Manual Parts Charge Out

Summary/Use Case

Report Summary

The Manual Parts Charge Out report displays itemized details of parts issued manually from inventory, including account numbers, part details, quantities, costs, and authorizations. This report is essential for fleet managers to monitor parts expenses and track inventory usage accurately across departments.

Use Case

• Track manual parts issuance for accounting and auditing purposes

• Identify high-usage parts and manage inventory effectively

• Analyze parts costs by facility or department for budget planning

• Ensure accurate record-keeping for internal or external audits

• Support maintenance cost control by monitoring parts usage per job or mechanic

Location: Where to Find It

Reports > RTA Standard Reports > Parts > Manual Parts Charge Out

Data Filter Prompts

You will be prompted for filtering of the Data to specify and narrow down the data that will be pulled. See Data Filter List Below for Options.

Data Filter List

What Qualifies for This Report

This report covers manual parts charge-outs only, meaning parts issued from inventory on the Manual Parts Charge-Out page in Part Management. Parts activity recorded another way is not included, such as:

• Parts posted to a work order or a job.

• Parts received or issued through requisitions and purchase orders.

• Inventory adjustments, transfers between facilities, and physical count corrections.

Troubleshooting: the report returns No Data Qualified

No Data Qualified means no records matched the filters, not that the report failed. Work through these checks in order:

1. Confirm charge-outs exist. Open Part Management, then Parts Chargeout, and look at the Manual Charge-Out History grid. It lists recent manual charge-outs for your facility. If the grid is empty, there is nothing for the report to return.

2. Check the Date Range. The prompt defaults to the first of the current month through today. The date on a charge-out is entered by the user and can be backdated, so widen the range to cover the dates on the records you saw in the history grid.

3. Check the Account Number filter. Leave it at the default blank through zzzzzzzzzzzzzzzzzz. If you enter a specific account, charge-outs that were saved without an account number will not be returned.

4. Check your Working Facility. Manual charge-outs are recorded for the facility they were entered in. Switch the Working Facility (top right) to the facility where the parts were charged out, then run the report again.

5. Confirm you can see charge-outs at all. Access to the Parts Chargeout page is controlled by the Access Parts Charge-Out permission. If you cannot open that page, ask your administrator to review your user group.

Replacing a Classic PAP Report

The Fleet360 Manual Parts Charge Out report and a Classic PAP report are not always a one-to-one replacement. Before assuming data is missing, confirm which activity the Classic report included. If the Classic report also covered parts posted to work orders or other inventory movement, no single Fleet360 report will match it, and you should compare against the other reports in Parts Reports.

Report Output and Data Elements

Once the "Manual Parts Charge Out" report runs, it displays details on each part manually issued from inventory, organized by account and part numbers. This includes the date of issuance, transaction numbers, quantities, costs, and any additional authorizations, which allows for a clear tracking of parts and associated costs.

Report Output

Report Data Elements