Fleet Cost & Care - Frequently Asked Questions

Frequently Asked Questions

What is the difference between NexGen FMS and Cost & Care FMS?

What are the positives and negatives of “One Click Scheduling”?

Will FCC products be able to adjust the graphical views for our company’s needs?

Can I lease your software or do I have to purchase the licenses?

How do you respond to questions or problem reports?

When I go to a maintain data entry screen how can I get the company and yard to fill in automatically

I run a report and the data that I am looking for does not appear.

I have checked my date range and the data still does not appear

I open a data entry screen such as Purchase Orders and the Purchase Order I am looking for is not in the drop down list.

I choose sales tax on the main invoice window but it is still not calculating sales tax when I add a billing code.

How do I get my updates?

Where are the instructions for a work station install?

How can I get support for my software?

Where can I find training materials?

How often should I back up my data?

Are Cost & Care FMS and NexGen FMS compatible with Office XP and the Windows XP operating system?

What are the system requirements for Fleet Cost & Care products?

How do you exchange data with my accounting software?

On the maintain unit window the program will not let you change the yard code

When I go to a maintain data entry screen how can I get the company and yard to fill in automatically

Can I write my own reports?

How often should the system be updated?

Will an update of the Rental Software Program affect the data?

I log into FCC and I get a ODBC Configuration Window pop up. Why?

Sales

Q	What is the difference between NexGen FMS and Cost & Care FMS?
A	Both software packages provide similar functionality. NexGen is designed for companies who require an Enterprise solution, require a more modern look and feel, prefer MS SQL, data base, .Net Architecture, and may prefer additional functionality. Both products interface with other 3rd party software. This could include extensive customize reporting or custom documentation. Cost & Care FMS is designed for more traditional use of fleet management software, and uses a Power Builder front end on a Sybase Sql Anywhere data base. All facets and functionality are available to clients no matter your needs.

Q	What are the positives and negatives of “One Click Scheduling”?
A	If a customer requires extremely simple scheduling they may choose to use the click and drag capabilities of our products. This would require minimal resources on a job in terms of equipment and personnel. If you are scheduling multiple resources on multiple days (as few as two) mistakes can be made, and usually the job entry screen would provide quicker more accurate information in the long run.
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Q	Will FCC products be able to adjust the graphical views for our company’s needs?
A	We have an amazing number of ways in our standard products for you to view all of your resources. We have handled the needs of several hundred company’s to date, and should your company require additional views we can make those changes in short order on a custom basis

Q	Can I lease your software or do I have to purchase the licenses?
A	Yes! You may choose to purchase or lease your software from us. In either case, there are some fees charged to install the software and provide initial training. Lease Terms and Conditions: 1. A six month minimum commitment is required, after that, you may terminate the license at any time. 2. Software license automatically renews on a quarterly basis upon receipt of your lease payment, otherwise the license expires. 3. Full support is included in the rental fee; no additional charges apply except for custom programming requests or extended training requests. 4. Updates are provided at no additional charge and may be installed automatically from our website. 5. Lease clients are required to maintain an active Internet account to allow us to support the software when required and to provide license updates.
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Q	How do you respond to questions or problem reports?
A	When received, a report issue is recorded in our Customer Care Task database. The reported issue includes information about who reported the issue (so that we can provide updates), the product and version, a description of the issue and the steps necessary to reproduce the problem. If appropriate, the support person receiving the call will provide instruction to the user to resolve the issue. A status is assigned to the report. Critical indicates that the issue prevents the user from continuing operations, Severe indicates that the issue impacts business operations, but does not stop operations because a “work around” is available and Tolerable indicates that the issue does not significantly impact business operations. A Case ID is assigned and an email is transmitted to the user acknowledging the report and an expected resolution date. If the issue cannot be resolved with instruction, then immediately, a support representative will attempt to reproduce the issue on our test databases. If the issue can be reproduced, the steps necessary to produce the issue are recorded so that the development team can locate and correct it. During the process of resolution, regular communications are delivered to the user as the status is updated from initial investigation to correction to testing and finally delivery to the client. back to top

Support

When I go to a maintain data entry screen how can I get the company and yard to fill in automatically

In the main menu go to maintain user options and choose the company and yard you want to use as a default .

I run a report and the data that I am looking for does not appear.

Check your date range and make sure the data you are looking for is within the date range.

I have checked my date range and the data still does not appear

Go to the data entry window you are running the report for and make sure you have a valid date in the appropriate date field. An example of an invalid date entry would be 11/02/06 or posting to the year 1900.

I open a data entry screen such as Purchase Orders and the Purchase Order I am looking for is not in the drop down list.

Choose view from the menu and select All. The Purchase Order you are attempting to choose has probably been closed.

I choose sales tax on the main invoice window but it is still not calculating sales tax when I add a billing code.

Go to maintain billing codes and make sure the billing code you are choosing has taxable checked.

How do I get my updates?

Updates are scheduled by going to the update section of the website and requesting an update. Someone from our Customer Care Center staff will call and arrange for the update.

Where are the instructions for a work station install?

The instructions are in the user manuals.

How can I get support for my software?

The Support page on this website lists the several options available to contact us for technical support.

Where can I find training materials?

Manuals can be downloaded through the website.

How often should I back up my data?

We recommend that the databases be backed up to some degree nightly. Remember that some backup routines will skip files that are open so make sure that a software with Open File option is chosen.

Are Cost & Care FMS and NexGen FMS compatible with Office XP and the Windows XP operating system?

Yes.

What are the system requirements for Fleet Cost & Care products?

Hardware Requirements

Server:

P IV, 1 GHz Processor

512 MB Ram

2GB Disk Space (depends upon data)

Client System:

P III,1 GHz Processor

256 MB Ram

Software Requirements

Server:

Windows 2000 Server or above

SQL SERVER 2000 Standard Edition ( Or Any RDBMS )

Microsoft .NET Frame work 1.1 or above

Client System:

Windows 2000 or above

How do you exchange data with my accounting software?

The development of each accounting interface is influenced by the technical capabilities of the accounting software, the wishes of the client and the wishes of the accounting software developers and consultants. Most modern Accounting Software packages provide one or more methods of exchanging data with other software. These methods include ODBC (open database connectivity), XML, etc.

Depending on the clients needs and the databases we are working with, we will advise the best method of data migration.

Many of our clients are engaged in the rental business exclusively. These clients typically use the AR and AP module and simply report the General Ledger transaction data to their accounting system. In most cases additional information might be transferred to the payroll system and also Bank Reconciliation information.

On the maintain unit window the program will not let you change the yard code

In the main menu go to maintain user options and make sure change unit info is checked.

When I go to a maintain data entry screen how can I get the company and yard to fill in automatically

In the main menu go to maintain user options and choose the company and yard you want to use as a default .

Can I write my own reports?

Yes you can! Our software includes a suite of standard reports, but we do find that some of our clients like the flexibility of creating their own.
Our software uses either Sybase SQL, MS SQL today, almost every report writer on the market can utilize connections to these databases and generate reports.
Many of our clients use tools that are familiar to them like MS Excel, MS Word and MS Access to create their own reports.
Other customers choose to use tools like “Crystal Reports” to generate special reports for their needs.

How often should the system be updated?

As often as you feel it to be necessary. It is suggested, however, that users update fairly often due to frequent modifications and improvements being made in the program.

Will an update of the Rental Software Program affect the data?

No, however, it is always safe practice to back up all databases before every update of the Rental Software Program.

I log into FCC and I get a ODBC Configuration Window pop up. Why?

You have lost your connection to the network. Please contact your network advisor.