COST DOCUMENTS module

The module enables the registration of cost documents (cost invoices) received from contractors. In addition to recording data in the PasCom system, it is possible to attach a file in the form of a scan, PDF or photo of the received invoice to each cost item. The file register can serve as a central cost register for both large and small companies, allowing for multi-faceted management of operational costs within a single system—without the need to purchase separate software.

Users receive a tool for central document registration, their automatic processing, assignment to appropriate units, and generation of accounting entries. The module’s functionality also supports profitability analysis, budget control, and cost transparency at the level of order, vehicle, employee, forwarding file, or non-operational activity.

The cost document register can be extended with additional modules, such as: Settlement module – Transfer Export to the bank (supported formats: ELIXIR, SEPA, ELIXIR iPKO, Foreign Currency MT100, Foreign Currency MT103, Foreign Currency 103 iPKO, Foreign Currency 103 Millennium) and Data Export to FK module.

Registration of cost documents from various sources

The Cost Documents module enables the registration of all typical costs related to fleet operation, execution of transport orders and supply chain management in forwarding. The system supports both manual data entry and automatic acquisition from electronic files.


Handling invoices and receipts

The system allows for the entry of a wide range of cost documents, including:

  • VAT invoices issued by service and goods providers
  • commercial and internal invoices
  • corrective invoices
  • fiscal receipts
  • traditional bills
  • accounting notes and other settlement documents
Documents can be assigned to specific organizational or operational units – e.g. vehicle, employee, order, forwarding file, etc.


Import of data from external systems

The system enables the import of cost documents from many external sources, which significantly streamlines the work of accounting and operations departments. Supported are, among others:

  • electronic files from fuel corporations (e.g. PKN Orlen, BP, Circle K, Shell, Lotos, DKV)
  • files generated by financial and accounting systems
  • data from vehicle services, workshops and leasing companies
  • settlements of telecommunication services (e.g. ORANGE, PLUS, T-MOBILE)
The system supports CSV, XML, and XLS formats, and also allows configuration of input data mapping.


Document structure and cost allocation

Each registered cost document may contain detailed data allowing for precise allocation of the cost to a specific unit and subsequent analysis in various cost layouts:

  • document number and item numbers
  • purchase date and issue date of the document
  • contractor data – issuer of the document
  • description of the goods or services
  • net, VAT and gross values
  • fuel card number (if applicable)
  • amount of fuel refueled (for fuel documents)
  • vehicle odometer reading at the time of purchase (if applicable)
  • form of payment (cash, transfer, check, card)
The system also takes into account the classification of costs according to cost group categories defined by the user (e.g. fuel, repairs, insurance, external services).


Assignment to organizational units

The module enables multi-level cost approval – invoices registered in the system can be approved by persons with appropriate permissions. After approval, the invoice is automatically posted, which allows for subsequent comprehensive data analysis (e.g. cost center, vehicle, user, organizational structure, cost account, VAT for deduction). The scope of cost assignment is broad and includes not only vehicles, but also employees and organizational structures.