Vehicle Tracking Explained

Use Vehicle Tracking to track the revenue generated and expenses incurred by company vehicles used in Orders and Batches. Use Merchant Ag FIN to select parameters to control how vehicles will be used in Merchant Ag PM.

Vehicle Tracking and using Delivery Items in Merchant Ag PM is not the same! Utilize Vehicle Tracking for an accurate view on the revenue generated and the associated cost of the vehicle. Using a Delivery Item during Order Entry or Fertilizer Batches will track Revenue only.

Set up Vehicle Tracking

Begin in Merchant Ag FIN by selecting parameters, granting access and creating vehicles to be used in Merchant Ag PM.

Access Parameters

Use Access Parameters to determine how Vehicle Tracking will be used in Merchant Ag PM. Navigate to Admin > Installation > Access Parameters > Vehicle Tracking and supply all applicable information. Locations that choose to assign one or multiple vehicles to Customer Fields in Orders and Batches also need to select Access Parameters > Fertilizer > General > Allow Users to Specify Acres per Field.

Create General Ledger accounts

When creating General Ledger accounts to track revenue and expenses, create a Full GL account which also references a Department. Departments are indicated within Access Vehicles and department permissions control the vehicles users can select in Merchant Ag PM. In addition, verify the Vehicle Tracking checkbox in the Subaccount has been selected. See Access Full Accounts for additional information.

Grant Permissions

Users who will select vehicles for Orders and Batches need access granted to Vehicle Tracking and to all applicable Departments. Access Admin > System Security > Access User Profiles, select a user and the Security tab. Choose the Vehicle Tracking module and select Menu Security. See Vehicle Tracking for details.

Also on the Security tab, select Departments to grant access to all applicable Departments. Learn more here.

Select Locations

In Merchant Ag PM access Setup > Access Locations > Profit Center and select the option Prompt for Vehicle Tracking.

 

Learn more about the information on each tab by clicking on the menu title.

Access Vehicles- Add, Edit and review the Vehicles used in Vehicle Tracking.

Access Cost Codes- Add, Edit and review the Cost Codes used to track expenses.

Access Vehicle Types- Add, Edit and review the Vehicles Types to be assigned to vehicles. Define the type of information recorded as vehicles are selected for transactions.

Enter Vehicle Adjustments- Used to transfer costs and to correct mileage or posting errors.

Generate GL Allocation- Use to allocate expenses.

Import Comdata Transactions- Import any fuel transactions with Import Comdata Transactions.

Create Reports- Receive detailed Vehicle Cost and Revenue information.