Fleet

Introduction

Introduction

This application allows you to manage the vehicles in your fleet. You will be able to create new vehicles, assign them to employees, and manage the different states of the vehicle during its life cycle and keep a history of all elements. The application allows you to manage vehicle rental contracts, monitor maintenance and fuel consumption.

  • Keywords :

    • Service log: allows you to monitor the maintenance of a vehicle by recording each intervention and maintenance performed.

    • Vehicle costs: allows you to enter all the costs associated with a vehicle.

    • Fuel consumption: allows you to record the fuel consumption of each vehicle by recording each tank of fuel used.

    • Mileage record: allows you to track the mileage of each vehicle, which must be updated regularly by drivers. This allows you to schedule revisions based on vehicle mileage.

  • Vehicle: Allows you to create new vehicles and lists all vehicles in the fleet.

  • Vehicle model: Allows you to create vehicle models.

  • Contract: Allows you to create contracts related to vehicles.

  • Fuel consumption : Allows to record the fuel consumption of each vehicle by recording each refuelling performed.

  • Service log: Allows you to monitor the maintenance of a vehicle by recording each intervention and maintenance performed.

  • Vehicle costs: Allows you to create costs associated with each vehicle.

  • Configurations: Recurring costs : Allows you to create recurring charges / Vehicle brands: Allows you to create vehicle brands / Vehicle mileage records: Allows you to create mileage records / Service type: Allows you to create service types performed on vehicles / Vehicle labels: Allows you to create labels for vehicles.

The vehicles

Create a vehicle model

Vehicle fleet > Vehicle model

A vehicle model consists of a make and model name. On each vehicle model you also have the possibility to add the supplier(s) of this vehicle.

Configuration You can create vehicle brands in the configuration submenu.

Create a vehicle

Vehicle fleet > Vehicles

On the vehicle sheet, you must first select a model and then enter the license plate. This is the element that will be unique to each vehicle and will allow them to be differentiated in the system. If it is a company car, you must select the employee who will benefit from it in the "Driver" field. You also have the possibility to indicate the state of the vehicle via a descriptive field, you can include photos for example. On each vehicle record, you also have access to several elements that you can consult or create directly.

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You can create labels to better categorize vehicles.
All mileage records for a vehicle are shown here, as well as services performed on the vehicle (e. g. maintenance), rental contracts and costs associated with the vehicle.

The contracts

Create a contract

Vehicle fleet > Contract

Each contract is linked to a vehicle. You can create contracts of 3 types: insurance, leasing, troubleshooting. Different fields then allow you to detail the terms of the contract. The "Services included" tab will allow you to detail the services included in the contract. The "General Conditions" tab allows you to note the general conditions of the contract for easy access.

When created, the contract is in draft status, you can change this by clicking on the status of your choice in the "Status" navigation bar at the top.

The life of the vehicle

Manage fuel consumption

Vehicle fleet > Fuel consumption

Employees can record all their fuel consumption each time they refuel, indicating the vehicle, its mileage, and all information about the refuelling.

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Fill in kilometre readings

Vehicle fleet > Configurations > Vehicle mileage surveys

If necessary, employees can regularly record the mileage of their vehicles. A mileage reading is also taken when recording fuel consumption and on the service logbook.

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Having an up-to-date vehicle mileage is important because it will allow you to schedule maintenance, and this information is also useful when the vehicle is rented and/or leased. Indeed, these contracts often end after a certain number of years or when a certain mileage is reached.

Configuration The distance units are set up in the Application Configurations > General Data > Units.

Write a service journal

Vehicle fleet > Service log

The service log will allow you to create services performed on a vehicle.

For example, if a vehicle has been taken to the garage for maintenance, you will create a new service log from the corresponding menu. You will have to indicate the mileage of the vehicle, the buyer and other information such as the date, the invoice reference…​ Then in the "Services" tab you can detail what has been done on the vehicle by indicating a type of service and a cost. On a vehicle’s form, in the "Services" tab, you will find all this information and all the services that have been performed or that are related to this vehicle.

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Configuration The service types must first be created via the configuration submenu.