Category Archives for "Fleet Maintenance News"

Video [16 min] How to import TATEMS Work Orders Into Quickbooks

In the video below I show you how to use the custom spreadsheet I created called:

120. TATEMSWorkOrdersShortDescPartsAndLaborDescriptionInSingleColumnForQuickbooksImport

You can find it here:

TATEMS Fleet Maintenance Software Custom Spreadsheets 

You can use it to import Work Orders you created in TATEMS into Quickbooks using a 3rd party tool called Zed Axis .   (They have a free 3o day trial and the cost is under $200 for Zed Axis)

Here are the steps to Import from TATEMS Fleet Maintenance Software To Quickbooks.

  1. Create or Edit Lists in Quickbooks so that you have these 3: Work Order, Parts and Labor (you only need to do this one time)
  2. Open the custom spreadsheet and link if to your TATEMS data file (you only need to do this one time as long as you save the spreadsheet)
  3. Filter the list of work orders in Excel using the Date Completed Field
  4. Copy and paste the invoices including the row with the header names from the list on sheet 1 to Sheet 2 in Excel
  5. Save the spreadsheet but leave it open.
  6. Make sure Quickbooks is open using the Quickbooks  Company file you want to use.
  7. Create a Custom Invoice Layout that adds the “Other” Field In Quickbooks. (This is to display the Equipment Number on the Invoice) and set it as default.  (you only do this once but may need to set it as default each time if you use a different default )
  8. Open Zed Axis and choose Quickbooks Desktop and click the Connect button to connect to the currently open Quickbooks company file
  9. Click the Import Tab in Zed Axis and link to the Excel File
  10. Choose Sheet 2
  11. Create or choose a Mapping Template of the Fields to Map from the Excel Spreadsheet to Quickbooks (You can import the template I already created into Zex Axis.  Right click and Save  http:///pchelpltd.com/tatemsdl/download/TATEMSImportMappingForZedAxis.xml  Then click on the Choose Mapping Dropdown->Import Mapping.  The template only needs to be created or imported once and then can be reused in future imports )
  12. On Import Options Choose your preference “If Already exists” you can choose for example “Skip” to skip importing invoices that have already exist with the same invoice number inside Quickbooks .
  13. If all your invoices that you want imported are selected in the list then click the import button and the process will show you the status until it’s completed.

As noted above many of these steps only have to be completed one time. 

If you are current on your TATEMS support and version upgrades and you need any further customization on this spreadsheet that pulls data from TATEMS and I can get it created for you.

 

All The Best!

Marc Ready

Video Registration-Taxes Screen and Reminders,Reports and Custom Spreadsheet

In this video below I go over the TATEMS Registration/Taxes (in the Equipment Summary Tab)

It covers:

  1. Registration and Tax Details Screen
  2. Taxes/Registrations Reminders
  3. Registration Renewal on Unit Information Reports
  4. Registration Renewal All Equipment Summary
  5. Registration Renewal – All Equipment Last And Next Maintenance
  6. Registration Renewal – Equipment List
  7. Equipment State or Province Registration Renewals and Costs – Spreadsheet

 

To show you one of the tips in the TATEMS Tips..

The video below shows you how to use a Crockpot to clean old paint off door hinges.

Thanks for visiting! Please like or share this post!

Video -Total Gallons Used – Per Fuel Type – Per Day – Custom Spreadsheet

In the video below I go over the “TATEMSReportTotalGallonsUsedPerFuelTypePerDay” custom spreadsheet,  and how to link it to your live TATEMS data file.

I show you how to:

 

  • Use the filters in Excel to show all gallons used for a specific fuel type for a specific day
  • Create this spreadsheet from scratch if you have troubling linking it to your data the first way.

The spreadsheet above is number 118 on the Spreadsheets page

Over 100 TATEMS Fleet Maintenance Software Program Spreadsheets can be found at

http://tatems.com/fleetmaintenancesoftware/spreadsheets.cfm

As mentioned in TATEMS Tips: Video below shows you how to make a Mini Metal Foundry.

 

Video – Tires Installed Entire Fleet With Odometer and Amount Travelled – Custom Spreadsheet

In the video below I go over the “TATEMS Report Equipment Tires With Current Odometer” custom spreadsheet,  and how to link it to your live TATEMS  data file.

I show you how to:

 

  • Find specific spreadsheets on the spreadsheets page based on a keyword
  • Create this spreadsheet from scratch if you have troubling linking it to your data the first way.

The spreadsheet above is number 26 on the Spreadsheets page

Over 100 TATEMS Fleet Maintenance Software Program Spreadsheets can be found at

http://tatems.com/fleetmaintenancesoftware/spreadsheets.cfm

As mentioned in TATEMS Tips: Video below shows you how to hold your camera steady.

 

Please contact us if you would like a custom animated logo like the ones you see below for your videos:

Video – Driver History On Equipment

The video below shows you how to Add Drivers to Equipment and a common pitfall that people run into.

This video shows you:

  1. How to add a Driver to a piece of equipment when they have already been added to personnel.
  2. How to add a driver to a piece of equipment when they have not yet been added to personnel.
  3. Shows you the 3 reports in TATEMS that display driver history on equipment
  4. Shows you the 4 spreadsheets that you can link to your live TATEMS data to see driver history in other ways like repairs costs and miles per gallon for a driver on specific equipment.

 

Video – Tires Installed Entire Fleet Custom Spreadsheet

In the video below I go over the “Tires Installed Entire Fleet” custom spreadsheet,  and how to link it to your live TATEMS  data file.

I show you how to:

 

  • Find specific spreadsheets on the spreadsheets page based on a keyword
  • Create this spreadsheet from scratch if you have troubling linking it to your data the first way.

 

Over 100 TATEMS Fleet Maintenance Software Program Spreadsheets can be found at

http://tatems.com/fleetmaintenancesoftware/spreadsheets.cfm

As mentioned in TATEMS Tips: Video below shows you Vinegar and Backing Soda in Action to clean a drain.

 

Please contact us if you would like a custom animated logo like the ones you see below for your videos:

Video of New Spreadsheet Quantity Of Work Order Parts Installed Over A Time Period

In this short video below I go over a very basic spreadsheet that you can link to your TATEMS data

The spreadsheet only displays one field and shows you the Total Parts Quantity Installed via Work Orders for the entire fleet for a date range

I show you how to link it to your TATEMS data and also how to update the date range.

You can find the spreadsheet here:

http://tatems.com/spreadsheets

It is number

117. TATEMS-QuantityOfWorkOrderPartsInstalledOverATImePeriod

Enjoy!

TATEMS Video DMV Registration Reminders

The video below shows you how to enter the DMV registrations

You will also discover how to set dates, intervals and reminders for:

  • DMV registrations
  • Motor Vehicle Tax
  • Highway Use Tax

For each piece of equipment.

You'll also discover one setting that could prevent them from showing in reminders and which report the License Fees amount is used on.

Updates for TATEMS Fleet Maintenance Software 4.6.20-4.6.21

Thanks for checking out this post…

In the video below I go over 7 updates plus a couple of bonus updates out of the 24 updates for these versions.

Here is what is covered in the video

Updates in TATEMS Version 4.6.20 & 4.6.21

  1. Improved speed of navigation 4.6.20 and then improved even more in 4.6.21
  2. Fixed Backup location issue of it not saving to the non-default location 4.6.20
  3. Fixed Work Order templates issue where the non-template text in the Detailed Description box was not printing on the Work Order/Invoice 4.6.20
  4. Fixed issue in the personnel screen that would not allow you to delete an employee 4.6.20
  5. Added ability to delete all unused Fuel Vendors to make deletion faster for large lists 4.6.20
  6. Fixed issue with the delete button on the Fuel Log Vendors screen. 4.6.20
  7. Changed the 90 day inspection so they are created as needed for each equipment and only for the current year instead of all years for all equipment 4.6.21

Plus at the end of the video I cover 2 bonus items that will keep your database smaller, faster and save you time if you use the 90 Day Inspections Tab.

The complete list of updates listed so far can be found over at the updates list page

Please like or share or plus +1 this post!

Thanks again for checking it out.

Tracking Tire Costs and tire info in 4.6.19 and coming to 4.7.00 [Video]

I had a potential customer ask if we had a separate tires module.

Something we charge extra for like some other fleet maintenance software programs out there.

I replied back and let him know we don't have a separate tire module.

But the current version of TATEMS you can track Tires installed.

It tracks tires installed on each piece of equipment and you can also track the costs in a couple of ways.

I also told him we are working on a version that will allow you to track tire depths.

It will also let you track retreads.

As well as costs, all in the tires and wheels tab.

I shot a quick video to show how it works now and how it will work in version 4.7.00

Check out out!

Let me know you thoughts and also please share like or plus one this post!

Thanks Again

Marc

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