Download the travel documents program. BukhSoft: Waybills

Version 2.0

Description of the program

1. Introduction

2. Description of the main program window

3. Directories

3.2. Car Directory

3.3. Equipment Directory

3.4. Trailer Directory

3.5. Drivers Directory

3.6. Tire Directory

3.7. Battery Directory

3.8. Customer Directory

3.9. Fuel Type Directory

3.10. Directory of battery brands

3.11. Directory of car types

3.12. Directory of types of norms

3.13. Directory of sites

4.1. Entering waybills

4.2. Installing tires on a car

4.3. Installing batteries on a car

4.4. Installing tires on trailers

5.1. General principles of working with reports

5.2. Fuel reports

5.2.1. By mechanisms

5.2.2. By fuel

5.2.3. Cards

5.2.4. By fuel type

5.2.5. Residues in tanks

5.2.6. Fuel consumption report based on waybills

5.3. Work reports

5.3.1. Mechanisms

5.3.3. Batteries

6. Settings

6.1. Parameters

1. Introduction

The program “Accounting for waybills” is a modern computer program that combines the functions of issuing and accounting for waybills, accounting for the operation of tires and batteries. The main features of the program are its clarity, convenience and flexibility, which allows you to meet all the requirements for recording fuel consumption, tires and batteries.

The program is designed to facilitate the work of employees of the enterprise's dispatch service and accounting employees. The program allows you to keep accurate records of fuel consumption at an enterprise, calculates the actual and standard fuel consumption not only of cars, but also of various other machines and mechanisms, and also simultaneously provides the opportunity to keep records of the operation of car tires and batteries with subsequent printing of accounting cards.

Program functionality:

· computerized issuance of waybills;

· processing of waybills submitted by drivers, calculation of actual and standard fuel consumption;

· accounting of mileage of vehicles and trailers;

· accounting of car tire mileage;

· accounting of car batteries;

· maintaining directories of cars, equipment, drivers, etc. with the ability to print the necessary directory details;

· printing of a car tire performance record card;

· printing a battery metering card;

· printing of various reports (on fuel, mileage, equipment operation) for different periods.

2. Description of the main program window

The main window of the program is shown in Figure 1.

Rice. 1. Main program window

The main window is divided into 6 categories:

· Basic reference books – reference books that are often used in work

· Work – entering waybills, procedures for installing tires and batteries on a car and trailer

· Fuel reports – a variety of fuel consumption reports

· Operation reports – reports on the operation of mechanisms, tires and batteries

· Additional reference books – reference books not regularly used in work

· Settings – setting general program parameters

3. Directories

3.1. General principles of working with reference books

You cannot directly edit or add data in directory windows. To do this, buttons call up additional windows for editing or adding the necessary data.

The directory window has three areas:

Control area;

Title area;

Data area.

Control area contains the buttons necessary to work with the directory. As a rule, these are buttons: “add”, “edit”, “delete”, “print”. Sometimes the directory contains a button that fixes its position and displays or hides data (for example, written-off cars).

Title area contains the name of the displayed columns. If you click on a heading, the data will be sorted in the order of that column. Clicking on the header again sorts the data in reverse order. If you click on one heading, and then, pressing the Ctrl key, click on another column heading, the data will be sorted first by the first column, and then within identical records of the first column by the second column. You can sort by any number of columns and in any order for each column (forward or reverse).

Columns can be swapped by dragging them with the mouse, and you can also change their width by dragging the right border with the mouse.

Data area contains directly the directory data. One cell in the directory is current and is highlighted in color. If you start pressing keys on the keyboard (typing text), the program will try to find the entered text in the current column. Right-clicking on the data area brings up a window for setting up the display of columns in the directory.

For example, the window for setting up the display of columns in the equipment directory:

Rice. 2. Setting up directory columns

You can use checkboxes to mark the columns that need to be displayed in the directory. A check mark in the All Columns field selects all columns in the list. The “Invert” button inverts the selection, i.e., the selected columns become unselected, and the unselected columns become selected. The “Default” button makes selected only those columns that are defined by the developer of the “Trip Ticket Accounting” program.

Please note that at the end of each directory there are two additional columns - empty and “Note”. These columns are added in order to print the contents of the directory if necessary.

Clicking the “Print” button prints the columns displayed on the screen. Thus, you can select the columns needed for printing, set their width and sequence, sort by the required columns and print.

For example, it is necessary to quickly display a list of drivers to collect money for any needs. In the driver directory, select your last name, first name, patronymic, an empty field (you will manually enter the amount into it), send it to print, and receive a statement.

3.2. Car Directory

Rice. 3. Car directory window

For cars, you can specify the following details:

· Vehicle code

· Vehicle name

· Garage no.

Car type

Main fuel

· Installed gas equipment

Fuel consumption rate

· Coefficient for mileage in a big city

· Loaded mileage coefficient

· Coefficient for highway mileage

Remaining fuel in tank

· Fuel savings/overconsumption

% of gasoline consumption in winter to warm up a car with gas equipment

% of gasoline consumption in summer to warm up a car with gas equipment

· Vehicle mileage

· Odometer readings

· Number of batteries

· Number of wheels

· Vehicle release date

Date of commissioning

· Vehicle write-off date

· Chassis no.

· Engine no.

Load capacity

· Mileage rate up to TO1

· Mileage rate up to TO2

All fields can be conditionally divided into informative (their values ​​are used only to display information), those involved in calculations, and auxiliary fields (their values ​​or absence of values ​​can change the course of the program, for example, the type of waybill issued depends on the “Vehicle Type” field, the “” field Number of wheels" indicates the need to specify wheels for the vehicle) and calculated. In this case, calculated fields (for example, “Fuel remaining in the tank”, “Fuel economy/overconsumption”) can be edited manually, if you need to set the initial readings or clarify the current ones, these fields change accordingly during the program. Due to the fact that calculated fields can be edited, and also given the fact that they can change under different conditions, you should not treat the information in them as reliable. Most likely, this is additional background information. Reliable information is presented in reports.

Let's look at the information that is involved in calculating fuel consumption:

· Fuel consumption rate– linear rate of consumption of the main fuel per 100 km of vehicle mileage. For additional equipment (machine hours, mowing, watering, etc.), see the “Equipment Directory” item.

· Coefficient for mileage in a big city– a coefficient that is applied to fuel consumption when driving a car in a big city (usually 1.1). The corresponding column is in the waybill entry form.

· Loaded mileage coefficient– a coefficient that is applied to fuel consumption when driving a loaded vehicle (usually 1.1). This coefficient makes sense only for trucks, but for other types of mechanisms you can come up with and use this coefficient at your discretion (for example, mileage with air conditioning, although the program allows you to solve this problem in a more correct way - by adding equipment to the vehicle - “air conditioning”) . The corresponding column is in the waybill entry form.

· Highway mileage coefficient– a coefficient that is applied to fuel consumption when driving a car on the highway (usually 0.85). The corresponding column is in the waybill entry form.

· % of gasoline consumption in winter and summer to warm up a car with gas equipment– if the car is equipped with gas equipment, then when driving on gas, the main fuel must also be used (as a rule, this is 5% and 3%, respectively). These fields indicate what percentage of the linear norm of the main fuel is used when running on gas. In this case, which coefficient to use, summer or winter, is decided automatically depending on the temperature coefficient when entering the waybill (see paragraph 4.5. Processing of waybills).

At the top of the car directory window there are directory control buttons: “Add a new car”, “Edit data”, “Write off a car”, “Print”, “Show/Hide written-off”, “Print entered consumption rates”, “Print waybill” .

The first two buttons call up a window for editing vehicle data, see section 3.2.1 for more details.

The “Write off car” button does not delete the car, but only marks it as written off from the specified date. When written off, the installed tires and batteries are automatically removed and written off from the vehicle.

The operation of the “Print” and “Show/Hide Written Off” buttons is described in more detail in section 3.1 “General principles of working with directories.”

The “Print entered consumption rates” button allows you to print fuel consumption rates for the operation of the vehicle and equipment that are entered in the program. This function can be used to control the fuel consumption rates that are used in the program. Such control is especially useful at the stage of initial information input and in the process of large-scale changes in fuel consumption standards.

The “Print waybill” button allows you to print the car’s waybill on a blank sheet of paper. The type of waybill is determined depending on the type of car, for which the type of waybill is specified in the directory of car types. All types of waybills are designed in such a way that fixed data that is known at the time of departure of the car is on the front side of the waybill. Thus, to reduce the time of issuing waybills, and waybills are double-sided, it is advisable to prepare already printed forms on the reverse side. You can print them in advance either from a program on a printer, or order them from a printing house based on a sample of one printed. An exception is construction equipment waybills, in which a second copy of the certificate for the waybill is printed on the reverse side.

3.2.1. Editing vehicle data

Figure 4 shows the window for adding a new car and editing data for an existing car.

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The wheel layout and number of batteries are specified if it is necessary to keep track of car tires and/or batteries.

It is worth mentioning separately the cars that have gas equipment installed. In this case, you must select the appropriate type of gas equipment in the vehicle configuration, then check the “Gas equipment” box and select the equipment installed on this vehicle in the drop-down list below. All that remains is to set the percentage of use of the main fuel (usually gasoline) for warming up the engine and technological needs. The percentage is set for both winter and summer time.

3.3. Equipment Directory

Rice. 5. Equipment directory window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

The equipment directory, if necessary, can contain not only the equipment that is physically present in the car (for example, an air conditioner), but also the work performed by a special car (for example, sanding a road, pumping water from a well). With the help of this reference book, you can describe such surcharges to the basic expense as the surcharge per 100 km with cargo or keep track of ton-kilometers. This approach is necessary to correctly account for fuel consumption and the amount of work performed.

For equipment, you can specify the following details:

Equipment code

· Name of equipment

· Fuel

Consumption rate

· Unit of measurement of consumption rate

Is the temperature factor taken into account?

Does the equipment have its own fuel tank?

The last three fields deserve explanation.

"Unit of measurement of consumption rate." As a rule, a linear fuel consumption rate is indicated for a car - liters per 100 kilometers. However, the equipment can work not only during the run, but also when performing certain work. For example, pumping water from a well for a pump will be measured in engine hours, and pumping with a specialized barrel can be measured in tanks. Depending on this, it is necessary to indicate one or another unit of measurement.

“Is the temperature factor taken into account?” The fact is that when entering a waybill, you can enter a temperature coefficient that will be applied to fuel consumption. However, if the temperature factor is not taken into account in a given equipment, then the coefficient will not be applied for this equipment.

“Does the equipment have its own fuel tank?” If this type of equipment does not have a checkmark in this field, then it is assumed that the fuel for operating the equipment comes from the main tank of the vehicle. Note that there cannot be equipment without its own tank if the type of fuel on which it runs is different from the fuel type of the car. For example, gas equipment must have its own tank. Additionally, when entering a waybill, the remaining fuel is taken into account not only in the car’s tank, but also in all tanks of the equipment installed on the car.

The control buttons located at the top of the window do not cause any difficulties in mastering them. Only the “Delete equipment” button will not allow this to be done if the equipment is installed or was installed on any vehicle.

3.4. Trailer Directory

Rice. 6. Trailer directory window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

The trailer directory in the program has an informative function in most cases. It can be used when issuing waybills, for tracking trailers or tracking tire performance.

For trailers, you can specify the following details:

· Trailer code

· Name of trailer

· Garage no.

· Chassis no.

· Release date

Date of commissioning

Load capacity

Wheel layout

· Write-off date

Each trailer can only be attached to one vehicle. Although, when issuing a waybill, you can specify that the car left with a trailer that was not attached to it.

The wheel layout determines the number of trailer wheels, which in turn is necessary to account for the performance of vehicle tires.

3.5. Drivers Directory

Rice. 7. Driver directory window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

Driver code

· Driver's personnel number

· Surname

Driver class

· Telephones

· Date of dismissal

Each driver can be assigned one or more cars. When issuing a waybill, the details of the drivers assigned to the selected vehicle are automatically entered into the appropriate fields.

3.6. Tire Directory

Rice. 8. Tire reference window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

For tires, you can display the following details:

· Tire code

Tire designation

Tire model

· Serial number

· Tire type (new, used, retreaded)

GOST or TU

· Seasonality (summer, winter, all-season)

· Manufacturer

· Lamination or load index

· Which vehicle or trailer is it attached to?

· No. of the invoice used to purchase

· Date of purchase

· Cost of a set of tires

· Mileage rate

· Mileage at the time of purchase of the tire

% wear

· Write-off date

Almost all fields in this directory are for informational purposes only. The fields of assignment to a car or trailer and the mileage fields require additional explanation. The tire can be attached to a trailer or car. Assignment means that when specifying a vehicle's tire configuration, only the tires assigned to the vehicle will be available. For example, a car has 8 tires – 4 summer and 4 winter. 4 tires are installed at one time, the remaining ones are registered with the car, but do not participate in the mileage. For more information on installing tires on vehicles and trailers, see sections 4.2 and 4.3 of this manual.

Tire mileage can be calculated when requesting in the “Installation of tires on a car” or “Installation of tires on a trailer” forms, as well as automatically when printing a car tire performance record card. Moreover, the actual mileage of the tire at the enterprise is added to the original mileage to calculate the actual mileage and, accordingly, wear.

For example, a company purchases a used car. The tire mileage is determined and entered in the “Initial mileage” field.

Another need to fill out this field is at the initial stage of working with the program. The fact is that the program calculates mileage using waybills, but there are no waybills in the database until the program is used. Thus, if you immediately need to keep track of the operation of car tires, then for each tire you need to fill in the mileage at the time you start working with the program.

3.7. Battery Directory

Rice. 9. Battery reference window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

For drivers, you can provide the following details:

Battery code

· Inventory no.

· Garage no.

· Which car is assigned to?

Battery brand

Battery manufacturer

Date of manufacture

· No. of the invoice on which the battery was purchased

· Invoice date

Battery price

· Operating time before acquiring the enterprise (how many months the battery worked)

· Mileage before purchase by the enterprise (how many kilometers did the car with this battery travel)

· Operating time

Battery type (new, used, overhauled)

· Write-off date

Almost all fields in this directory are for informational purposes only. The vehicle assignment fields and the mileage/hours fields require additional explanation. Assigning a battery to a vehicle means that when specifying the vehicle's battery configuration, only the batteries assigned to the vehicle will be available. Installed batteries are included in the calculation of mileage and operating hours; attached and not installed batteries are not included. For more information on installing batteries on vehicles, see section 4.4 of this manual.

To account for battery performance, two indicators are used - operating time and mileage. Operating time is the time during which the battery has been installed in the vehicle. Operating hours are calculated even when the vehicle is not in use. Operating hours are calculated in months. The battery mileage is actually the mileage of the vehicle since the battery was installed on it. Mileage is measured in kilometers.

The mileage and operating time of the battery can be calculated when requesting in the “Installing batteries on a car” forms, as well as automatically when printing a battery performance card. Moreover, the actual mileage or operating time of the battery at the enterprise is added to the initial mileage or operating time to calculate real wear indicators.

For example, a company purchases a used car. The commission determines the date of installation of the battery and the mileage of the car after installing the battery. This data is entered into the fields “Wear at the beginning” - “Mileage” and “Running hours”.

Another need to fill out this field is at the initial stage of working with the program. The fact is that the program calculates mileage using waybills, but there are no waybills in the database until the program is used. Thus, if you immediately need to keep track of battery operation, then for each battery you need to fill in the mileage at the time you start working with the program; the operating time will be calculated automatically depending on the date the battery was installed on the car.

3.8. Customer Directory

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The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

For the customer, you can specify the following details:

· Customer code

· Customer name

· Sort order

· Date of deletion

The customer directory is used in the program when issuing waybills. The “Sort Order” field can contain a number from 0 to 255; the lower the number, the higher the customer is in the drop-down list of customers when entering waybills. It makes sense to place frequently used customers at the top of the list, giving them a lower value in the “Sort Order” field. Unneeded customers can be deleted. Note that when deleting a customer, the entry is not physically deleted from the directory; the entry is only marked as deleted. Thus, the customer will be present in the already entered waybills, but he will not be in the list of customers when entering a new waybill. You can always turn on the display of the directory along with deleted entries, find an erroneously deleted entry, call up the editing window and delete the date from the “Date of Deletion” field - thus, the customer will return to the list when entering a new waybill.

3.9. Fuel Type Directory

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3.10. Directory of battery brands

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Rice. 13. Vehicle type directory window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

· Vehicle type code

· Vehicle type name

· Type of trip

The types of waybills are pre-defined by the program. When issuing a waybill, the program analyzes the “Car Type” field, matches the type of waybill to the type of car, and displays and prints this type of waybill. Thus, what type of waybill to write out for a car is specified not in the car directory, but in the directory of car types.

The program will not allow you to delete a car type if at least one car of this type is listed in the car directory.

3.12. Directory of types of norms

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For the vehicle type, you can specify the following details:

· Standard type code

· Name of the type of norm

A directory of types of standards is, in fact, a directory of units of measurement in which the operation of a vehicle or equipment is measured.

3.13. Directory of sites

Rice. 15. Section directory window

The general principles of operation in the directory window can be found in paragraph 3.1. this manual.

For the vehicle type, you can specify the following details:

· Site code

· Site name

The car must be registered to the site. Some reports group by area.

4. Job

4.1. Entering waybills

The following types of waybills are available in the program:

· waybill for a passenger car (Fig. 16);

· waybill for a truck (Fig. 17);

· bus waybill (Fig. 18);

· waybill for construction equipment (Fig. 19).

The waybill entry window can be divided into 4 areas:

· top – the same for all types of waybills. Contains fields for entering the waybill number, waybill series, car selection field and temperature coefficient;

· left – different for different types of waybills. Contains fields for entering the date, driver, customer, trailers, departure and return times, speedometer readings

· right – the same for all types of waybills. Contains areas for entering mileage on gas equipment, an area for entering equipment operation, an area for entering fuel filling and areas for entering the remaining fuel in tanks.

· bottom – the same for all types of waybills. Contains calculations of fuel consumption depending on the entered data. This area is purely informational.

Upper area of ​​the waybill entry window

The fields “Itinerary Number” and “Series” do not need explanation.

Field “Car” - select a car from the list. The list of cars contains all unwritten cars from the directory.

Field "Temp. coefficient" - temperature coefficient. This coefficient is applied to calculate the linear fuel consumption rate, as well as to all consumption rates for installed equipment that has the “Take into account temperature coefficient” attribute enabled in the equipment directory. In addition, if a car is equipped with gas equipment, then when the temperature coefficient is greater than 1, the winter coefficient is used to calculate the consumption of the main fuel (gasoline) for warming up and technological needs. This coefficient is entered in the car directory, the field is called “% for gasoline in winter.”

Left area of ​​the waybill entry window

Common to all types of waybills are the “Date” and “Customer” fields.

For a waybill for a passenger car, you can enter the period of the waybill if the sheet was issued for more than one day. In the passenger car waybill there is an information entry area “Data by day”, where you can enter information about the speedometer readings for each day. Please note that the right area in this case contains data for the selected day in the “Data by day” input area.

Control buttons that can be found in the left area of ​​the waybill entry window:

In the window for entering a waybill for a passenger car, adds one more day to the list of days on the waybill

In the window for entering a waybill for a passenger car, deletes the current day from the list of days on the waybill

Removes the corresponding trailer from the waybill; the trailer is not removed from the directory

Removes the corresponding driver from the waybill; the driver is not removed from the directory

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Rice. 17. Window for entering a truck waybill

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Rice. 19. Window for entering waybills for construction equipment

Right area of ​​the waybill entry window

The right area of ​​the waybill entry window can be divided into several parts (Fig. 20):

1. Distribution of work on LPG or gasoline, if gas equipment is installed.

2. Distribution of mileage for mileage on the highway, in a big city and mileage with a load.

3. Equipment operation.

5. Remains of fuel in the tanks of the vehicle and equipment.

Rice. 20. Conditional division of the right part of the waybill entry window

Part 1 active only if gas equipment is installed on the vehicle. The slider allows you to adjust mileage on gasoline or LPG. The total value is calculated based on the entered speedometer readings. Large blue buttons move the slider and, accordingly, the mileage distribution to the extreme positions - either the car drove the entire distance on gas equipment, or on gasoline. Small red buttons allow you to move the slider to the right or left by one position, which corresponds to one kilometer of mileage. The numerical distribution of mileage is displayed in the second part of the right input area for the waybill.

Part 2 is responsible for distribution of mileage depending on driving conditions. Separately, if gas equipment is installed, the mileage distribution for LPG and gasoline is set. For each line the following is true:

· the sum of highway mileage and big city mileage cannot be greater than the total mileage;

· mileage with a load cannot be greater than the corresponding mileage, for example, a given value of mileage on a highway is equal to 50, and a mileage on a highway with a load of 30 means that the car has traveled 50 kilometers along the highway, of which 30 kilometers with a load.

Part 3 is responsible for entering the operating values ​​of the equipment installed on the vehicle.

Part 4 allows you to enter fuel refills into the vehicle tanks. Please note that the “Filled in tank” and “Fuel” fields are logically connected, since the vehicle and equipment are designed to operate on a specific type of fuel, although the program allows arbitrary input of these values. The “Filled in tank” field must contain the value “Car” and, depending on the installed equipment and whether this equipment has its own tank, the name of the equipment. Another feature of this area is that if you enter a waybill for a truck, this area does not change depending on the day of the waybill selected in the left input area. That is, fuel refills are entered for any day of the waybill. The remaining parts of the right area of ​​the waybill entry window (for a passenger car waybill) change their meaning depending on the selected day.

Part 5 allows you to enter the daily remaining fuel in the tanks of the vehicle and equipment. The “Customer refueling” checkbox is valid for the entire waybill. That is, one waybill cannot combine refueling at your own expense and refueling at the customer’s expense.

Lower area of ​​the waybill entry window

In this area, as you fill in the input fields of the waybill, the results of the vehicle's operation are displayed. This area is for informational purposes only. It is impossible to change any data in it; they change automatically.

4.2. Installing tires on a car

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Rice. 22. Controls

The “Install tire on car” button allows you to install a tire on a free space from those assigned to the vehicle, but not currently installed (attached tires are displayed in the upper part of the right area). The “Remove Tire” button allows you to remove the tire installed on the vehicle from the specified date. The “Delete Installation Record” button allows you to physically delete a tire installation record on a vehicle. The fact is that the first two buttons create or change an entry in the tire settings log (lower part of the right area), and this button deletes them. You must use this button carefully, as you can damage the installation history of the tire on the car and, accordingly, change the mileage of the tire. To view all entries in the tire installation log for a given vehicle, use button No. 5 “Show/hide removed”. The “Calculate mileage of installed tires” button allows you to separately calculate the mileage and wear of the installed (from the bottom) tire. The fact is that when changing the tire installation log and already entered waybills, the mileage and tire wear are not recalculated. In addition, the program allows you to install tires “retroactively”, when a certain number of waybills have already been entered on the selected vehicle. Tire mileage and wear are automatically calculated when viewing a tire performance report. Thus, in order to calculate the mileage and wear of tires, you need to run the “Tire Performance Report” option, specifying in the report parameters to print all car tire performance cards (see paragraph 5.8 of this manual). The “Show/Hide Removed” button allows you to either show all tire installation records for a given vehicle, or show only the currently installed tires. The date entry line allows you to simplify the work of installing and removing tires from a vehicle if you are working with several tires. So in the actions on button No. 1 “Install a tire on a car” and on button No. 2 “Remove a tire” the date of the operation is requested. By default, this date is taken from this input line. For example, if you need to remove winter tires from a car from a certain date, then indicate this date in this field. In the request field for what date to remove the tires there will be a specified date.

4.3. Installing batteries on a car

Rice. 23. Window for installing batteries on a car

The functions of the window for installing batteries on a car are similar to the functions of the window for installing tires on a car. The difference lies in the calculation of wear, which for batteries is calculated by mileage and by the battery operating time in the car. Let us remind you that mileage and operating hours are specified in the directory of battery brands (see paragraph 3.10 of this manual).

4.4. Installing tires on trailers

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Rice. 25. Example of a window for selecting report parameters

After selecting report parameters, in most cases a preview is displayed on the screen, which allows you not only to send the report for printing, but also to save or load the saved one (Fig. 26). In some cases, a window is displayed on the screen that allows you to analyze the data, view it in more detail and make adjustments.

Rice. 26. Preview Control

In Fig. Figure 26 shows the preview control panel. The control panel buttons allow you to:

· change the report display scale;

· open a previously saved FRP report;

· send the current report for printing;

· find the text in the preview window;

· display help on the preview (the help file is not supplied with the waybill accounting program);

· close preview.

5.2. Fuel reports

5.2.1. By mechanisms

Rice. 27. Window for reporting fuel consumption by mechanisms

The form on the screen shows the movement of fuel by vehicle for the selected period. Moreover, in the upper half the summary information on fuel is displayed, i.e. it is possible that gasoline is combined with diesel fuel or LPG, and in the lower part the movement of fuel is deciphered by type of fuel.

Another feature of this form is that the entries in the top table can be displayed in different colors. The meaning of color highlighting is explained in the right pane of the window. Any discrepancies are analyzed at the border of the report interval, i.e. if you have a report from March 1 to March 31, then the last waybill before March 1 and the first waybill after March 31 will be analyzed to identify inconsistencies in the balances and/or speedometer readings .

The buttons in the control panel at the top call up reports for the period selected before this window was displayed:

· https://pandia.ru/text/78/210/images/image038_3.jpg" width="43" height="43"> fuel consumption report on waybills, see paragraph 5.2.6;

· fuel refueling by day, see paragraph 5.2.7;

· report on fuel types, see paragraph 5.2.4.

The “By waybills” button displays the window shown in Fig. 28. In this window, you can view waybills for the selected vehicle for a specified period of time, delete or edit the waybill.

Please note that the left side displays data by day. Therefore, a waybill in which several departure and return dates will be displayed in several lines, however, they will have a common fuel refueling. The waybill is completely deleted, i.e. if it contains several departure days, all days will be deleted.

This window is intended for finding and eliminating incorrect entry of waybill data and is not intended for any reports.

Rice. 28. Window for reporting fuel consumption by waybills

5.2.2. By fuel

Rice. 29. Fuel report

5.2.3. Cards

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Rice. 31. Report by fuel type

5.2.5. Residues in tanks

Rice. 32. The act of removing fuel residues in tanks

5.2.6.

Rice. 33. Fuel consumption report based on waybills

5.2.7. Refueling by day

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Rice. 35. Report on the operation of mechanisms

5.3.2. Shin

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Rice. 37. Battery record card

6. Settings

6.1. Parameters

Rice. 38. Window for setting parameters of the waybill accounting program

The window shown in Fig. 38, allows you to change program settings:

· name of the organization;

· positions and names to be displayed in reports;

· settings of the initial time when entering waybills;

· mode for entering waybills (if the checkbox is checked, then after recording a new waybill, the window for entering the next waybill appears again).

The program fills out and issues waybills for cars and trucks in 1C. Waybills are built into the following standard configurations 1C: Accounting, UPP, KA and 1C: Trade Management.

If necessary, it is possible to connect external printed forms for the waybill document.

Waybills for passenger cars:

• Passenger car waybill 3
• Waybill for a passenger car IP PL-1

When printing a document that has not been posted, a partially completed travel voucher form is displayed, which drivers fill out independently based on the data of completed flights. A fully completed form is printed from the posted document.

Waybills for freight vehicles:

• Waybill for IP PG-1 truck

For trucks, data on the sections of the route on which the cargo was transported is indicated. The nature of the cargo and its weight are indicated. If the vehicle is operated with a trailer, then information about the load on the trailer is indicated.

Issuing a waybill

When entering waybills into the program, data on fuel remaining and mileage at the beginning is automatically filled in. The dispatcher enters route data indicating the distance between points and travel time.

You only need to indicate the operation of vehicles for the period; data at the end of the period will be generated automatically. You can also specify only the final speedometer reading; the mileage will be calculated automatically.

Responsible persons

The document provides fields for indicating two drivers, a mechanic and the dispatcher who released the car. When accepting a vehicle, the responsible persons who accepted the vehicle from the shift may be indicated.

Based on the drivers entered, production data is generated.

Movement of fuels and lubricants

The calculation of fuel consumption in the waybill is based on standards, but the actual consumption may be indicated. In the future, the reports can be used to analyze the excess consumption or fuel savings of the driver.

Data on gas stations is indicated by type of gas station, type of fuel, quantity and cost of fuel. If only quantitative accounting is carried out, the cost may not be indicated

Route

Data about the route is entered in detail, indicating the points to be followed and their exact addresses, time and mileage between points, and the time of parking at the point of travel. Simplified input of only the distance traveled and time for the entire route sheet is also available.

A detailed indication of sections along the route allows you to specify different correction factors for each section. If the car moves first inside and then outside a populated area, or on roads with different surfaces.

To speed up the formation of routes, a route directory is available. The distances between previously entered route points are also saved and are substituted automatically.

Output

Based on the calculation data, performance indicators for the vehicle and drivers are generated in the waybill; by default, the following data is available: operating time, mileage, cargo transportation.

Summary data on the output of drivers and vehicles is reflected in the report. The data is used to calculate wages for drivers.

Commodity documents

The following shipping documents can be attached to the waybill:

• Consignment note 1-T
• Waybill

This allows you to link shipping documentation and waybill data.

Travel log

Waybills can be entered into the program daily or over a longer period of time, for example, immediately in a month.

The program stores data in electronic form. Waybills are maintained in a single list in the waybill journal. At the same time, there is the possibility of flexible work with the log, specifying filters and a set of displayed fields.

BukhSoft: Waybills is a program designed for filling out, storing and printing waybills. It contains ready-made forms for taxis, trucks, special vehicles, passenger buses and even agricultural machinery. There are also several useful reference books and a number of additional functions, which we will discuss further.

Working with the program

The main window of BukhSoft: Waybills is reserved for the register of previously completed documents. If necessary, you can find forms created in certain date ranges and even filter your search results by type, vehicle, driver and serial number.

In order to create a new document, you need to select the appropriate template in the panel on the right. It is important to note that all available templates were created in Excel, so if necessary, you can edit the sheets directly in this program (after exporting). But it’s better to use the form. It allows you to indicate the series and number of documents, the date of compilation, the make of the car, the driver’s full name, the state and garage number of the vehicle, information about the remaining volumes and approximate fuel costs, operating hours, dates of pre-trip inspection and a complete list of waypoints. When specifying routes, it is recommended to use the built-in directory. There is also a tool that calculates distance online (network connection required).

Having filled in all the necessary data, you receive a finished document, which you can immediately send for printing. In addition, it is automatically saved to the previously mentioned archive.

Technical features

The software solution from BukhSoft has a very simple and intuitive interface. The size of the distribution is several megabytes, and the system requirements for the software are minimal. It is also worth noting the ability to work with one register of documents from different computers.

The most important thing

• convenient electronic forms for filling out waybills for different types of transport;
• creating a fuel consumption report;
• availability of a directory with waypoints, which can be supplemented independently;
• compiling a log of drivers entering the line;
• simple and intuitive interface;
• collective work on documentation from different computers.

Like all other aspects of our life and work, fuel consumption in road transport is subject to strict regulations, and you need to be able to calculate it. In this article we will look at the forms of the waybill, how to calculate fuel and lubricants, as well as programs that make it easier to maintain.

What is a waybill?

One of the integral parts of the successful functioning of most enterprises is transport. The waybill is considered the most important driver control document. On its basis, wages are calculated, fuel costs are recorded, depreciation is calculated and other costs are written off. If a traffic police officer stops a company car while driving, the waybill will become the basis for making a trip, transporting cargo or passengers. In the absence of this document, payment of an administrative fine cannot be avoided.

Waybill forms

Forms of travel documents can be used as a state standard, or developed independently, indicating the features in the accounting policies of the organization. Each such document must include certain details.

Mandatory details include:

• name and number;
• validity period;
• information about the owner of the vehicle;
• transport information;
• driver information.

Organizations offering transport services provide information about vehicle control before the trip.

Just as there are many types of economic activities of enterprises, waybills are distinguished by a variety of forms. Waybills according to existing forms can be classified in accordance with the types of transport carrying out the work. For passenger vehicles:

• 3 – main;
• PL-1 – protocol for individual entrepreneurs.

For cargo vehicles:

• 4-P – registration of machine operation with time-based wages for the driver;
• 4C – transportation protocol for piecework wages;
• PG -1 – recording of vehicle operation for individual entrepreneurs.

For the carriage of passengers:

• 6 – document for recording the work of public transport (city routes);
• 6 specials – protocol for registering private buses;
• PA-1 – IP transport protocol;
• 4 – form for operating a passenger taxi.

For special transport:

• 3 specials – main;

For construction vehicles;

• ECM-1 – counting the work performed by the crane;
• ECM-2 – work protocol;
• ECM-3 – report;
• ECM-4 – equipment order report;
• ECM-5 – protocols for registration of completed construction transport work;
• ECM-6 – recording log;
• ECM-7 – certificate for performing calculations of completed work;
• Sheet for truck cranes.

Calculation of fuels and lubricants for waybills

Registration of fuel and lubricants costs is one of the important aspects of maintaining a waybill. The following are considered as fuels and lubricants:

• different types of fuel (gasoline, diesel, natural gases);
• lubricants (motor oils, transmission oils, special oils, grease);
• liquid products for special purposes (brake and cooling).

Calculation of fuels and lubricants within enterprise reporting is carried out using actual costs. Conditions for acceptance are the presence of gas station receipts, coupon stubs, and the issuance of a fuel card. Write-off of fuel and lubricants can be carried out using two methods:

• at average cost - the optimal method. It is calculated as the sum of the value of balances and income, divided by the sum of the volume of balances and income in physical terms;
• at cost 1 at time of acquisition of inventory (FIFO).

Programs for maintaining waybills

In most modern enterprises, the process of filling out financial statements is automated. Waybills can be generated manually, but to make work easier, software products have long been invented and improved to reduce employee time costs and provide high-quality reporting.

Waybills for "1C: Enterprise"

The main program for maintaining accounting records in Russia “1C: Enterprise” does not contain everything necessary for full accounting of waybills and functionality. But the developed system solves this problem. The software configuration contains all the necessary functions for recording the operation of machines and is convenient for accountants with a familiar, understandable interface.

Program cost: 12,900 rubles.

"BukhSoft"

Budget-friendly, easy to use, modest in terms of technical requirements, the program is in great demand among enterprises that maintain transport records. The utility performs a limited number of functions: fills out and saves travel documents. The upload takes place in the form of MS Excel.

“Respect: Accounting for waybills and fuels and lubricants”

The software product is installed as an add-on to the main 1C: Enterprise 8 system. The functionality of the utility makes it possible to account for fuel and lubricants, register the work of each driver individually, conveniently fill out a log of waybills, prepare empty forms for printing and send the data to the basic software “1C: Enterprise 8”.

Cost: from 6,800 rubles.

"AutoTransportation"

The AutoTransportation utility has a wide range of resources. The program, in accordance with current legislation, fills out waybills, calculates the standard fuel and lubricants in accordance with the kilometers traveled, keeps records of orders from enterprises from other organizations, and generates detailed analytics. The results are printed within the MS Word program.

"ATP waybills"

Powerful, versatile program. This utility can be used not only by accounting departments, but also by dispatch service, technical engineers, mechanics, and a module for calculating the cost of a vehicle is also available.

The “Engineer” module exercises control over the equipment of the organization’s vehicle fleet, the cost of technical inspections, recording their results, and monitors the calculation of depreciation.

The responsibilities of the Mechanic module are similar to the previous one, but more emphasis is placed on tire accounting.

The functions of the “Accounting” mode carry out transactions, generate orders for the receipt and consumption of fuel.

The module “Calculation of the cost of vehicle work” records the receipt of funds from the transfer of vehicles for temporary use to other organizations.

Cost of the program: keeping records of three cars is free, more – 15,000 rubles.

Conclusion

A timely completed waybill makes the accountant’s work easier, reduces the company’s risk of incurring costs and systematizes the work process. For the convenience of organizations, many programs have been developed today, differing in price and functionality. Each enterprise, depending on its field of activity, is able to select a convenient utility in accordance with the needs of its internal structure.

The latest version of the program is 2.0.98.

You can download the full installation of the latest version. Please note that The program "Accounting for waybills" is free for organizations with less than 5 cars.

If you have already downloaded and installed the waybill accounting program, then download and install the update to the latest version of the program.

You can download a description of the waybill accounting program.

If you have difficulty filling out the information initially, I will help you with this. I will enter the data about your cars and equipment into the program myself, all you have to do is use the ready-made database.

The cost of a license for full use of the program is 1 100 bel. rubles.

Cost of services for initial filling of information:

• 11 bel. rubles for one car, regardless of the amount of equipment installed on it (excluding tires);
• 6 bel. rubles for filling out data on tire installation for one car, regardless of the number of tires.

You can find out more about the program and additional services at phone 8-044-559-89-25 or send a request in any form to our e-mail: [email protected].

Before ordering, I recommend downloading, installing and working with the free version of the program in order to decide whether your organization will be able to fully use the route booking program. The free version has all the functions of the paid version, but is limited only by the number of cars for which you can keep track of waybills.

Program version history:

April 2018 - release of version 2.0.98. In this version, the “Mechanism Operation Report” is presented in two versions. To take into account constant coefficients to the linear norm, for example, when operating a car with an expired standard service life, a field for entering this coefficient has been added to the car directory. An inaccuracy in the calculation of the winter norm, which could occur in certain conditions, has been corrected.

January 2016 - release of version 2.0.91. This version features minor cosmetic changes.

January 2013 - release of version 2.0.9. In this version:

The fuel report now includes all cars, even those that do not have a section marked. Such cars are allocated to a separate section - “Without section”;

Refills that did not fall within the interval of the waybill were returned to the fuel consumption card.

December 2013 - release of version 2.0.8. In this version:

Fixed annoying errors in report totals if you have only one car;

in the case of using a multi-day waybill for a passenger car, the tire mileage report takes into account data for each day of the waybill, and not the entire waybill.

August 2013 - release of version 2.0.7. In this version:

improved battery handling;

The installer has been improved.

February 2013 - release of version 2.0.6. In this version:

detected errors and inaccuracies were corrected;

hidden equipment removed from the vehicle.

November 2012 - release of version 2.0.1. In this version:

a form has been added for printing fuel consumption standards for an enterprise.

January 2012 - release of version 2.0. In the new version:

• modules for maintaining reference information have been improved;
• added settings for the appearance of directories, including setting up columns;
• added functions for printing tables from the screen in help information modules;
• added the ability to assign several drivers to a vehicle;
• added module for working with trailers;
• the module for working with car tires has been redesigned and improved;
• improved module for working with car batteries;
• output forms have been redesigned.

May 2009 release of version 1.2 (added the ability to issue waybills on a standard form, other minor improvements);

October 2006 - release of version 1.1 (added the ability to keep track of car tires and batteries);

1996 - release of version 1.0 (the program made it possible to process waybills and calculate standard and actual fuel consumption).