Fleet Management System - User Guide
Contents
1. 220 00 euueu ua aaa aaa aaa aaa aaa aaa a aaa aaa aaa aa aaa aaa aaa a azaaaaaaaaaaaanawe 11 Schedule Maintenance EIWZ 30 00 46a atwo A EA GOA 12 Scheduled Maintenance Parts FM 240 00 J rrrarrrnrnrrnnnurrnnnnnrrnnnnnnnnnnrnnnnnrnnnnnnrnnnnnnnnnnennrnnnrnnnnnnnnnnsnnnnnenne 13 Group sn ea ICS 2 50900 EE aera 13 Type Maintenance FIV 260 00 saicccccsuensteinssasneosdeandevdexanedestes veovdeasecwaniledessasvessnsandesvarsseeseisanedsviearoswartiedes 14 MSN NN NNN 14 Driver Operator maintenance FM 275 00 r rrrvrarrnnvurrnnnnnrnnnnnnnnrnnennvnnennnnnnnnnnnnnnnnnennnnnnnnnnnnvnnnnsnnnnnenennn 15 Make Maintenance FM 280 00 iiss sci essisctssevceavserscctontadastwavesannysesanvivaveesveinavevevdvesvedwavedarsvunsbannddasseteverseess 15 Model Maintenance MN 16 DONN 16 2 01 0 SE EE EET SE NS SEE LEE EEE 17 NNN 18 Service Completion entry FM 110 00 siiccccsavacosciesdecscasdececnanacdseantiessnaniacesvavacoseauvdedecanadescsuvecaeanldesssanneoess 18 RODOS EE VE EE ee ee EA 19 O Webdiscount Technologies 2011 Introduction Fleet Management System Overview Webdiscount Technologies Fleet management system provides fleet management software solutions that help organizations manage fleet maintenance control operational costs manage assets maintain a part inventory and beyond The software is an invaluable resource to a fleet due to it s ability to deliver useful reports reveal trends to help reduce costs and much m2. 11 Master Fleet Maintenance FM 200 00 Use this screen to maintain the list of the entire fleet Fleet Tab General information about the fleet is entered here sl Subaru 00118 00102 e M UGX INS MSC SYSADMIN 4 5 2011 Webdiscount Technologies 2011 m Purchase info Tab Maintain the purchase details of the fleet here Date Purchased 4 2 2011 Odometer Reading 49000 00 Crt Supplier SUP K 003 Warranty Expiry 4 5 2007 UGA INS MSC SYSADMIN 4 5 2011 Allocation Tab Specify the grouping and category details including the allocation to personnel Webdiscount Technologies 2011 m t Master Fleet Maintenance F Actions Customize Ai X BIK 4 AER 4 Master Details Fixed Asset Module Code MSC2100020 UGX INS MSC SYSADMIN 45201 Other tabs The insurance Licenses inspection parts usage and accident records tables are used for information purposes only It is populated as various transactions about the asset are updated in the system Maintenance Type Codes FM 210 00 Maintain the list of various maintenance types Webdiscount Technologies 2011 m M Maintenance Type Codes FM 210 00 Actions Customize bd XM K 4 gt H EJ Detail Form F4 SC Type UGA INS MSC SYSADMIN 4 14 2011 Enter a unique maintenance code Enter the description of the code Select the type of maintenance code from the dropdown box I
3. F pE ee Ag z lg 3 i p Fleet Management System User Manual O Webdiscount Technologies Copyright 2011 Webdiscount Technologies All rights reserved Your right to copy this documentation is limited by copyright law and the terms of the software license agreement As the software licensee you may make a reasonable number of copies or printouts for your own use Making unauthorized copies adaptations compilations or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law Trademarks Microsoft ActiveX Excel FRx FrontPage MapPoint Microsoft Dynamics Outlook SharePoint SQL Server Visual Basic Visual Studio Windows Windows Server and Windows Vista are trademarks of the Microsoft group of companies BIO and BIO Vue are trademarks or registered trademarks of NexVue Analytics Corporation in the United States and or other countries Crystal Reports is a registered trademark of Business Objects SA The names of actual companies and products mentioned herein may be trademarks or registered marks in the United States and or other countries of their respective owners The example companies organizations products domain names e mail addresses logos people places and events depicted herein are fictitious No association with any real company organization product domain name e mail address logo person place or event is intended or should be inferre
4. ate reports for performing a particular maintenance task can be quickly printed SUP A 000 USD 830016 Description Air Fitter STBOO2300 Manufacturer Intema 14642011 16 28 2011 UGX INS MSC SYSADMIN 4 6 2011 Group Maintenance FM 250 00 Use this screen to maintain different groupings of the fleet Actions Customize G XABI IK 4 H EJ Detail Form View F4 Group 01 Group 02 Group 03 UGX INS MSC SYSADMIN 4 5 2011 Webdiscount Technologies 2011 m Type Maintenance FM 260 00 Enter the different types of fleet Tyeld 1 00001 2 00002 UGX INS MSC SYSADMIN 4 5 2011 Managers FM 270 00 Enter the list of fleet managers here If the Dynamics SL Payroll is implemented you can associate the manager to a payroll employee ID for reference Webdiscount Technologies 2011 Actions Customize lg A K 4 p HEJ Manager ld EMPPOO1 Description UGA INS MSC SYSADMIN 4 5 2011 Driver Operator maintenance FM 275 00 Maintain the list of Drivers and Operators of the fleet If the Dynamics SL Payroll is implemented you can associate the driver operator to a payroll employee ID for reference o Actions Customize _ Xd HK 4 b HEJ Driver Code po Name Michael Blanc PR Empld EMP P 002 UGX INS MSC SYSADMIN 4 5 2011 Make Maintenance FM 280 00 Enter the list of different fleet makes Webdiscount Technologie
5. d Warranty disclaimer Webdiscount Technologies disclaims any warranty regarding the sample code contained in this documentation including the warranties of merchantability and fitness for a particular purpose Limitation of liability The content of this manual is furnished for informational use only is Subject to change without notice and should not be construed as a commitment by Webdiscount Technologies Webdiscount Technologies assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual Neither Microsoft Corporation nor anyone else who has been involved in the creation production or delivery of this documentation shall be liable for any indirect incidental special exemplary or consequential damages including but not limited to any loss of anticipated profit or benefits resulting from the use of this documentation or sample code License agreement Publication Date April 2011 Webdiscount Technologies 2011 m Contents MOUCHO ORRE EE EE EE EE EE EEE 4 nerder zes GREGA ACE GooS saad RA LAGE 5 WOK EION zasade o T NN RE 6 SD a A ON A OGAE NE T cies 6 Maintenance EPEE akon EE EE koje Rad 7 Benchmark entry FM 100 00 seien cji ita dada ed alcar deck Gd 7 Master Fleet Maintenance FM 200 00 asa eo Z WER AEGEE EE W ARGO AC 8 Maintenance Type Codes FM 210 00 ccscccccssssececeesececeeseccceeeeeceeseeseceseenecesseenecesseesecetsuecessungeses 10 Benchmark Maintenance FM
6. eet Specify the FA Fleet group to be imported Select the fleet type grouping definition from Fixed Asset module that the Fleet Management Module will base its numbering system when it imports the assets Data Entry Service Transction entry FM 110 00 Use this screen to enter details of a service done Webdiscount Technologies 2011 Aj Service Completion Entry FM 110 00 Actions Customize gd I XB KW 4 PH oooooooo lia Vendorld suPano4 FLEET01 PoNbr om0436 Date 4 2 2011 Work Order Nbr 0888 Details Form View F4 m wa Fleet Code FLEETO1 Next Maint Date Service Date i Meter Reading 0000 00 Account 5321600 Sub Account FOO UGX INS MSC SYSADMIN 4 5 2011 Reports List FM 610 00 Fleet List by Category FM 620 00 Maintenance History FM 630 00 Last Maintenance FM 640 00 Maintenance Cost Per Mile FM 650 00 Fuel Cost Per Mile FM 660 00 Average Maintenance Miles FM 670 00 Inspection List FM 680 00 Total Maintenance Costs FM 710 00 Maintenance Type List FM 720 00 Benchmark Type List FM 725 00 Benchmarks by Fleet FM 730 00 Service Completion FM 780 00 Master Schedule List Webdiscount Technologies 2011
7. er Operator e Maint Types e Benchmarks e Schedule Master Complete Module Setup Generate Reports Data Entry N Setup The first step is to setup general parameters that will guide the module operations Webdiscount Technologies 2011 m Pe nie Actions Customize r A Reference Last Batch Number 0000000000 ast Reference 0000000000 Unlocking Code Company Name Contos lh OO a Registration Code Z3RZbiEG4A FNoVKJbCdPrV AreijSk UGniBZZP WOw w Suj 1 vP ALjvP VIYn EQ A 0D Vy4eDyj NMblAle Module Integration I Payroll Available LOM M Accounts Payable Non Scheduled Maintenance ID Reminder Days 5 BAS INS 0060 SYSADMIN 4 21 2011 Enter the last reference number and batch number Enter the company Name as per the dynamics registration Copy and Paste the Registration code as provided in the email Select module integration options appropriately Enter the Non Scheduled Maintenance ID that the system will use when entering non scheduled maintenance transactions Maintenance Screens The following screens need to be uploaded with data to enable the module be functional Benchmark entry FM 100 00 The screen is used to specify benchmark parameters that can be referenced by administrators and service technicians to provide information about certain standards expected Webdiscount Technologies 2011 Front Tyre Size R216 60 16 1 1 2011 UGX INS MSC SYSADMIN 4 5 20
8. f this code contributes to fuel cost the mark the check box Benchmark Maintenance FM 220 00 Maintain the different aspects that you want to maintain benchmark records Enter the code description and the type The type indicates if it is a local benchmark or international benchmark Webdiscount Technologies 2011 m zd Benchmark Maintenance FM 220 00 Actions Customize gd XBIIK 4 R Form Detail View F4 Benchmarks Code UGX INS MSC SYSADMIN 4 5 2011 Schedule Maintenance FM 230 00 This is a master record for all scheduled maintenance tasks Before completing this screen ensure that there exists a master fleet record and a maintenance record already maintained in the system The schedule maintenance screen forms the basis for the Service Entry screen All schedules that are entered in service entry screen must be defined here adi Schedule Maintenance FM Actions TS HA XMIK 4 HI EJ 4 Details Form View F4 Sched Ref Last Sched Date 4 2 2011 FLEETO1 Next Sched Date 4 2 2011 Maint Code Prefered Vendor SUP 5 007 UGX Description Tank Fill up Last Vendor SE 3 UGX INS MSC SYSADMIN 4 5 2011 Webdiscount Technologies 2011 m Scheduled Maintenance Parts FM 240 00 To aid in identifying what parts are required to perform a maintenance task enter the parts requirements here The information entered here should be as complete as possible Cost estim
9. ore The software is developed as a module to interact with Microsoft Dynamics SL 7 0 and can be used to Serve a variety of fleets ranging from government utility amp telecom transportation construction and many other private fleets or it can be deployed to keep track of maintenance activities on your internal assets With fleet management module you can keep track of the following Complete Fleet Management including Complete vehicle histories inventory management warranty tracking reduced ownership costs Fleet Maintenance Scheduling amp Tracking Track schedules repair histories costs Fleet Analysis Vehicle right sizing life cycle costing cost analysis fuel consumption trends fleet utilization Risk Management Accidents and claims drivers and inspections Webdiscount Technologies 2011 m Interaction with other modules Inventory General Fixed Ledger Assets Accounts u Fleet Payable GA Management T Purchasing Fleet management module interacts with the following modules Accounts Payable Vendor Information shared Purchasing Passes the purchase order number relating to the services General Ledger Account and subaccount details Inventory Links to the inventory codes Fixed Assets Asset codes from Fixed Assets Webdiscount Technologies 2011 Work Flow Complete Maintenance Screens e Service completion Processing e Update Schedules e Driv
10. s 2011 UGX INS MSC SYSADMIN 4 5 2011 Model Maintenance FM 290 00 Enter the list of different make models To complete this task you must have completed the Make Maintenance screen FM 280 00 44 Model Maintenance FM 2 Actions Customize Lietail Form View F4 UGA INS MSC SYSADMIN Inquiry Upcoming maintenance schedules FM 310 00 Webdiscount Technologies 2011 m M W EE Actions Customize af X ai K 4 gt E Number of Days 7 Days Past Due Due Date Tok Mal Days Past Due ae UGX INS MSC SYSADMIN 4 19 2011 Use this inquiry screen to query the system about upcoming maintenance Select either by due days or by due date If by due days then enter the number of days in the Number of days field and specify if the days are until due or they are past due If by date then select the date for the inquiry Click load refresh button to populate the grid with the information Processing Import Synchronize with NZE FA FM 410 00 This screen helps to quickly import master list from Fixed Assets Register into the fleet management system Webdiscount Technologies 2011 zk ZA o with NZ FA FM 410 00 Actions Customize Al X M K 4 p H kJ G This process will upload data from Freed Assets module into fleet management system 00 UGX INS MSC SYSADMIN 4 19 2011 Select the Fleet Group from the FA module that is considered as fl
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