Car fleet activities: Genesis
Fleet View

Extension for Oracle Inventory
module: Fleet fuel consumption
management in ERP
...
Table of contents

SYSTEM ARCHITECTURE WITH ORACLE eBS ......................................................................
SYSTEM ARCHITECTURE WITH ORACLE eBS

Whitepaper – Informative document, January 2013

3
EXECUTIVE SUMMARY
The fleet cars and equipment that consume fuels require special
attention from managers. The vehicles in...
customizations the support depends on only a few developers. These
are just a few of many pitfalls of customizing the ERP ...
The Future of Management, Gary Hamel - An Agenda for Management Innovation
“As human beings, we are defined by the causes ...
Fleet View is designed and developed to work in addition to Oracle
Inventory module for tracking fuel inventory movement. ...
SPECIFIC FEATURES
Genesis Fleet View adds new features to Oracle Inventory, which allow
controlling the consumption of res...
operated by dispatchers with the suppliers
invoice lines. The link between the suppliers
account and the inventory account...
HOW THE PRODUCT WAS DEVELOPED
Genesis Fleet View was developed progressively, covering the business
requirements raised by...
Upcoming SlideShare
Loading in...5
×

Fleet view - CarFleet Operational Cost for Oracle Apps

151

Published on

Cars operational parameter, Specific tax validity, Fuel consumption per order or per period, are information not included as standard functionalities in Oracle Applications.
FleetView is a plug-in module which helps customers which already use Oracle Applications, to integrate Car Fleet operations and management.

Published in: Business, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
151
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
6
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Transcript of "Fleet view - CarFleet Operational Cost for Oracle Apps"

  1. 1. Car fleet activities: Genesis Fleet View Extension for Oracle Inventory module: Fleet fuel consumption management in ERP Whitepaper – Informative document, January 2013
  2. 2. Table of contents SYSTEM ARCHITECTURE WITH ORACLE eBS .................................................................... 3 EXECUTIVE SUMMARY....................................................................................................... 4 NO CUSTOMIZATIONS....................................................................................................... 4 FIRST INSIGHTS .................................................................................................................. 5 DESCRIPTION ..................................................................................................................... 6 Why the need to develop Genesis Fleet View .............................................................. 7 SPECIFIC FEATURES ........................................................................................................... 8 Configuration of means of transportation ................................................................... 8 Recording data from Vehicle Log Books ...................................................................... 8 Fuel inventory movement transaction ......................................................................... 9 Reconciling fuel supplies with invoices received from fuel suppliers............................. 9 Launching Daily Activity Log report ............................................................................ 9 HOW THE PRODUCT WAS DEVELOPED .......................................................................... 10 Whitepaper – Informative document, January 2013 2
  3. 3. SYSTEM ARCHITECTURE WITH ORACLE eBS Whitepaper – Informative document, January 2013 3
  4. 4. EXECUTIVE SUMMARY The fleet cars and equipment that consume fuels require special attention from managers. The vehicles in the fleet provide services in transport activities. On the other hand, the management of the fuel used for deliver of transport services has the following features: gas station fuel supply is an inventory receipt (tank entry), and the fuel is used (tank exit) only at the end of the transport activity. The control of resources necessary for transport activity fulfillment is recorded in the Daily Activity Log associated with each vehicle. Most ERP product supplier considers the transportation order based fuel consumption a „detail” insignificant to be treated separately. Genesis Software Consulting has developed Genesis Fleet View product (Fleet View), perfectly integrated into Oracle E-Business Suite, to meet the request coming from various customers. Fleet View offers the fleet management the „Daily Activity Log” report, which collects data from the Vehicle Log Books: mileage, operating hours, fuel supplies, name of drivers and their timesheets. After processing these data, Fleet View calculates the fuel consumption and the fuel remaining in the tank. Furthermore, the activity log provides a series of brief information as alerts: preventive maintenance schedule, oil changes, tire changes and tax payments. Genesis Software Consulting recommends that Fleet View product to be implemented when the fleet operational cost control is a topic of interest to the organization. Fleet View is perfectly integrated with Oracle Inventory so that the fuel inventory management can be tracked while maintaining the standard Oracle features. Fleet View is perfectly suited for 11i and R12 implementations. NO CUSTOMIZATIONS We believe customizations, changes made in the standard Oracle Applications ERP, that are not supported by the vendor are something we do not recommend. Why customizations are not good? Regression – one minor customization could dramatically affect a standard set of functionalities; Standard support cannot be offered even for standard functionalities if were affected by customizations; Upgrade – new versions upgrade can become a more costly experience if customizations are in place; Know how – for standard applications you have vendor support and general documentation, while for Whitepaper – Informative document, January 2013 4
  5. 5. customizations the support depends on only a few developers. These are just a few of many pitfalls of customizing the ERP software. This is why we don’t recommend and don’t support customizations of Oracle ERP. We developed our products as distinct tools over the standard functionalities of Oracle without interfere with or change these functionalities. They just channel the existing power of Oracle ERP to more efficiently solve the business problems of your company. The standard functionalities remain unaffected by our products and you can still use them, if you choose, independently of our product. FIRST INSIGHTS Managers operate the fleet around transport activity. The transport activity is a process consisting of delivery of services specific to a particular type of vehicle requiring resources: fuel, drivers, salary, etc. The costs of these services are settled with the requesting customers, internal or external. Therefore, the management of the required resources for the delivery of a transportation service represents a part of this process, which must be integrated with the other components: order entry and its delivery. The management wants to have control over fuel consumption calculation based on the data recorded in the Vehicle Log Books. Transportation activity, as a main process, must generate a series of secondary processes: vehicle fuel supply ends with an invoice received from the fuel supplier; fuel movements are inventory inflows and outflows, which must be recorded in accounting. In default of an integrated system, these secondary processes are errors generation and propagation sources, because different departments involvement. Genesis Fleet View is the solution for car fleet fuel consumption management. Whitepaper – Informative document, January 2013 5
  6. 6. The Future of Management, Gary Hamel - An Agenda for Management Innovation “As human beings, we are defined by the causes we serve and the problems we struggle to surmount. Whether it’s Nelson Mandela battling the scourge of apartheid, Craig Venter unraveling the human genome, or Larry Page and Sergey Brin bringing order to the vastness of cyberspace, it is a passion for solving extraordinary problems that creates the potential for extraordinary accomplishment...” DESCRIPTION Genesis Fleet View is an innovation in the fields of ERP and was developed to manage the resource requirements involved in the performance of the transportation activity. Fleet View collects the data from the Vehicle Log Books in an electronic form, automatically calculates the fuel consumption associated with the transportation activity, calculates the fuel remaining in the tank and identifies actions to be taken within a month in terms of preventive maintenance schedule, tire changes, tax payments. At the end of the month the management receives, under the form of a printed report, the Daily Activity Log (Vehicle Log Books journal) where the Vehicle Log Books are associated with the transportation orders received from customers. Fuel supplies and consumptions are registered in accounting as inflows and outflows of the fuel stock, each vehicle tank being considered a warehouse locator. All fuel supplies operated in Fleet View, based on the sales receipt, are reconciled with the fuel invoice received from suppliers. Fig1. Traffic parameters management leads to managerial reporting Whitepaper – Informative document, January 2013 6
  7. 7. Fleet View is designed and developed to work in addition to Oracle Inventory module for tracking fuel inventory movement. Fleet View does not invalidate in any way standard Oracle features and does not affect Oracle support for standard applications. Why the need to develop Genesis Fleet View In our days, customers all over the world are increasingly demanding. They want to have now what the developers promise to achieve in the future. Developers of IT products, especially ERP product developers, provide “drills” when customers only want “holes”. Customers are less interested in the technological process incorporated in the new versions of ERP applications and more interested in the practical solutions for their business problems. After years of Oracle Applications implementation, Genesis team was able to capitalize the experience gained into a developed product suite, which also includes Genesis Fleet View. Successful use of Fleet View product has enabled Genesis to extend ERP implementation in the difficult area of operational transactions. Now, management can control consumption of resources required for the transportation activity, related to transportation orders. Whitepaper – Informative document, January 2013 7
  8. 8. SPECIFIC FEATURES Genesis Fleet View adds new features to Oracle Inventory, which allow controlling the consumption of resources required for the delivery of the transportation through the Daily Activity Log. The Daily Activity Log represents a report sent to the management on a monthly basis and contains the Vehicle Log Books for transportation activities in that month. The Daily Activity Log also contains the number of transportation orders received from customers, mileage, operating hours, fuel consumption (expressed in liters) and fuel remaining in the tank. At the same time, the management receives recommendations for preventive maintenance schedule, change of tires and tax payments. Configuration transportation of means of With reference to the fuel consumption vehicles and equipment, Fleet View allows the recording of their main characteristics, with the central goal – fuel consumption calculation. Each vehicle will be uniquely identified in the system (fixed asset number, for example, and also the vehicle registration number, etc.). From the perspective of implementing a solution of Cost Accounting – Genesis Cost Accounting, vehicles shall be defined as objectives (cost centre) in management accounting. Fleet View takes over the reporting dimensions from the management accounting. management: average fuel consumption, vehicle series, vehicle color, tank capacity, mileage for a set of tires or between two inspections, tonnage, number of axles, and others. After configuring the means of transportation in Fleet View, the management has available the data on fleet car characteristics. Recording data from Vehicle Log Books Vehicle Log Book represents the legal document recording the performance of a transportation activity, for an internal or external customer, for a vehicle. In order to obtain information on the customer in Daily Activity Log report, Fleet View integrates with Oracle Order Management module. An automated workflow process generates in Fleet View the recording of transportation order to be associated with the Vehicle Log Book number. Users operate in Fleet View the data from Vehicle Log Books, mileage, operating hours, degree of difficulty of the road and drivers’ timesheet. Fig2. Means of transportation configuration screen Fleet View automatically calculates, using vehicle configuration data, fuel consumption and fuel remaining in the tank. Fleet View allows the configuration of vehicle general characteristics, of interest to The vehicle dispatcher uses Fleet View to record the Vehicle Log Books and to automatically calculate the fuel remaining in the tank. Whitepaper – Informative document, January 2013 8
  9. 9. operated by dispatchers with the suppliers invoice lines. The link between the suppliers account and the inventory account is performed through this mechanism. Launching Daily Activity Log report Fig3. Vehicle Log Book data entry Fuel inventory transaction movement Genesis Fleet View is integrated with Oracle Inventory by the feature of allowing the recording of fuel supplies and consumptions as inventory transactions. After recording the data from the Vehicle Log Book, the dispatcher uses Fleet View to track fuel movements. A major asset of the solution is that inventory transactions are automatically recorded in Oracle Inventory based on workflow mechanisms. Fleet View registers and processes all data regarding the consumption of resources required for the transportation activity. At the end of the month, operators recording the Vehicle Log Books launch the Daily Activity Log report. Vehicle dispatchers use the Daily Activity Log report from Fleet View to track the transportation activity recorded in one month. The Daily Activity Log report offers them messages regarding the actions to be taken in the following month, such as: vehicle preventive maintenance, tire changes, car tax payments. Reconciling fuel supplies with invoices received from fuel suppliers In the transaction auditing process, it is important that the sales receipt issued to drivers, when supplying from the fuel pump, matches the invoice from the supplier in terms of quality and value. To that effect, Fleet View integrates with Oracle Payables, through the screen for reconciling supplies and invoices. The operator finds in Fleet View all the supplies recorded from the Vehicle Log Books and associates them with the invoice lines received from the fuel supplier. After reconciliation, Fleet View automatically generates the suppliers’ invoices in Oracle Payables. Fig4. Daily Activity Log report The management uses the Daily Activity Log report from Fleet View to control the performance of the transportation activity – number of orders, average fuel consumption, peak demands etc. Accountants responsible for recording fuel invoices use Fleet View to reconcile supplies Whitepaper – Informative document, January 2013 9
  10. 10. HOW THE PRODUCT WAS DEVELOPED Genesis Fleet View was developed progressively, covering the business requirements raised by different customers in implementation projects. It is “encapsulated” in an easy to customize and control product, containing all objects, being similar to any standard Oracle product. Fleet View refers to all the technical elements characterizing an Oracle product: it has its own schema of the database objects, specific configuration elements and an operating form. The process of issuing transportation orders from Oracle Order Management automatically generates records in Fleet View. The operating form of the Vehicle Log Book automatically calculates the amount of fuel consumed for carrying out the transportation activity, as well as the fuel remaining in the vehicle tank. Fleet View automatically generates the fuel inventory movement transactions in Oracle Inventory. Fleet View integrates with Oracle Payables for the automatic recording of invoices reconciled. Software and consulting you need White paper (Informative document) January 2013 Author: Dorian Balmuș Genesis Software Consulting Address: 65 Samuil Vulcan St., sector 5, Bucharest, Romania Contact person: George Faur phone: +40 741-084-009 e-mail: george.faur@genesissoftware.ro www.genesissoftware.eu Whitepaper – Informative document, January 2013 Copyright © 2013, Genesis Software Consulting. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties, including implied warranties and conditions of merchantability or fitness for a particular purpose. This document is provided for marketing and information purposes, and does not entail any contractual liability. The content hereof is protected by the Copyright Law L8/1996 and allied rights, as subsequently amended and supplemented. All Genesis trademarks are used under license and are trademarks or registered trademarks of Genesis Software Consulting. 10

×