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Vehicle Expense Management
A Share Ware Version!
Browse Auto Clubs
This window lists all auto clubs available by club name. The club name is show in the list with the detailed information for each club to the right of the list box.
List Box This list shows each auto club that has been entered into the system. To the right of the list is the detailed information for each club.
There are several ways in which the highlight bar can be moved to a different auto club record. The tool bar at the top of every window can be used to scroll record to record, page up, page down, top of file and end of file. The keyboard may also be used by pressing the up and down arrows, page up and page down keys, or home and end to get to the top of file and end of file.
Browse Services
This window lists all services available by service type/service description. The Service type, description and notes are shown in the list.
List Box This list shows each service record that has been entered into the system.
There are several ways in which the highlight bar can be moved to a different service record. The tool bar at the top of every window can be used to scroll record to record, page up, page down, top of file and end of file. The keyboard may also be used by pressing the up and down arrows, page up and page down keys, or home and end to get to the top of file and end of file.
Update Services
This window will allow updates to the service file.
Service Type Category of service.
Service Description
Description of service.
Notation Notes about service.
OK Button Saves the record.
Cancel Button Cancels changes to record.
Update Insurance
This window will allow updates to the insurance company file.
Company Insurance company name.
Address Address of Insurance company.
Address Optional second address line for Insurance company.
City City where insurance company resides.
State State abbreviation for Insurance company.
Zip Code Zip Code for Insurance company.
Agent Insurance Agent.
Phone Number Phone number for insurance company.
OK Button Saves updates to the insurance file.
Cancel Button Cancels updates to the insurance file.
Update Auto Clubs
This window allows updates to the auto club file.
Name Auto Club name.
Address Address of Auto Club.
Address2 Optional second address line for Auto Club.
City City where auto club resides.
State State abbreviation for Auto Club.
Zip Code Zip Code for Auto Club.
Phone Number Phone number for Auto Club.
OK Button Saves updates to the auto club file.
Cancel Button Cancels updates to the auto club file.
Update Trip Log
This procedure will update the trip log. All trips made with each vehicle should be entered. Mark as appropriate as a business trip.
Begin Date Starting Date of trip.
End Date Ending Date of trip.
Trip Origin Starting Destination.
Trip Destination Ending Destination.
Starting Time Starting Time.
Ending Time Ending Time.
Beginning Miles Starting Mileage of vehicle.
Ending Miles Ending Mileage of vehicle.
Business Trip Check if this is a business trip.
Note Notes regarding trip.
OK Button Saves updates to the trip file.
Cancel Button Cancels updates to the trip file.
Update Expenses
This window will allow updates to the expenses file. Mark each expense if appropriate as a business expense.
Service Date Service date of expense.
Mileage Mileage at which expense occurred.
Service ID Service Id. Services are listed to the right of the window. Highlight correct service and drag to the left to the service id entry field. The correct service id will be placed into the service id field and the service description will be shown directly underneath the service id.
Business Expense
Check if this is a business expense.
Expense Cost of service.
Notes Notes regarding Service.
OK Button Saves updates to the expenses file.
Cancel Button Cancels updates to the expense file.
Update Vehicles
This procedure updates the vehicle information file.
VIN Vehicle Identification Number.
Make Make of vehicle.
Model Model of vehicle.
Year Year of vehicle.
Color Color of Vehicle.
Lic Plate Number License Plate Number.
Date Purchased Date vehicle was purchased.
Purchase Price Purchase price.
Registration Number
Vehicle registration number.
Key Number Key Number.
Dealer Name Dealer vehicle was purchased from.
Dealer City City in which dealer resides.
Date Sold Date vehicle was sold.
Sale Price Sale price of vehicle.
Auto Club ID If owner is a member of an auto club, the auto club id number should be entered.
Club Member Number
If owner is a member of an auto club, the auto club membership number should be entered.
Insurance ID The identification number of the insurance company.
Policy Number Insurance Policy number.
OK Button Saves updates to the vehicle file.
Cancel Button Cancels updates to the vehicle file.
Set Date Range
This window is used before running any report in the system. It provides a way to limit a report based on a date range.
Start Date Enter the starting date to be included in the selected report.
End Date Enter the ending date to be included in the selected report.
OK Button Confirms start and end date and runs the selected report.
Cancel Button Cancels processing of selected report.