The ability to track vehicle maintenance information is available in various procurement and inventory transactions. Specifically, the following fields in the accounting distribution and accounting lines of the Purchase Order (PO), Requisition (RQ), SN (Stock Return), SRQ (Stock Request), and OC (Over-the-Counter Stock Issue) transaction types exist to support transactions related to vehicle maintenance for a client’s fleet of vehicles:
Repair Order Number
Shop Number
Job Code / Vehicle Equipment Number
These fields must be made visible in the applicable transaction(s) in order to be used. Data entry of these fields at the accounting distribution level is recommended if there are multiple commodity lines because you can enter the data once and efficiently distribute to all accounting lines.
The vehicle maintenance information can be made required for specific combinations of Department, Fund, and Appropriation Unit. If those values entered in the transaction’s accounting line match the values specified in the following three related records in the Application Parameters (APPCTRL) page, the Repair Order Number field is required:
Department list for Vehicle Maintenance fields (VMS_DEPT_LST)
Appr Unit list for Vehicle Maintenance fields (VMS_APPR_UNITS)
Fund list for Vehicle Maintenance fields (VMS_FUND_LST)
There are no other edits related to these fields except that, if Repair Order Number is populated, the value must be at least 6 digits. If applicable, this vehicle maintenance information can then be exported to an external vehicle management system.
The same three fields were also added to the accounting distribution line on the same transaction types. This way, they will be entered once and inferred to accounting lines.
Fields are delivered as Tertiary, and Configure Page (DESIGNER) can be used to display them.
Added three VMS-related parameters to the Application Parameters (APPCTRL) page to respectively define the Departments, Appropriation Units, and Funds that may use the VMS fields.