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1. Introduction
Usually, any fleet expenses are allocated to to a single debtor, based on who is responsible for the asset e.g. engineering, sales etc.
This responsible debtor is attached to the asset via the Department hierarchy (explained in this chapter).
Every time a transaction is added for the asset E.g. a fuel purchase, AusFleet checks the department tree associated with it in Fleet>Ownership & Allocation accordion and detects the debtor.
However, AusFleet offers an alternative whereby every expense recorded against an asset can be split between multiple debtors based on a %.
This is useful if multiple departments "share" responsibility for assets, or if part of the expenses are absorbed by the fleet department and the remainder accrue to other debtors.
Your decision on which method to use will depend on your organisation's financial polices.
Only one method can be used but if multiple debtors is chosen, a single debtor can still be allocated to an asset for 100% of any expenses. However the debtor will need to be allocated as explained below and not via the department hierarchy.
2. Splitting Transaction Costs Between Multiple Debtors
Fleet>>Ownership & Allocation>>Debtors
•Complete the Debtors reference file
•Tick More>>Parameters>>Flags & Settings>>110
Once these steps are done you will see the "Debtors" accessible in the Ownership and Allocation accordion, as shown below.
Points to note:
•The % split must add up to 100
•The applicable date must be the same for all debtors
•Only one debtor can be flagged as default
•The history of debtors can be reviewed in the next tab - "Debtors History"
Allocating Multiple Debtors to an Asset in Fleet module
The Left Grid - Current Debtors
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The Right Grid - New Debtors
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Current debtors are shown in the left grid.
You can see the % split between the Debtors (80/10/10) and from when it was applicable (05/01/21).
Note also the Default flag.
Whichever debtor is chosen as default will appear in any Debtor fields throughout AusFleet, even though behind the scenes, AusFleet will still allocate costs according to the % breakdown.
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Debtors are changed in the right grid.
When saved, the new set up replaced information in the left grid as "Current Debtors"
Click "Add new record" and enter the details. "Applicable date" is when the new set up will first be applied.
Repeat until all the debtors are entered then click "Save Changes".
The details in the right grid will replace those in the left as "Current Debtors".
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