INVOICE IMPORT module

The module features built-in mechanisms enabling the import of cost invoices generated by all fuel companies operating in the country, such as PKN Orlen, BP, Shell, Statoil, ROUTEX, Lotos, as well as through cards like DKV, UTA, or AS24. The program reads and analyzes the electronic format of these invoices, automatically allocating costs by assigning them to the appropriate vehicles, organizational units, employees, cost centers (MPK), and cost groups. Importantly, changes in assignments do not require notifying the fuel companies.

Additionally, the module is equipped with automatic functions for correcting incorrectly entered vehicle odometer readings and approximating missing odometer data if the vehicle user has not provided them.

Using fleet cards significantly simplifies and reduces the workload associated with dividing costs from invoices, taking into account:
  • Costs eligible for VAT deduction (e.g., trucks, car washes, etc.)
  • Costs that must be included in gross amounts (e.g., passenger cars) – the system automatically verifies the possibility of VAT deduction on fuel for a given vehicle
  • Cost distribution according to organizational units and cost centers (MPK)
Similarly, data from other service and goods providers can be imported based on electronic invoices, such as:
  • Settlements of service costs in authorized service networks (ASO)
  • Invoices from tire suppliers
  • Long-term rental services (ARVAL, Master/Business Lease)
  • Service invoices from service stations and workshops such as PSF, PSO, InterCars, FORD, Peugeot, Opel, Renault, Toyota, Skoda, Volkswagen Autostacja, Carserwis, Autos, PETROLOT, Indol, etc.

Invoices from any supplier can also be imported using the universal PasCom standard (from Excel or CSV files), which has already gained wide recognition among companies.

The PasCom system also offers a customizable report generator for accounting, enabling the preparation of cost summaries tailored to the requirements of financial systems. This makes it possible to allocate invoices with the aggregation of goods and service costs.