Vehicle Update
Purpose
Vehicle Update is where you enter and manage the details of the vehicles in your fleet.
The Vehicle Update tab allows you to do the following:
- Add and remove Vehicles from your fleet.
- Assign Vehicles to an owning location.
- Update and view existing Vehicle details.
- Manage registrations and inspections.
- Create and view services.
- Access the Vehicle log.
Under the Vehicle Update tab, there are four different ways to update and view your existing vehicles:
- Clicking on the red Registration Number ("Rego") - Vehicle Related MaintenanceThis is where you will be able to update all relevant fields such as PM services, Rego Expiration and RWC/COF Dates etc.
- "Access Details"The most commonly used features here is the Vehicle Log, Finance Information, Manual Services and Images.
- "Change Rego"This is the quickest way to change a vehicle's registration number.
- "Category Fields"
This is where you can add or remove specifications about additional features on the vehicle.
Accessing the Vehicle Update tab
The Vehicle Update tab can be found under the Vehicle Maintenance menu.
Vehicle Maintenance >> Vehicle Update
View Vehicles - Filters
On this page, you are able to search for specific vehicle for list of vehicles based on the filters detailed below.
| A | Location | This can be set to All Locations or a specific location. Any Vehicle with this as their Owning Location will appear in the report. |
| B | Category Type | This can be set to All Category Type or a specific category type. Any vehicle assigned to this Category Type will appear in the report. |
| C | Category | This can be set to All Category or a specific category. Any vehicle of this Category will appear in the report. If you search by both Category Type and Category, the report will use the Category value. |
| D | Year | This is the year of the vehicle. |
| E | Vehicle Status | This allows you to search for vehicles with specific statuses, the options are:
|
| F | Order | You can select whether the vehicle will be ordered by the Rego or Fleet number. |
| G | Rego/Fleet # | This option allows you to enter a vehicles Fleet or Rego number, to search for a specific vehicle. Entering a value here will override all other parameters to search for this specific vehicle. |
| H | Vin # | This option allows you to enter a vehicles Vin number, to search for a specific vehicle. Entering a value here will override all other parameters to search for this specific vehicle. |
Adding a Vehicle
To add a vehicle, click "Add Vehicle Update."
This will open the Add a Vehicle page where you can set up the new vehicle.
NOTE: Virtual vehicles are dummy records used to temporarily hold bookings. They are not physical vehicles and are normally used when swapping bookings between vehicles or if you are not sure which vehicle to use for a booking. Bookings against virtual vehicles are displayed in yellow on the Booking Sheet. For more information, please see the Virtual Vehicle article.
Once the fields for the new vehicle have been filled click "Submit" to save the new vehicle.
Field Descriptions
| Name | Required (Yes/No) | Description |
| Virtual Vehicle | Yes | Virtual vehicles are dummy records used to temporarily hold bookings. |
| Registration No | Yes | The vehicle's registration number. |
| Registration State | Yes | The state where the vehicle was registered. |
| Fleet No. | No | The vehicle's fleet number. |
| Engine No. | No | The vehicle's engine number. Normally used for vehicle identification. |
Chassis No. | No | The vehicle's chassis number. Normally used for vehicle identification purposes. |
| Key No. | No | The vehicle's key number. |
| VIN (Vehicle Identification Number) | No/Yes - determined by System Parameter | The vehicle's identification number. Normally used for vehicle identification purposes. System Parameter - 'Vehicle VIN field Mandatory' can be set to yes or no. |
Radio Code | No | The security code required when a radio is installed in a vehicle. It ensures that radios cannot be removed or stolen and used elsewhere without the entry of the correct radio code. |
| Transmission | No | Specifies the vehicle's transmission type (i.e. automatic and manual). |
| Fuel Type | Yes | Specifies the vehicle's fuel type (i.e. petrol and diesel). |
Colour | No | The colour of the vehicle. |
Current Kms/Milage | No | The vehicle's current mileage in terms of kilometres travelled. |
Road User Expiry KMs | No | For New Zealand Locations. The Road User Expiry Kms for the vehicle. |
Year | No | The vehicle's year of manufacture. |
Grade | No | The vehicle grade. Should not be more than 6 characters in length. The vehicle grade allows you to grade your vehicles based on their condition. Alternatively the grade can be a code that you can recognize such as MAS for (M)anual, (A)irconditioned, and (S)edan. This Grade field appears on the Reservation Sheet making it easier to identify vehicles based on the information you have entered into this field |
Fuel Capacity | No | Specifies the capacity of the vehicle's fuel tank. The value can either be in litres or gallons, depending on the rental operator's country of operations. |
Image Name | No | The name of the image to be uploaded for the vehicle. The image name must not have any spaces. If this field is blank the image entered for the vehicle's category is used instead. |
| Category | Yes | The category to which the vehicle belongs to. The vehicle category determines the daily dollar rate of the vehicle when hired. |
Model | Yes | The model of the vehicle. |
| Type | Yes | The type of vehicle. |
| Owning Location | Yes | The vehicles home location |
| Currently Located | Yes | The vehicle's current physical location. The system updates the Currently Located field when a vehicle is returned to a location. |
| Date on Fleet | No | The date the rental vehicle becomes available for booking. |
| Date off Fleet | No | The date the rental vehicle is taken off the fleet and becomes unavailable for booking. |
Available for Booking | Yes | Set whether the vehicle is available for booking. |
Utilize | Yes | Set whether the vehicle is included in utilization reporting. |
| Registration Expiration Date | No | The expiry date of the vehicle's registration. |
| RWC/COF Date (Certificate of fitness) | No | The expiry date of the vehicle's certificate of road worthiness. The description for this field depends on your country (e.g. in Australia RWC stands for Road Worthy Certificate). |
Electrical Date | No | The expiry date of the vehicle's Electrical certificate. E.g. for Campervans |
Containment Date | No | The expiry date of the vehicle's Containment certificate. E.g. for Campervans |
Gas Inspection Date | No | Due date of next Gas Inspection - Note this field will only display if set to 'Yes' in system parameters |
PM Schedule Category | No | The Periodic Maintenance schedule category of the vehicle. |
| PM Base Date | No | The starting date for scheduled periodic maintenance. The entry is optional and is only used when setting up Fleet Manager and entering the first maintenance record. |
| PM Base Milage | No | The initial mileage for scheduled periodic maintenance. |
| Notes | No | Enter any additional notes about the vehicle. |
Toll Integration | No | Indicates whether the vehicle uses Toll Integration |
Vehicle Tolling Tag | No | The ID of a Tolling Tag |
Emission Rate | No | The emission rate per Km/Mile travelled for this vehicle. This only needs to be recorded at the vehicle level if it is different to Emission Rate set at the Vehicle Category level. |
Updating a Vehicle
You can update the information against a vehicle by clicking on:
The red Rego number - for vehicle information changes.
The Access Details button - to view all vehicle details and access further functions to make changes.
The Change Rego button - to change the registration number on the vehicle.
The Category Fields button - to change the Category fields specified for this vehicle.
Rego - Vehicle Related Maintenance
Clicking on the vehicle's red Rego number will open the Vehicle Update form for you to make any changes.
Click on 'Submit' to save your changes when done.
Access Details
The Access Details button will open a comprehensive summary of the vehicle and includes all information relating to purchase, sales, finance, insurance etc.
There are also various functions buttons at the bottom of the form ( see below)
- View Vehicle Log - opens the log that shows date, time and Operator for any logged changes to the vehicle over the course of its history with the company.
- Change Rego - allows you to change the registration on the vehicle
- Category Fields - allows for the maintenance of any category fields that have been setup.
- Damage - opens the Damage Management area to view or create Damage entries
- Utilize Log - allows you to view or create a utilization record against the vehicle
- Purchase - create or edit the purchase details
- Finance - create or edit the finance information
- Insurance - create or edit the insurance information
- Disposal - create or edit the disposal information
- Add Manual Service - add a manual service for the vehicle
- Edit Service - View and Edit any existing services against the vehicle
- Add PM Service - add a PM service to the vehicle - you must have PM servicing setup in your system to see this option.
- Images - View or upload any documents or images you wish to store against the vehicle
Change Rego
Select the "Change Rego" button to display the following screen. Enter the new registration number and click Submit to save changes.
Once saved, the new registration number will be visible on the Vehicle Details after selecting the Access Details button.
Category Fields
Select the Category Fields button to open the following screen. Here you can select which additional features the vehicle may have. Make any changes and slick "Submit" to save them.
Delete a Vehicle
To delete a vehicle click the red rubbish bin button corresponding to the record you want to delete.
To confirm deleting the vehicle click "Yes" on the confirmation message.
NOTE: If a vehicle has a current reservation or a reservation with a status of hired it cannot be deleted from the system. Reservations or bookings must be completed before the vehicle can be deleted. Deleting a vehicle will not remove the vehicle's booking history. Deleting a vehicle only removes the vehicle from the current fleet and moves it to the Deleted Vehicles List. Once a vehicle is deleted it cannot be moved back to the active fleet.
Adding/Editing PM and Manual Services
Please see the following articles on Vehicle Servicing
Periodic Maintenance Services
Manual Services
Important Articles
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