Facility Settings Tab
The Facility Settings Tab will house all the defaults, overheads, and PO approval settings for the facility.
Fields editable by clicking in the field, making adjustments, and clicking the checkmark to save the field changes.
Facility Defaults Panel
Field | Field Description |
|---|---|
Default Customer Facility | The facility whose Customer list this facility uses. Customer records belong to a facility, so this tells Fleet360 where to look up customers (and their markups and account codes) for this facility. In most setups all facilities point to the one facility where the customer files are maintained. |
Default MFG/Cap Facility | Default facility for tire manufacturer and capper records used by this facility |
Default Vendor Facility | Default facility for vendor records used by this facility |
Default WO Priority Code | Desired default priority code to be used on work orders |
Default WO Reason Code | Desired default reason code to be used on work orders |
Default WO Shop ID | Desired default shop ID to be used on work orders |
Default Vendor Facility and Purchase Orders. Default Vendor Facility controls which facility’s vendor list is available when creating Purchase Orders for this facility. If it points to another facility, this facility’s POs show that facility’s vendors, and a vendor added only to this facility will not appear. Changing this setting changes which vendors are available, so review the setup before changing it. See Creating a Purchase Order.
Default Customer Facility and customer lookups. Customer records are kept per facility, and a customer number is only unique within its facility. When this facility looks up customers – on an asset, a Work Order, a Contact or a User record – Fleet360 shows the Customer list of the facility named here; if the setting is blank, this facility’s own Customer list is used. Set it to the facility where your customer files are maintained (commonly the main facility) so every location works from the same customers. If it points to the wrong facility, expected customer numbers will not be found, and markups and account codes for the wrong customer records may apply. Changing this setting does not change the customer already stored on existing assets or Work Orders. A new facility defaults this setting to itself.
This setting is not related to your Working Facility, which is the session-level facility selector at the top of the screen. See Working Facility Selection Option and Customer Files.
Period Cost Settings
This section allows you to override the Global End of Month process Date and Time and set the trigger Date and Time at the Facility Level instead.
Click on the following link for more information on what the End of Month Process does.
Note: Leaving this blank will then use the “Global” End of Month Settings. Updating or changing the data in this screen will override the Global Settings and cause the facility to Trigger the End of Month Process on its own schedule.
Field | Field Description |
|---|---|
Automate Monthly Fixed Costs | This Toggle is the Master switch to turn on Fixed Cost Automated Process. See: End of Month Process |
Schedule Time | Sets the Time you want the End of Month Process to Trigger |
Day | This Radio Button Allows you to set the End of Month Process to trigger on a certain date each month. Note: Setting it to 31 will guarantee that it runs on the last day every Month regardless of the number of days in that month. |
Specific Day | This Radio Button Allows you to set the End of Month Process to trigger on a certain week and day each month. For Example: we want the End of Month Process to Trigger on the First Monday each Month |
Overhead Panel
Overhead charges can be added to all work orders to help cover the cost of unbilled shop expenses.
Facility overhead rates are applied to shop supplies, and they are used only when the Overhead/Shop Supplies system switch is set to Facility. See Shop Supplies and Overhead Charges.
If wanting to apply overheads by facility rather than by customer, contact our support@rtafleet.com for more information on how to allow this feature.
Field | Field Description |
|---|---|
Admin Fees | Dollar amount desired to be added to costs for administrative fees. During the End of Month Process (Reference the NEW Period Cost Settings section) whatever dollar amount is currently in the Admin Fees Field will be posted out to each individual vehicle within that facility as a fixed admin cost. |
Part Overheads | Dollar amount desired to be added to costs for part overheads |
Labor Overhead | Dollar amount desired to be added to costs for labor overheads |
Tire Overhead | Dollar amount desired to be added to costs for tire overheads |
Misc Overhead | Dollar amount desired to be added to costs for additional miscellaneous overheads |
Tax Rate | Tax rate to be used if overriding the vendor’s specified tax rate |
PO’s Approval Panel
Use this panel to set an auto approval maximum for Purchase Orders attributed to this facility. This will auto-approve any purchase order at or below that maximum. Amounts above that maximum can go through the settings of the approval process set in place.
Refer to Purchase Order Approvals for more information
