General Ledger Journals (optional addition to PoolCar)

The Internal Charging Report will allow organisations to extract charges relating to vehicle usage, to enable internal charging out to cost centres, project codes, external companies etc. The Internal Charging Report is based on the charge-out rates which are set up in Sysadmin - System Data. If a rate is changed in the Charge Out Rates section, this will dynamically change the Internal Charging Report, as it is based on the rates that are set at the time the report was run.

If the additional certainty of journals, and any integration is required with an organisation's finance system, there is an option for a Journal Creation, Approval & Export function to be developed via Smartrak’s Professional Services to enable the data to be extracted from the PoolCar system and imported into an organisation's finance system.

The Journal process calculates the charge overnight, and saves it so the charge isn't changed in the future.

This process enables creation of an exporter from the Poolcar record that is perfectly tailored to go into an organisation's financial system.

The Smartrak Professional Services team will work with an organisation to tailor the journal record and resulting journal format to ensure it functions correctly. Attributes can based on vehicle registration, distance travelled, or a number of custom fields and will match with a corresponding field in the financial system.

The Daily Robot to Generate Journal Entries will need to be enabled via Application Settings - Robots

Once enabled, the Journal (Accounting) section will appear in the Sysadmin menu

Journal records are created once the booking has been completed. The Generate Journal Entries process runs overnight as a Daily Robot.

Once created, Journals go into a Pending Approval Status

From here they can be Edited, Approved, Deleted or Rejournalled. Editing the Journal only changes the journal record, Rejournalling deletes and recreates the entry entirely.

Please note that Journal records are set in stone once they have been exported.

Once approved, the Journal will move into the Approved but not Exported tab, where they can be unapproved if approved by mistake

The Daily Robot will run overnight again and will export the approved Journals into the financial system.