Items supplied by a single nominated Supplier. Stock Items for whom this supplier is the 'Primary' supplier will be displayed. The Primary supplier is deemed to be the FIRST entered of the 4 possible suppliers established by file maintenance against the stock item. Clicking on an item in the ListBox presents the Stock Card enquiry for that particular item, with the further option to view Usage levels.

Purchase Order Enquiry

Scans the Purchase Orders DataBase for a given Supplier, displaying details of all purchase orders for that supplier. A specific supplier must be selected. A workshop selection may be made if a default is not set. Three separate ListBoxes are utilised, each on a separate Tab. The Main ListBox displays the Orders for that supplier in summarised fashion. Clicking on an item in this ListBox populates the other two, which in turn display FULL receipt details and FULL details of invoices posted.

Supplier History Enquiry

Scans the Purchase Orders file for a given Supplier. A specific supplier must be selected. A workshop selection may be made if a default is not set. The enquiry allows a basis for comparison of :-

Stock Reports

A Report Preview facility is available on ALL reports, with Selection Capability provided as follows:-

For a selected Workshop where multiple workshops are implemented

For a selected Product Class or ALL by default

For a single stock code or range of Stock Codes on a From - To basis, or FULL range by default

Superceded option : 'Y' includes superceded items; 'N' excludes such items: 'X' reports Superceded items ONLY

'Usage' information may optionally be requested in selected reports, showing :- Receipts, Issues,Transfers, and Adjustments, as summary values, for periods This Year, Last Year, and Previous Year

Quantity on Hand option, i.e. to print items only with Positive values, Negative only, Zero or Negative only, or ALL items

Vehicle related only (certain reports), where only items related to a given vehicle type are reported

Supplier related (certain reports), where only items related to a given supplier are reported

Finally certain reports allow a sorting sequence to be nominated

General Stock Listing

Gives a fully detailed listing of all relevant information for each stock item. Such is the depth of information presented that a single printed page may hold only a maximum of four stock items, if printed in its basic format, or three items if the Usage option is exercised. Use the selection criteria judiciously to avoid unwanted lengthy reports.

Stock 'Index' Listing

Gives an abbreviated listing of stock items, showing Stock Code, Description, Primary and Secondary search keys, and Manufacturer's Part Number, Date Last Issue, Date Last Receipt, and Current Free Stock. The report will be useful for reviewing values assigned to the search keys to ensure that these are as effective as possible, and provides a 'snap-shot' view of slow-moving items.

Below Minimum

Provides a detailed listing of all stock items whose current quantity on hand is below a user-assigned minimum level for the item. Details reported include Stock Code, Description, Supplier Details, Current Stock Holdings, last 3 years 'Usage' in summary form, together with the Dates of Last Issue and Last Receipt.

Above Maximum

Gives a detailed listing of all stock items whose current quantity on hand is above a user-assigned maximum level for the item. Details reported are similar to 'Below Minimum'.

Slow Moving Stock

Gives a detailed listing of all stock items whose last movement date (Issue or Receipt) is LESS than a user-supplied compare date. Details reported include Stock Code, Description, Current Stock Holdings, last 3 years 'Usage' in summary form, together with the Dates of Last Issue and Last Receipt. The current Unit Price and Valuation is given.

Stock Movements

Provides a detailed listing of all stock movement transactions i.e. Receipts, Issues,Transfers and adjustments, simulating a manual stock record card in this regard. Details reported include Stock Code, Description, Bay & Bin Number, and for each movement : - Date, Supplier Name or Vehicle Regn. (depending if Issue or Receipt), Type, Reference, Comments, Quantity In or Out, and Ensuing Stock Balance.

Stock Count Sheets

Produces Stock Count Sheets to enable a physical stock count for selected Bays, and/or Bin Location(s). The report is designed in such a way that it may be physically separated providing the left hand side of the separated report as the document upon which to record the pyhsical stock counted, whilst the right hand side contains details of current stock on hand at the time of production of the report. At the conclusion of the count the two sides of the report are brought together. Adjustments are entered on the right-hand and keyed from here.
Selection Capability :- (i) For a selected Workshop (stock-holding location) where multiple workshops are implemented. (ii) For a given range of Bays on a From - To basis. (iii) For a given range of Bins on a From - To basis.

Stock Valuation

The report values selected stock items reporting for each item:- Stock Code, Description, Product Class, Quantity on Hand, Unit Cost, and extended value. An Overall value is given. General Selection criteria applies, PLUS Valuation Basis which may be entered as 'A' - value at Average Cost, or 'L' - Latest Cost, with the current method in force prompted as default.

Valuation by Make / Model

The selection criteria may be further augmented to select stock items applicable to a selected vehicle Make/Model. This variation to the report can be a valuable aid in the process of deciding whether it may be desirable to discontinue using a particular vehicle type. Performance figures available from the FleetFocus main module may suggest that the vehicle type is not an economic proposition, but by running this report it may be evident that there may be such a quantity of spare parts available specific to THIS vehicle ONLY that it would be worthwhile to persevere with the type for a limited period.

Job 'Kit' - Report

The report lists a selected 'Job Kit'. Details reported include Kit Code, Description the Event on which it is used, the Vehicle Make and Model (optional) to which it pertains and the Last Issue Date. Each component of the kit shows the Component (Stock Item) Code, Description, Quantity required for the kit and the current quantity on hand, together with the (current) unit cost.

Allocations

Gives a fully detailed listing of all relevant information for each allocation. Details include :- Stock Code, Description, Date Raised, Date to be utilised, Job Number, Vehicle Regn, the proposed Event, Comments (where entered) Quantity Allocated and Issued (to date), and an indication if the allocation is a 'kit' implying individual allocation of all its components.

Purchase Order Reports

Print Purchase Order

The actual document Purchase Order Document as issued to Supplier(s)

Purchase Order - Listing

Not to be confused with the ACTUAL Purchase Order. This report gives a listing of current Purchase Orders currently held within the system. Orders are listed for a single selected supplier, and may be selected within a given range of dates. The report may be produced in a summary fashion (the default), or to present a detailed listing for each order of all Receipts and Invoices against the order.

Inactive Suppliers

Provides for listing of any Suppliers from whom no purchases have been made since a user-supplied 'Effective' date, and may be restricted to a range of Suppliers on a Code From - To basis, or to Suppliers of a given 'Supply Type. Details reported include Supplier Code, Name, Address, Post Code, Telephone and FaxNumbers Index Name, Contact name and Type of Supply. A brief summary of supplier turnover values is given illustrating the total value of purchases from the supplier for 'This Year', 'Last Year' and 'Previous Year'. The Date and Amount of the last order is given.

Supplier File Listing

The report may be restricted to a range of Suppliers on a From - To basis, or to Suppliers of a given 'Supply Type'. Details reported include Supplier Code, Name, Address, Post Code, Telephone and FaxNumbers Index Name, Contact name and Type of Supply. A brief summary of supplier turnover values is given illustrating the total value of purchases from the supplier for 'This Year', 'Last Year' and 'Previous Year'. The Date and Amount of the last order is given.

Receipts by Supplier

Content as suggested by the Report Title