COST DOCUMENTS module

The module allows registering cost documents received from contractors. External invoices can be entered into the PasCom system manually (e.g., VAT invoices, commercial invoices, corrections, receipts, bills, notes, etc.) or via import 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, item on the document, purchase date, issue date, name of the invoice issuer, content (e.g., name of service or product), cost group assigned to one of the cost categories defined by the program user (e.g., fuel, repairs, insurance, employee expenses), amount of fuel purchased (for fuel invoices), net value, VAT, gross value, payment type (e.g., cash, transfer, check, card), fuel card number (for fuel card payments), and odometer reading at the time of purchase.

The module allows multi-level cost approval, where invoices registered in the system can be approved by someone with the appropriate permissions. Once approved, the invoice is automatically posted, enabling later comprehensive data analysis (e.g., cost center, vehicle, user, organizational structure, cost account, VAT to be deducted).

In the cost records, automatic posting of all document items takes place according to the cost allocation record defined in the system. The scope of cost allocation is broad and versatile, covering not only vehicles but also employees or organizational structures. Cost registration is done using a fully user-definable cost group dictionary system.

It is possible to supplement the cost document records with the following additional modules: Settlements – Transfer Export Module to the bank (current formats: ELIXIR, SEPA, ELIXIR iPKO, Foreign MT100, Foreign MT103, Foreign 103 iPKO, Foreign 103 Millennium) and Data Export to Accounting Systems Module.