Fleet
Fleet : menus
With help of this application, manage the vehicles in your fleet. Create new vehicles, assign them to employees, manage the different states of the vehicle during its life cycle and keep a history of all the elements. The application can also be used to manage vehicle leasing contracts, track maintenance and fuel consumption.
Access : Fleet → Vehicle...
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Vehicle: create new vehicles and list all the vehicles in the fleet.
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Vehicle Models: create vehicle models.
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Vehicle rent: keep track of rented vehicles.
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Vehicle contract: create vehicle contracts.
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Vehicle fuel log: record the fuel consumption of each vehicle, noting each fill-up.
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Vehicle service log: keep track of vehicle maintenance by noting down each service that took place.
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Vehicle cost: enter all the costs associated with a vehicle.
Configurations
Access : Fleet → Configuration → ...
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Recurring costs: create recurring costs.
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Vehicle Brands: create vehicle brands.
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Vehicle odometer: track the mileage of each vehicle, which must be updated regularly by the drivers. Schedule service based on vehicle mileage.
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Vehicle Service Type: create vehicle service types.
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Vehicle tags: create vehicle tags.
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Cause of repair : keep track of causes of repair.
Vehicles
Create a vehicle model
Access : Fleet → Vehicle template
A vehicle model consists of a make and a model name. For each vehicle model, add the supplier(s) of the vehicle.
You can create vehicle makes in the Configuration submenu.
Create a vehicle
Access : Fleet → Vehicle
In the vehicle file, first select a model, then enter the number plate. This is the element that will be unique to each vehicle and will enable it to be differentiated in the system. If it's a company car, you need to select the employee who will benefit from it in the "Driver" field. You can also indicate the condition of the vehicle in a description field, and include photos, for example. On each vehicle file, you also have access to a number of items that you can view or create directly.
You can create labels to better categorise vehicles.
All the mileage records for a vehicle appear here, as well as any services carried out on the vehicle (e.g. servicing), rental contracts and costs associated with the vehicle.
Contracts
Create a contract
Access : Fleet → Contract
Each contract is linked to a vehicle. You can create 3 types of contract: insurance, leasing and repairing. Various fields can then be used to detail the terms of the contract. The "Included Services" tab will allow you to detail the services included in the contract. The "Terms and conditions" tab allows you to note down the general conditions of the contract for easy access.
At first, the contract is in draft status. Change this by clicking on the status of your choice in the "Status" navigation bar at the top.
Vehicle life
Managing fuel consumption
Access : Fleet → Vehicle fuel log
Employees can record all their fuel consumption each time they fill up, indicating the vehicle, its mileage, as well as all the information about the performed fill-up.
Enter mileage records
Access : Vehicle fleet → Configurations → Vehicle odometer
If required, employees can regularly record the mileage of their vehicles. Mileage is also recorded when fuel consumption is recorded and on the service log.
It's important to have an up-to-date mileage record for a vehicle, since this data will enable to schedule maintenance. This information is also useful when the vehicle is hired and/or leased. These contracts often come to an end after a certain number of years, or when a certain mileage is reached.
Distance units are set in Application config → General data → Units.
Write a service log
Access : Fleet → Vehicle service Log
The service log is used to create services performed on a vehicle.
For example, if a vehicle has been taken to a garage for maintenance, you will create a new service log from the corresponding menu. Enter the vehicle's mileage, the buyer and other information such as the date and the invoice reference. Then, in the Services tab, you can detail what has been done to the vehicle by indicating a type of service and a cost. In the Services tab of the vehicle file, you'll find all this information and all the services that have been carried out, or that are linked to the vehicle.
Service types must be created beforehand via the configuration submenu.