Vehicle Reconciliation

This is to be done every June & December (6 monthly)

1. Locate Simpro Information

1. Simpro
2. Side Bar – Utilities – Plant & Equipment
3. Vehicles, Trailers & Petrol Equipment

2. Process & Cross Reference Information with Xero

1. Click into chosen vehicle.
2. Check the ‘Status’: is it checked out to the correct staff member? Change if needed.
   
   

3. Check the ‘Next Service’ date:

1. Has it passed / overdue?  
2. If yes: Check the service log in Xero / If No: how far away is it?
3. Locate information in Xero:
   
4. Accounting – Chart of Accounts (COA)
   
5. Search rego number
   
6. Click into the line with ‘Repairs & maintenance’
   
7. Click into the most recent billed date
   
8. Check the ‘transaction’ is for the correct business (most likely, Busy Bee Automotive)
   
9. Is the information up to date with the information in Simpro, do they match?
   
10. If the vehicle is overdue for servicing book it in.

4. Check Rego due date:

1. Enter rego number into ‘Rego Check’ mobile app
2. Update due date is required
3. If rego is expired or expiring within a months’ time advise general manger immediately

5. Check Insurance information: In Xero – Accounting – COA

1. Click $ in ‘Insurance’ line
2. Click into most recent date & the first of all with this date
3. Click attachments (paper symbol)
4. Cross reference following information with Simpro
   i. Policy Number
   ii. Insurance broker
   iii. Insured by
   iv. Expiry date