Manual Services - Adding and Viewing
Purpose
A Manual Service refers to unscheduled services that are performed on a vehicle ad-hoc as opposed to the Period Maintenance services that are scheduled.
Accessing Manual Services
These services can be created for a vehicle at any time and can be accessed through Fleet Manager or through the Vehicle Update area.
Accessing via Fleet Manager:
Access Vehicle Maintenance> Fleet Manager, search for the Vehicle and click on "Add Manual"
Accessing Via Vehicle Update:
Access Vehicle Maintenance>Vehicle Update, search for the vehicle and click on 'Access Details'
The 'Add Manual Service' button will appear at the bottom right of the screen.
Adding a Manual Service
When you click on the 'Add Manual Service' button via either of these methods, the 'Add a Service' form will appear where you can select the required Service Type.
Clicking on the 'Load' button will open the screen to enter the service details.
There are 3 tabs on the Vehicle service screen that allow entry of Information.
- New Service - The details of the service
- Service Items - Allows you to select what items you have used in the service
- Notes - any notes you would like to add against the service
Note that the Service Items and Notes tabs are marked with an "X" when you first create the service - this indicates that no data has been entered in these tabs - once accessed, this will change to a green Tick.
New Service Tab - allows you to enter as much or as little information as you require for the service.
The Vendor and Service Name are the only required fields on this form. Please see the 'Field List' section at the bottom of the article for descriptions of all fields.
Service Items tab
The service Items will list the items against the service if any.
You can select a predefined status, enter associated costs and make any relevant notes in relation to the Item
Note that there are no mandatory entry requirements on this tab.
Notes Tab
The Notes tab allows free text entry for any further information to need to record against the service.
Note that there are no mandatory entry requirements on this tab.
You can move freely through the tabs by clicking on them, or using the Previous and Next buttons at the bottom of the screen.
Click 'Submit' to save the service.
Click 'Cancel' to close the screen without saving.
New Service Fields
Service Type | Yes | The name of the service. |
Vendor | Yes | The name of the vendor performing the service. |
Service Date | No | The date the vehicle was serviced. |
RWC | No | The expiry date of the vehicles certificate of road worthiness. The description for this field depends on your country (e.g. in Australia RWC stands for Road Worthy Certificate). |
Reg Date | No | The expiry date of the vehicle's registration. |
Service Mileage | No | The mileage of the vehicle at the time of the service. |
Branch | Yes | What location the vehicle is at. |
Authorized by | No | The name of the person who authorized the service. |
Service Name | Yes | Can be the same as the Service Type |
Total Cost | No | The cost of the service. |
Labour Cost | No | The cost of labour for the service. |
PO# | No | The purchase order number for the service. |
Invoice # | No | The invoice number for the service. |
Invoice Date | No | The date of the invoice. |
Close Service | No | Set this to Yes when you want to close the service record, meaning that no further updates can be made to it. |
Viewing and Editing Manual Services for a Vehicle
You are able to View and Edit Manual Services by accessing the 'Edit Services' button at the bottom right of the Access Details page for a vehicle - note that this button will only be visible if there are services recorded against the vehicle.
You can also run the Vehicle Service Report from Vehicle Maintenance>Service Reports
This report will give you the option to View or Edit the service - note that if the service has been marked as 'Closed', the Edit button will not be available.
Selecting 'Edit'will open the Service for editing.
Selecting 'View' will display a summarised view of the service and no changes can be made.
You can also access Vehicle Maintenance>Fleet Manager to search for and list all services for a vehicle
Related Links
Important Articles
Related Articles
Periodic Maintenance (PM) Services - Adding and Viewing
Purpose PM Servicing allows you to schedule and perform your regular services using your predetermined number of days and/or mileage (units traveled). Once setup and running, the system will alert you when a vehicle is due/overdue for a service via ...Booking Module - Adding and Updating a Reservation
Adding a Reservation The booking module handles adding new quotes, unallocated bookings and allocated bookings. It replaces the previous booking module and is split up into the following pages/ steps: Drivers Details Booking Details Booking Fees ...Adding Drop Off Instructions to the Confirmation Email
Purpose: You are able add 'Dropoff Instructions' to the confirmation email that is sent out to customers. Each location can have multiple dropoff instructions to cater for the different instructions that may occur between office hours and out of ...Adding a Cancellation Fee to a Cancelled Booking
Purpose Rental Car Manager (RCM) allows for the addition of a fee to a booking which is classed as a cancellation fee. When a booking is cancelled, this cancellation fee will be the only charge applied to the booking. As there is more than one way to ...Update to the Booking Form - Adding a Customer to the Do Not Rent List
An update has been made to the Booking Form to allow you to add a customer to the Do Not Rent list from the Drivers Details tab on the Booking Form. You are also able to remove a customer from the Do Not Rent List from the Drivers Details tab on the ...