1. Fleet Administration Program & Processes

2. WHAT WFS DOES FOR YOU

3. (Required by Airgas Management)
WFS Level 1 Services
Level 1 Services are for database administration of Airgas units. All units in the Airgas vehicle database receive level 1 services.
Administration of the Airgas vehicle database
Asset Input
Asset Transfers
Asset Retirements
Titles (electronic filing)
U1A (electronic filing) (required by DOT)*NEW*
Fixed Asset Reporting
Insurance Card Reporting
Registration Expiration Inputting & Reporting
Lease Expiration Inputting & Reporting
(Required by Airgas Management)

4. WFS Level 2 Services
Level 2 service include all Level 1 services plus…
Database Administration
Daily unit record maintenance with 4 dedicated staff members to update unit records (transfers and retirements, detailed unit spec info) for Airgas Fixed Asset Group.
Currently maintaining records in excess of 10,000 pieces of Airgas equipment.
Monthly reporting back to the Regional Company including maintenance cost by unit and location detailing expenses by system code (engine, transmission, brakes, tires new, tires retread etc.).
Reports available at all levels National, Regional, Branch and Unit.
Accounts Payable
$3.5 million in payables per month for Airgas.
Available payment options include MasterCard, Virtual Mastercard, Comchek and Net.
All payments can be tied to a specific asset (less “bucket” accounting ).
Processing over 6000 repairs each month.
Paying invoices for scheduled and unscheduled maintenance, breakdowns, fixed maintenance, washes, body repairs, rentals, licensing and permitting, emergency fuel purchases, lease payments.
Accounts Receivable
A weekly invoice to each different Airgas Regional Company (business unit) with line by line itemization for each transaction. Itemization includes:
Unit number
Branch name and Oracle number
GL codes specific to Airgas
Vendor name, invoice number and repair date
Costs broken out by fee, labor, parts, tax and total

5. WFS Level 2 Services (cont.)
Vendor Relations
WFS has setup and maintains relationships with over 6000 Airgas vendors
Ensure vendors are following Airgas protocols and procedures** including:
Supplying written estimates for repairs over $500
Obtaining a PO number from Warner Fleet Services
Providing a breakdown of services performed on each invoice (separating parts, labor & tax)
Include PM checklist with all PM invoices for DOT record retention
Following all other vendor procedures and policies (see policies and procedures on WFS website)
**Making sure vendors follow the Airgas procedures ensures their invoices will be processed and paid in a timely manner.
Maintenance
WFS has a staff of experienced Maintenance Administration personnel with industry backgrounds like sales, customer service & support, diesel mechanics and service management.
The WFS maintenance personnel take inbound calls and make follow up calls to support all maintenance functions.
Roadside assistance
Scheduling routine and preventive maintenance
Obtaining estimates for repairs over $500 and approval from appropriate Regional Company contact.
Issuing approval, PO’s and payment to vendor for repairs
Auditing all incoming repair invoices for fair parts pricing and repair times.
Data inputting of repair invoices by system cost code for detailed cost reporting.

6. WFS Level 2 Services (cont.)
Maintenance (cont.)
Scanning all repair invoices and supporting documents into WFS’ fleet web interface.
Vendor negotiations and customer advocacy while unit is in the shop
OE warranty assistance
Parts expediting
Repair and troubleshooting assistance (60+ mechanics and Service Managers at our disposal)
ALL maintenance services are performed 24/7/365
WFS Website
Airgas PM sheets
Vendor policies and procedures
Airgas fleet downloads
Asset delivery spreadsheets (run from WFS database)
Freightliner trucks and tractors
Toyota forklifts
Ford service trucks
GMC service trucks
Hyster Forklifts
Great Dane Trailers
Audit savings sheet
OE service bulletins and recalls
National accounts information

7. WFS Level 2 Services (cont.)
Audit Savings
Spreadsheet detailing savings by Regional Company
Documented savings for Airgas year to date through May is $146,000.00
Fax#’s and distribution ( IS PREFERED)
WFS provides several e-fax numbers and addresses utilized by Airgas for:
New truck, trailer and forklift delivery checklists
National Account invoices
Asset retirement and transfer forms
PM Updates
National Account Management
WFS works hand in hand with all Airgas fleet vendors to expedite parts, ensure warranty coverage and negotiate policy reimbursement.
Michelin
Bridgestone / Firestone
Safelite Auto Glass
Bandag
Morgan Body
Maxon Liftgate
Caterpillar
Mercedes
Freightliner
Detroit Diesel
Allison Transmission $

8. What It Costs You Level 1 service cost is $.75 per unit per week
Level 2 service cost per unit per week (include level 1 fees):
Power (tractor, truck) $5.75
Trailers $4.75
Forklifts $3.75
Tube Trailers $1.75
Airgas currently has in excess of 10,000 units under WFS Level 2 services.
All Airgas RC’s are currently utilizing WFS Maintenance Level 2 Services

9. WFS Processes

10. WFS INVOICE PROCESS Open Repair / Issue PO for Repairs
(See process pages 4-10)
Receive Estimate for Repairs Exceeding RC Approval Limit
(See process pages 11-12)
Receive Invoice (mail, fax or )
Add WFS Cover Sheet
(See process pages 13-16)
Audit for Airgas Policy Violations
Scan Invoice and Supporting Documents
“Pushback” for Airgas Policy Violation
(See process page 17-18)
“Book and Close” Audit and Enter Invoice Data Into Vehicle Database (8 day average/14 days max)
(See process pages 19-26)
Enter Invoice Into Payables System (ADP)
Cut Check and Mail to Vendor (12th and 22nd of month)

11. How does a PO get issued/opened?
PO PROCESS
WFS issues a Purchase Order# (PO) for each and every repair performed to a unit. In the Airgas database (Transman) a PO# is tied to a Repair Order# (RO). This makes it easy to retrieve a record regardless of which # is referenced.
How does a PO get issued/opened?
Routine / Preventive Repairs:
Airgas manager or driver obtains PO before taking unit in for servicing.
Schedules repairs with local vendor
Reminds vendor to contact for authorization over RC limit, to submit an estimate or to advise WFS of repair complications.
Gives PO to vendor
Servicing vendor has unit and contacts WFS for PO and authorization.
WFS advises vendor of Airgas authorization limits and estimate procedures.
Breakdown / Unscheduled Repairs:
Airgas driver calls to advise of breakdown situation
WFS opens a “Road Call”
WFS coordinates repair finding repairing vendor, tow company etc.
Opens a repair order and associated PO for each vendor involved in the repair
Airgas manager calls to advise of breakdown situation (go to step 3.a)
The following is the WFS PO procedure for issuing a PO / opening an RO.

12. Back to Invoice Process
PO PROCESS
Back to Invoice Process

13. Back to Invoice Process
PO PROCESS
Back to Invoice Process

14. Back to Invoice Process
PO PROCESS
Back to Invoice Process

15. Back to Invoice Process
PO PROCESS
Back to Invoice Process

16. Back to Invoice Process
PO PROCESS
Back to Invoice Process

17. Back to Invoice Process
PO PROCESS
Back to Invoice Process

18. All estimate procedures are established by Airgas.
ESTIMATE PROCESS
All repairs must be authorized in accordance with the Airgas RC approval limits. When a PO is issued the vendor, or Airgas employee, obtaining the PO is advised that the PO is only good for the RC authorization limit (typically $500). The vendor is further instructed that, if the repair is to exceed the RC authorization limit, a written estimate must be submitted to WFS.
Estimates can be submitted one of two ways:
Via fax:
Via
All estimate procedures are established by Airgas.
The following is the WFS Estimate process

19. Back to Invoice Process
ESTIMATE PROCESS
Back to Invoice Process

20. COVER SHEETING PROCESS
WFS attaches a cover sheet to every invoice that we receive. The cover sheet captures data that is used for internal controls.
What information is on the cover sheet?
Vendor name
PO #
RO #
Regional Company name
Date invoice received by WFS
Pay method (other than net)
WFS control #
WFS process info
Approved by
Booked by
Date Booked
Amount Booked
The following is the WFS cover sheeting process

21. COVER SHEETING PROCESS
Back to Invoice Process

22. COVER SHEETING PROCESS
Back to Invoice Process

23. COVER SHEETING PROCESS
Back to Invoice Process

24. Why would an invoice be pushed back to the vendor (what can go wrong)?
PUSHBACK PROCESS
When an invoice is submitted to WFS that cannot be processed that invoice is sent back to the vendor to have the problem corrected. This is process is called the “Pushback” process. When the invoice is pushed back it is mailed to the vendor along with a statement sheet detailing what is needed for WFS to process.
Why would an invoice be pushed back to the vendor (what can go wrong)?
Invoice not received by WFS
It is not uncommon to receive an invoice that has aged 90+ days
Invoice sent to, and paid by RC accounts payable department.
Most regions have stopped paying all invoices related to rolling stock asset maintenance.
WFS can pay for and identify capitalized expenditures
Having vendors invoice WFS for some repairs and the RC for others causes confusion, payment delays, and open PO’s
Invoice sent to WFS without DOT required supporting documents
Invoice sent to WFS with no PO or an invalid PO.
Units are checked for open PO’s as part of the PO issuing process, but it is still possible to open a duplicate PO
Invoice sent to WFS no total or illegible total
Invoice sent to WFS with parts and labor lumped together
Parts and labor must be separated to report accurate repair cost
Invoice sent to WFS with total that did not match estimated or authorized amount
Invoice or supporting documents have an invalid or missing meter reading
Odometer / hour meter readings are required for accurate cost reporting as well as to adhere to preventive maintenance interval schedules

25. “Pushback” for Airgas Policy Violation
“PUSHBACK”PROCESS
“Pushback” for Airgas Policy Violation
No Supporting Documents (DOT/PM Inspection Forms)
Repaired w/o Auth or Over RC Approval Limit
No PO or Invalid PO
to RC Asset Manager for Approval
Issue PO and Add Estimated Amount for Open PO / Accrual (Pages 4-10)
Fill Out Pushback Form and Mail w/Invoice Back to Vendor
Receive Approval
Receive Invoice and Supporting
Documents
Scan Invoice and Supporting Documents (Page 3)

26. BOOKING & CLOSING PROCESS
When an invoice is received it must be input into the Airgas vehicle database (Transman). The process for inputting the data is called “Booking & Closing”
What information is input into Transman?
Unit info
Vendor info
Parts costs
Labor costs
Work performed
Captured by component code (engine, transmission, PM etc.)
Description of work performed
Meter reading at time of repair
Electronic copies of vendor documents
Invoice
PM/DOT inspection paperwork
Estimates
The following is the WFS Booking & Closing process

27. BOOKING AND CLOSING PROCESS
Back to Invoice Process

28. BOOKING AND CLOSING PROCESS
Back to Invoice Process

29. BOOKING AND CLOSING PROCESS
Back to Invoice Process

30. BOOKING AND CLOSING PROCESS
Back to Invoice Process

31. BOOKING AND CLOSING PROCESS
Back to Invoice Process

32. BOOKING AND CLOSING PROCESS
Back to Invoice Process

33. BOOKING AND CLOSING PROCESS
Back to Invoice Process

34. Back to Invoice Process
WFS ORGANIZATION
MAINT
DBASE
A/P
ESTIMATES
RWA
BOOKING & CLOSING
Asset Records
Transfers/Retirements
License Exp
Lease Exp
Electronic Title Filing
Asset Delivery Tracking
Staff=3
PO’s
Breakdowns
Schedule Maintenance
Staff=15
A/P
Staff=8
Estimates
Over RC approval limit “pushbacks”
RWA (Repaired Without Authorization)
Vendor parts/labor cost negotiation
Staff=4
Booking & Closing
Auditing
Image supporting docs
Staff=6
SPECIAL ACCOUNTS
Maintain special vendors
High invoice volume
Slow to invoice
Special payment
National accounts
Staff=4
Back to Invoice Process

35. DRY ICE PROCESS EXAMPLE

36. THANK YOU!
Thank you very much for your efforts in support of the WFS maintenance administration program.
Merret Powers
Warner Fleet Services