 March 31, 2001 Keystone Systems, Inc. Volume 2001 Number 1 140 South Arthur, Suite 515, P.O. Box 206, Spokane, Washington 99210 Sales: (888) 863-9833 Fax: (509) 535-0520 Support: (888) 863-9797 Web Site: www.KeystoneTruckSoftware.com E-mail: sales@KeystoneTruckSoftware.com |
.gif) TOUGH TIMES CALL FOR TOUGH SOFTWARE |
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We recently asked a few Keystone clients how they thought Keystone Truck Software helped their businesses be more efficient or profitable in what most of us
would describe as tough times for the trucking industry. Here is what they had to say. Dee Frasier, owner, Frasier Transport, Inc., Boise, Idaho: The system really helps manage and free up my time. I don't have to hire someone else to do bookkeeping, and I still have time to help out in dispatch when needed. If I need to be out the office for a week, I can be caught up again after two days, albeit long ones. I know people running 12 trucks who have to have two bookkeepers to keep up. I don't need that! Invoice entry is quick. Deposits are easy. If there is a mistake or problem, I can see it right there on the screen and fix it. I can't say enough good about Keystone Truck Software! Pam Conrad, Controller, Ed Corcoran Trucking, Inc., Billings, Montana: The software lets me get the financials out in a timely manner. With high fuel prices, we need to know our actual fuel costs. I was able to show the owner operators that if they can attain a reasonable average of 6 miles per gallon, it will mean an extra two cents per mile in their pockets! The same would hold true for the company on employee drivers. Right now, you have to look at whether you have more time or money! Another company watching fuel prices is Zillah Hauling Service, Spokane, Washington. Owner Jackie Zimmerman says: Using the Keystone software, we watch fuel mileage really closely. One of our owner operators recently dropped from about 5 mpg to 3.5 mpg. When I pointed it out to him, he realized that, while he normally gets a tuneup every 100,000 miles, he had run a little over. He got the job done and the shop discovered his turbo was going out. Had he waited any longer, he would likely have had major engine repairs and down time to deal with. Watching the mileage not only saves on fuel costs but potentially major repair costs! Speaking of repairs, we find that Keystone's Maintenance & Shop Inventory option has paid for itself many times over in reduced insurance rates and prompt claims resolution. Invariably, whenever there has been any dispute as to the value or repair status on a piece of equipment, I just print out the repair history. Everything is there in black and white and the discussion is over. Ben Ives, President, Industrial Transfer & Storage Company, Inc., Great Falls, Montana: We will be able to get back about $7-8,000 per year in refer fuel taxes. The Keystone software makes it so easy, you just print a report and everything you need is right there, without any extra entry work. Lynn Jester, Office Manager, JM Bozeman Enterprises, Malvern, Arkansas: Lots of people are calling for credit references on customers. With this system, it is very easy to provide this information to them. It gives us great credit auditing for our own purposes as well. We also use the "load finder" feature to help find loads in an area. The dispatch system also helps with fuel taxes. We used to have to try track all the deadhead miles between loads, but the system automatically captures that for us. Calculating fuel taxes is as easy as flicking a switch! Linda Mickevicius, Interstate Auto Transport, Inc., Michigan City, Indiana: I can't begin to tell you how much dispatch has helped us. We need to track where everyone is at all times, and with Keystone's Dispatch Central, we can easily do so. Bob used to have to keep all that in his head, and he did a good job, but this is much better! It helps us keep on top of our service to our customers. We and our customers are very happy with the results. Jan Cornett, Office Manager, Feed Mercantile Transport, Inc., Garden City, Kansas: The reports really help us manage our business more efficiently. The revenue report and income statement by truck break things down so it is easy to see the information I need. We can see which trucks are profitable and which are not and deal with any issues in a timely manner. Average fuel usage is also an important tool I use. Carol Trzicky, Manager, TNT Towing, Boise, Idaho: The system has helped us track mileage for the trucks. If there is a difference, it shows up right away. In the past we have had to pay fines after audits, and they can be very expensive! Now we can nip any problems in the bud. The entire system is full of checks and balances that help us get our work done more quickly and accurately. It cuts my overall bookkeeping time in half. I can have my month end billing and closing done in just one day. Part of our business is in heavy haul. The rest of the business is towing and, although your system is not specifically designed for that, it is flexible enough that it works great! |
.gif) As you can see, fuel costs are a big issue for all of us, but each of the first seven people I asked had a slightly different perspective as to how an integrated software package was helping their operation. We would love to hear comments and suggestions from more of our users for possible inclusion in a future article. |
.gif) TIME SAVING TIPSThere are so many basic features in the Keystone Software packages, that you may not always be aware of some of the extra features available to save you time and work. This article will highlight a couple of those features that can easily be implemented and, instead of creating more work for you, will actually save you work. |
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The first feature is the PR Tax Deposit Report. This report will give you the amounts you owe for your 941 and state tax withholding liabilities as well as any miscellaneous deductions from pay checks. In addition to the report, invoices will be created in Accounts Payable for your 941 deposits, state(s) withholding taxes and any miscellaneous deductions for which you have entered an "AP Deposit Vendor." The sample report below shows the invoices that will automatically be created when you finalize this report. The report should be done after each payroll is completed and can be run again if you discover a mistake in a payroll and have to rework a check. |
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In addition to making it easier to record your 941 deposits and pay your state tax liabilities, utilizing this feature will help you remember to make those pesky garnishment payments with a minimum of effort! The second feature is AP Reimbursements. Many of you are paying bills in Accounts Payable such as fuel, insurance and repairs for your Owner/Operators and then deducting those amounts from settlements. But what happens if you forget to enter the deduction in Trucking and you don't catch your mistake? Using AP Reimbursements lets you enter the information one time, in one place, to pay the bill and deduct it from the driver. Getting started is as easy as entering a new General Ledger account called "AP Reimbursements" and setting it as the default for the feature. |
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When you enter an invoice in AP with charges to be deducted from settlements, you will go to the new Reimbursements tab and enter the deduction information. That information is then automatically transferred to Trucking as a Misc Pay/Deduct or as an expense on a trip if you enter the trip number. |
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COMING SOON NEW TRUCKING BROCHURE |
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Over the past several months, we have been hard at work producing a new version of our printed brochure for Keystone Truck Software. It will have a more professional appearance, and includes new, updated screens and report samples plus comments from several users. Watch for your copy in the next few weeks. Please look through it and let us know what you think. If you would like additional copies to pass on to others, just let us know! |
| SECOND QUARTER 2001 HOLIDAYS |
| May 28 - Memorial Day |