COST DOCUMENTS module

The module allows for the registration of cost documents received from contractors. External invoices can be manually entered into the PasCom system (e.g., VAT invoices, trade invoices, adjustments, receipts, bills, notes, etc.) or imported from various sources, such as electronic files from fuel companies (e.g., PKN Orlen, BP, Circle K, Shell, Lotos, DKV), financial and accounting systems, service stations, long-term rental companies, or telephone billing files (e.g., ORANGE, PLUS, T-MOBILE).

These documents may contain various data, including: document number, line item on the document, purchase date, issue date, name of the invoice issuer, description (e.g., service name, goods), cost group assigned to one of the cost categories defined by the user of the program (e.g., fuel, repairs, insurance, employee expenses), amount of fuel purchased (for fuel invoices), net value, VAT, gross value, payment method (e.g., cash, transfer, check, card), fuel card number (for fuel card payments), and the meter reading at the time of purchase.

The module allows for multi-level cost approval, where invoices registered in the system can be approved by a person with the appropriate authorization. After approval, the invoice is automatically posted, enabling later comprehensive data analysis (e.g., MPK, vehicle, user, organizational structure, cost account, deductible VAT).

In the cost file, the system automatically registers the posting of all document items according to the cost allocation file defined in the system. The scope of cost allocation is broad and versatile, covering not only vehicles but also employees and organizational structures. Cost registration is carried out using a fully customizable cost group dictionary defined by the user.

It is possible to supplement the cost document file with the following additional modules: Settlement Module – Export of transfers to the bank (current formats: ELIXIR, SEPA, ELIXIR iPKO, Currency MT100, Currency MT103, Currency 103 iPKO, Currency 103 Millennium) and Data Export Module to FK.