Procurement and Supplier Management for Transport Operators
eAuto Fleet is passenger transport ERP software with fleet procurement and supplier management. Control each supplier commitment from purchase order to bill, payment and statement: workshops, fuel, tyres, tolls and coach hire alike.
What procurement does eAuto Fleet cover?
Suppliers sit on the shared party register. Purchase orders record the supplier, dates and order lines. Supplier trip orders buy coach capacity for specific movements. Supplier bills post cost to the right account and, where relevant, the vehicle. Payments, statements and ageing show what is owed and overdue.
The procurement problem
Workshop repairs, tyres, fuel, tolls and coach hire are ordered by different people in different ways. Orders are verbal, bills arrive without a reference, costs are posted to the wrong account or to no vehicle at all, and nobody can say what is owed to which supplier until the statement arrives.
How procurement works
- Register suppliers — Add workshops, fuel, tyre, toll and coach-hire suppliers on the party register.
- Raise a purchase order — Record the supplier, dates and lines for the order.
- Record the bill — Post the supplier bill to the right cost account and vehicle.
- Pay — Record supplier payments with clearing state.
- Review — Use supplier statements and ageing to plan payments.
End-to-End Control Over Fleet Suppliers and Spend
Keep supplier records in one register, create purchase orders with supplier, dates and lines, and post bills against the right cost account and vehicle.
One supplier register
Workshops, fuel suppliers, tyre suppliers, toll providers and coach hire companies are managed on the same register as customers.
- One register for vendors, workshops and partners
- Fuel, tyre, toll and coach-hire suppliers recorded with their details
- Same party register as your customers
- Contact details kept on the supplier record
Purchase orders on record
Each order records the supplier, dates, purpose and lines.
- Each purchase order tied to its supplier record
- Role permissions decide who can work with purchase orders
- Line items with dates and purpose
- Supplier, dates and value recorded on each order
Bills posted to the right account and vehicle
A workshop bill for a gearbox overhaul posts to maintenance and to the vehicle it relates to, so vehicle cost stays accurate.
- Cost recorded against the vehicle it relates to
- Posted bills reach the ledger in the right cost account
- Maintenance cost visible per vehicle
- Supplier cost feeds vehicle cost reports
Payments, statements and ageing
Supplier statements show charges, settlements and running balance. The payables view ages outstanding balances so payment runs can be planned.
- Supplier statements with charges, settlements and balance
- Payables ageing grouped by days overdue
- Settlement status to plan payment runs
- Bank and cash reconciliation handled in its own module
Access control
Role permissions decide who can create and view purchase orders and supplier records, so purchasing stays with the people responsible for it.
Where it connects in eAuto Fleet
Suppliers and bills feed Accounting and Finance, coach-hire orders link to Subcontracted Capacity, workshop bills attribute cost to vehicles in Maintenance and Profitability, and supplier payments are the entries Banking reconciles against the bank statement.
Frequently asked questions
Answers about suppliers, purchase orders, bills and payables in eAuto Fleet.
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Book Your eAuto Fleet Demo
See how eAuto Fleet connects bookings, transport contracts, fleet operations, billing and accounting in a guided demo for your team.
Review your payables in a demo
In the demo we show a purchase order, a supplier bill and the resulting statement and ageing.
