Asset Works Fleet Focus - Errant Dollar Figure Entries

 

Asset Works Fleet Focus - Errant Dollar Figure Entries

We use Fleet Focus as our maintenance software provider. We have encountered multiple instances where dollar figure entries on parts or commercial costs have been entered incorrectly. Either extra zeros were inputted or invoice numbers were entered in the pricing fields. Per our contacts at Asset Works, they currently have no safeguards in place to verify entries inputted are correct.

One suggestion we made was to force the user to insert commas and decimal points into the price field when inputting or error messages would pop up when attempting to process the transaction. I was told this would require a re-write of the software code and is not a viable solution.

Has anyone else experienced this same situation and, if so, what controls do you have in place to immediately catch these errors? I do find it hard to believe that PPL is the only Asset Works customer that has seen this situation happen.

 

Anonymous (not verified)
Anonymous's picture

What "version" are you using. Currently, the "Enterprise Parts" module is easier to use by far and a lot less prone to error. Also, if you have Infocenter as part of your base package there is an "Ad-Hoc Report Generator" that is actually easy to use.

With the report writer, you could print an overview of entries between two dates.

Not sure if this helps?

Anonymous (not verified)
Anonymous's picture

We currently use V 5.6.4 but are in the process of upgrading to V 6.3.1. We do not use the Enterprise Parts module but I will investigate its functionality.

The problem with any type of a report is the data produced (in the report) is from entries already processed and completed. I would like to see a means of catching, or verifying, any dollar figure that is inputted is correct.

Anonymous (not verified)
Anonymous's picture

The Parts and Commercial tabs fields for dollar entry on the Work Order frame have no controls to prevent an entry error. This field is programmed to allow for dollar amount to be entered. It would take programming changes in order to build in controls, but these would only restrict the field in other ways. The best control is to ensure User accuracy during entry, or create some sort of audit review process. In the past, we have experienced a number of entry errors, such as entering an invoice in the dollar field, which results in an error of a 6 or 7 digit dollar amount. To find the obvious errors, We have created a pre-billing batch file that runs multiple scripts to find those errors so we can have them corrected before billing. The only other control would be on the end of the billed department in their detailed review of all charge, which some do better than others. Any dollar error found on our pre-billing checks or after billing can be corrected by a User with proper privileges to change a closed work order. The correction will then go into the next billing cycle.

Anonymous (not verified)
Anonymous's picture

I am responding on behalf of Pmorris, a community member:

"It sounds like your problems are more related to personnel issues and attitude than it is to your software provider. Not sure
why you would want software to check for something that a diligent supervisor and some remedial training for people inputting data would be of more help. It would probably cost less in the long run also."