FleetMinder user manual chater 2 – The basics
Contents
1. Gear Box Fit new Gear Box Seal Accept Close Selecting the Item and Action Click Accept to complete the instruction generation process 46 Specify a Location in a Job Instruction Before you click on Accept to save the instruction and close that section click on the Specify Location button Actions for Tyre Change Wheel Trim wheel Rim Check for loose Checked Filled Fit new Replace damaged Replace worm Report Supply and fit Specify Location Set MAS Code Wheel Replace Tyre Specify Location This will display a basic aerial image of the vehicle Job Instructions m Location Front Lefi Side otide Contre Front Right Side Side Centre Rear Left Side Rear Right Side Rear Side Centre Close Image Set VMAS Code ea Gear Box Fit new Gear Box Seal on axle 1 left hand side ee Close Back wheel iii Choose a Location You can then specify which location the instruction is to be carried out on In this example it is to replace the damaged tyre on the left at the front axle 1 of the vehicle 47 The locations that are available are Front Left Side Front Side Centre Front Right Side Right Side Centre Rear Right Side Rear Side Centre Rear Left Side Left Side Centre All Sides The button will turn from grey colour to a blue colour to show it is logged It will also appear in the written instruction in the text box at the bottom of the sc2. 86 File System Workshop Help 666 HA ey Customers Suppliers Vehicles Stack Job Cards Purchase Orders Sales Orders Reports SOP Sales Order Processing Section To generate a new Sales Order click New from the main Sales Order menu Issue Credit New Sales Order To start a sales order you must select a Customer Type in some or the entire name of the Customer in the Customer field and press Enter New Sales Order Activity Add Part _ Search Sales Order Header es ree gt Customer Details nnn ALAN MEC DONAGH T DYMONVILLE AVENUE ALAN MC KENNA TAA MC KENNA FISH SALES ALAN MC KENNA ME KENNA FISH SALES Alan McGee T6 Belfry Drive ALADSOS5 ALAN MCGEE Ardee Business Park Select the Customer A search screen will appear displaying all the customers that match your search criteria To exit this screen and go to the previous screen without selecting a customer click Cancel To select a customer click on them in the grid to highlight them and then click Use 53 Once you are happy with the customer s details click Continue button Activity Add Part Sales Order Header cisoner Customer Detal AADSAY_A_A_A ___ CustomerRaj Customer on the Sales Order Add a Part to a Sales Order Click Add Part button to add a part onto the Sales Order This is the same process whether you adding a part onto a newly created Sales Order or if you are adding a part onto a previ
3. and Reminder are optional and can be skipped If you want to fill them in some or all of the following details must be known In the Optional Details section you can fill in Colour Radio Code Key Number Basis of Assessment Gross Vehicle Weight Tachograph Make Road Speed Limiter Make Body Type Vehicle Category Number of Axles In the Reminder section you can fill in any reminder for the vehicle that you wish to appear next time you are generating a Job Card In this example we noted that Jax Book Not Received When you generate a Job Card for this vehicle it will recognise this note and prompt you accordingly fleetminder Vehicle Details Optional Details Owner Details Reminder Tax Book Not Recived Reminder 39 Create a New Job Card Click Job Cards at top bar of buttons on main screen Ed FleetMinder Build No 3 20 Update Version 86 File System Workshop Help amp amp i Customers Suppliers Vehicles Stoc i Cards i Job Cards Section To enter a new Job Card on the system click New from the Job Card section Z Print Job Card New Job Card This will bring you to the Job Card setup screen Job Card Type in the Registration No of the vehicle and press Enter lf the vehicle is not known to FleetMinder then you will be prompted to add the vehicle using the Vehicle Wizard FleetMinder This Registration Number is Not on the
4. to complete the generation of this stock item on the system 33 FleetMinder Stock Wizard Stock Added Successfully A message will be displayed confirming that this item was successfully added to stock 34 Create a New Vehicle Click Vehicles at top bar of buttons on the main FleetMinder screen a FleetMinder Build No 3 2 0 Update Version 86 File System Workshop Help amp Customers Suppliers Vehicles Vehicles Section To enter a new vehicle on the system click New Vehicle Record New Vehicle This will bring up the Vehicle Wizard screen which must be filled in with all the basic details regarding the vehicle There are numerous optional details which will help you keep a comprehensive overview of each vehicle fleetminder 08012345 123452342 OO e E oes Okbmes OM S zoos Otional jlio9 2008 oos Optional FiestNumber Optional Cancel Finish Vehicle Details 35 Vehicle Details On the first screen Vehicle Details you fill in the basic necessary details of the vehicle Registration Number VIN Chassis Number Manufacturer Model You can also fill in the Engine Number Odometer in Kilometres or Miles Year of Manufacture Registration Date Fleet Number Click Cancel to exit this wizard at anytime Owner Details P fleetminder Venice Detats Optional Detais Owner Detats reminae
5. Chapter 2 Basics Add a New User if FleetMinder Build No 3 2 0 Update Version 56 Release User System Parameters Labour Rates Departments User Maintenance Authorisation Codes New User Click System Click Users Click New User fleetminder General info is O PO a ti COCOC C a ee ico ie I Cti COCOC C a TER UTNOrSator Cancel Finish User Wizard The first screen that appears is the General Info section You must enter the user s name at this stage In our example we used the username Arthur Simmons 20 The rest of the information on the page is dependent on whether it is company policy to record it and is not a prerequisite of the system fleetminder General info li UserName Arthur Simmons Cancel Finish Authorisation Code Note the Authorisation Code for the user as this is the password they will use to log onto the FleetMinder system unless using a biometric scanner When you are finished click the Finish button UserWizard Successful Completion lf everything has been filled in successfully you will see the above message that the user has been successfully added to the system See chapter 13 on user permissions 21 Create a New Customer Click Customers on the top bar of buttons on the main screen iw FleetMinder Build No 3 2 0 Update Version 86 Customer
6. System Do you wish to add this Vehicle to the system Unknown Registration 40 lf the vehicle is known to FleetMinder then its details will automatically be pulled from the database You will be prompted to check whether the Owner and nvoicee details are correct before starting AeetMinder The Owner of this vehicle t ALAN MCGEE The Invotcee for this vehicle is ALAN MCGEE Is This Correct Click NO to change the Invoicee Check Invoicee lf you are happy with the invoicee details click Yes to confirm it is correct lf you are not happy with the invoicee details click No and you will be brought to the section where you can alter the invoicee for the job card for this vehicle The system will fill the details at the top of the Job Card regarding the vehicle New Job Card Vehicle Details Ensure that the mileage km is correct as this is relevant for the updating of the Service Calibration area which is triggered by distance travelled as well as amount of time that is passed Click Continue Fleetminder queries as to whether you have checked the Mileage Figure and also whether you actually want to create the job lf you want to continue click Yes If you want to abandon this job card then click No 41 FleetMinder Odometer Confirmation You will then be brought to a reduced version of the job card where you ca
7. be suggested in the list 49 search for Supplier ASCOO2 ASC GARAGE EQUIPMENT INSTALLATIONS UNIT 53 LE BROGUAY AVENUE ASCO02 ASC GARAGE EQUIPMENT INSTALLATIONS UNIT 58 LE BROQUAY AVENUE ASCO ASC REMANUFACTURING UNIT 58 LE BROOUAY AVENUE ASC Software Ltd 58 Le Broguay Avenue ASCSOFTW ASE Software Ltd Fe Le Broquay Avenue LHUMNGER LUD WilG HUNGER Maschinenfabrik GmbH D 56916 Kaufering LHUNGER LUDWIG HUNGER MASCHINENFABRIK GmbH POSTFACH 1261 Pasigi PASCAL SOFTWARE LTE 20 LONGFORD TERRACE ASCO DO NOT USE ASC GARAGE EQUIPMENT UNIT 58 LE BROGLAY AWE Select the Supplier Click on the required supplier so that it is highlighted in blue Click Use If the supplier you are looking for is not there click Cancel to exit this section New Purchase Order Details Order Details ASC Software Ltd Ao Le Broquay Avenue E 30772009 Order No 1406074 Parkiwest Industrial Park Dublin 12 Purchase Discount Type OOOO nra Supplier Selected To add an item to the Purchase Order click Add Product Add Product A new screen will display looking for either all or part of the Product Code or the Description of the product 90 Type in all or part of the Product Code or Description and press Enter Alternatively click the display button E to show the full list of items from this Supplier g Add Product To Order Unit Cost oOo Purchase Unit _ _ _ Search by Des
8. cription The more detailed the search criteria the fewer items that will appear in the list making it easier to find the product item you want Stock Product Selector Part No Description o WAT CostPrice azon Gizmo TO 100 Show Full Create Quick Stock T able Stock Card Select a Product However if the item you are looking for is not in the returned selection you can click Close and do a more accurate search from the previous screen You will be prompted to fill in the Quantity of this item you wish to order 51 gat Add Product To Order Unit Cost Dinan Code Enter Quantity Click Add once the quantity has been filled in New Purchase Order Details Order Details f name 58 Le Broquay Avenue Date 43 07 2009 Order No 406071 Parkwest Industrial Park 3 s Ghee Purchase Discount Type 0000 n a Stock Depot ASC Software Ardee eA Grand Total Save Auto Receive Parts Purchase Order The purchase order with the supplier name and the product to be ordered is displayed You can click on Add Product to add more items to the Purchase Order Click on Save to save the Purchase Order Note the Purchase Order will not be put on order until you click on Put On Order 52 Create a New Sales Order To enter Sales Order Processing SOP section of FleetMinder click SOP button from the main menu EA FleetMinder Build No 3 2 0 Update Version
9. hat stock part On the next screen click the white box beside Stock Description Type ina detailed description of the stock item The Stock Depot will automatically display your default stock depot to change the depot select it from the drop down list When have filled in the fields click More Info to move onto the next screen 30 fleetminder welcome Pat No Description More Info Purchase Sales Suppliers Please enter Stock Details Purchase AT Code prese _ i O Serial Number Required pply Default Stock Group oO Apply Default Stock Gr Discount Stock Details On the More Info Screen you must fill in the following fields Location Min Stock Max Stock Stock Group Stock Sub Group V A T Code You can also tick the Serial Number Required box to ensure that a serial number is always written in whenever a unit of this product is received into stock Likewise ticking Apply Default Stock Group Discount will ensure that the default stock group discount is always applied to this part number Click El if at any time you wish to stop filling in this stock item 31 fleetminder Welcome Part No Description More Info Purchase S ales Suppliers Flease enter Product Sales Details Purchase NI Description Selling NI Description Product Sales Details On this screen you must enter e Purchase Price Optional fields that ca
10. hat will say Supplier successfully added to the system Click OK to the message 28 Create a New Stock Item Click Stock on top bar of buttons on main screen i FleetMinder Build No 3 2 0 Update Version 86 Customers Suppliers Vehicles Stock Section To enter a new stock item onto the system click New New Stock Item This will open the Stock Wizard fleetminder Welcome Fart No Description More Info Purchases ales Suppliers Welcome to the Stock Wizard This Wizard will giude you through all the steps to creating a new stock item You will require the following information Stock Description and Unique Part Number Depot Information Product Information Purchasing and Sales Information Stock Wizard 29 The first screen that appears notifies you of the information that you will need before you can complete adding a stock item to the system These items are e Stock Description and Unique Part Number e Product Information e Purchasing and Sales Information If you do not have these items click Ei to exit the Stock Wizard lf you have these items click Part Description to proceed to the next screen fleetminder Welcome Part No Descrption More Info Purchase Sales Suppliers Please enter Unique Part Number Stock Description and Depot Part Number Description Depot Click the white box beside Unique Part No and type in a unique identifying number for t
11. have this information and want to continue with the next screen fleetminder Please enter Supplier Name and Unique Reference Number Cancel Supplier s Details On the next screen you must input the supplier s Full Account Name and also their Unique Account Number Once you have filled these details in click Next to move to the next screen If you want to exit click Cancel lf you need to go back to the previous screen click Back 26 fleetminder Please enter Supplier s Address Details North Road Galway Supplier s Address On the next screen you must enter the supplier s address details You can also enter the supplier s telephone and fax number Click Next if you have filled in all the details and wish to continue to the next screen Click Cancel if you do not want to continue adding this supplier to the system Click Back if you need to move to the previous screen 2 fleetminder Please enter Contact information Supplier s Contact Details On the next screen you can enter the supplier s Email Address Website Address Contact Name Trade Contact Name and V A T Number Click Finish to complete the set up of the supplier on the system Click Cancel to exit this supplier wizard Click Back to move to the previous screen FleetMinder Supplier Wizard Successfully Added Supplier Once you have added in all the details successfully a message will appear t
12. inish Vehicle Owner Now you must select who is invoiced when any work is done on the vehicle 3 lf the invoicee is the same as the Vehicle Owner then click the Same As Owner box as in this example However if the customer who is invoiced is different to that of the vehicle owner in circumstances where vehicles are leased for example you must carry out a search on the nvoice To side of the owner details as you did with the Vehicle Owner section Type part or all of the invoicee s name in the text box beneath the nvoice To label Press Enter on the keyboard lf the invoicee is on the system in the list of customers then it will bring up their details for your selection lf not it will point out that this customer is not on the system and bring you to the Customer Wizard as described in Customers section in this manual fleetminder Vehicle Details Optional Details Owner Details Reminder BB Customer List Ac No Customer Name E ALA0ST 8s Alan McGee Dundalk ALAOS035 ALAN MCGEE Different Invoicee to Vehicle Owner At this stage you can click Finish to complete the Vehicle Wizard However you can also fill in the optional sections 38 Optional Details fleetminder Vehicle Details Optional Details Owner Details Reminder me Tachograph Make Select a Tachograph Make gt Optional Details Sections The tabs Optional Details
13. leetminder Please enter Customer s Address Details 12 Main St Dublin Finish Customer s Address The next screen looks for the Customer s Address and Contact Details Fill in these details as appropriate Click Next to move onto the next screen fleetminder Please enter Contact information info murphymotors ie www_murphymaotors ie Tom Murphy Cancel Back Hert Finish Contact Information On the final screen there is space for Email address WWW website address Contact Name Trade Contact name VAT Number Click on Finish to complete the creation of a new customer on your system 24 Create a New Supplier Click Suppliers at top bar of buttons on main screen Report New Supplier This will bring you to the Supplier Wizard section fleetminder Welcome to the Supplier Wizard This Wizard will gude you through all the necessary steps to creating a new supplier You will require the following information Suppliers Name and Unique Reference Number Suppliers Address Details Suppliers Contact Information Cancel Supplier Wizard 25 On the first screen of the Supplier Wizard the system checks that you have all the information that is needed for adding a new supplier to the system e Supplier s Name and Unique Reference Number e Supplier s Address Details e Supplier s Contact Information Click Cancel if you wish to exit this screen Click Next if you
14. ll in the Qty Required Selling Price field can be altered lf Selling Price is Preset is ticked then Markup will not be activated and you cannot enter a new Markup Percentage However if this box is not ticked you cannot enter any value into the Markup field Click Save to exit this screen and to save the details on the Sales Order Click Close to exit without saving the information you have filled in and to allow you to carry out another search You can now enter a search for another part or else you can click Close to exit to the main SOP screen Click Save to save the Sales Order 56
15. n enter the basic information necessary to start the job card Basic Job Card There are 4 tabs available Instructions see the next section for details Vehicle Details a read only summary of the vehicle details Customer details of the customer and invoicee Job Types details on the type of work to be carried out Details for Job Number 0013 3374 Instructions Vehicle Details Customer Job Types Tabs 42 Vehicles Details and Customer are read only so they can only be viewed Instructions are dealt with in the next section The Job Types tab contains checkboxes that can be used to bring certain types of job to the attention of the mechanics Details for Job Number O01 33374 _ Pending In Process C Claim Made O Oif Site Awaiting Order Number Job Types Clicking on a checkbox will automatically add an instruction to the Job Card At this stage you can click Save to save the Job Card or click Close to close the Job Card Or to add instructions to the Job Card continue to the next section 43 Add an Instruction to a Job Card Click on the Instructions tab Click on the Add button New Job Card Job Header Add an Instruction During setup of the system your administrator will have generated a list of instruction categories and sub details In the example here we have used a frequently occurring item but it may no
16. n be entered at this time are V O R Price Selling Price Selling Unit Purchase Unit Purchase Ledger Description Sales Ledger Description Click Suppliers and in the Supplier field type in some or the entire name of the supplier you wish to find and press Enter fleetminder Welcome Part No Description More Info Purchase Sales Suppliers Please Enter Supplier Details Selected Suppliers Supplier Search 32 A grid of available Suppliers will appear Lees eee J Address ee A 0K RADIATORA SERVICES 4 BALLYMOUNT ROAD LA A amp M GEAREO CENTRE 180 JAMES ST A E F LTD EYLEMORE PARE SOUTH 4 7 4 SECURITY LTD Ta LEINSTER ST NORTH A uH SCHNEIDER GmbH RICHTSTRASSE 32 A u H SMEIDER GMBH amp CO KG RICHTSTRASSE 32 gagga JOHN F KENNEDY ROAD Abtron Engineering Brides Glen Road ACCESS CLEANING SERVICES TI WiSsLEIN S TOWN Aw ACCESS TELECOM COMMUNICATIONS HOUSE AD IRELAND 520 BEECH ROAD Select Supplier Click the Supplier to highlight it and click Use FleetMinder supports multiple suppliers for the same stock item so to add another supplier for this stock item repeat the steps above lf you do not see the supplier you need in the list and wish to exit to repeat the search click Cancel fleetminder Welcome Part No Diescription More Info PurchaseSales Suppliers Please Enter Supplier Details i Ref No Name ABBOO1 ABBEY SEALS Supplier Added Click Save to save all the information
17. ously created Sales Order g Details for SOP Number 000001909 Activity i FR Har Sales Order Header ALAN MCGEE Details Parts Notes Credit Limits Add Part 54 Type in part or the entire Part No or part or the entire Description into the relevant text box and click Enter The Parts List grid will display a list of parts that are matching your search criteria The more refined your search criteria the more accurate your search results will be lf you want to carry out the search again click Cancel and you will be returned to the empty text boxes allowing you to search again Click Close if you want to return to the previous screen without adding a part to the Sales Order Once you have found the item that you want to add to the Sales Order click on it to highlight it and click Use SOP Add Product Parts for SOP No 1909 ee n Farts Lets ASA eee Pat Ne alag izmo 4505 10 33 00 GIZMO NewGizmo AOS y O y da O GZMO2 Another Gizmo AO o Oa y y aa O GlMoss Gemo TO y y oOo y Odo O GZZ R G R S e o y y a NEWGIZMO Gizmo Oen i y y a Select a Part The next screen will allow you to add the details in for that Part 55 SOP Add Product Parts for SOP No 1909 GIZ001 stock Supply Depot ASC Software Ardee Cem E7509 2 Discount 25 0 2 Selling Price Total Sale Giy Required 143 00 W Selling Price ls Preset C Serial Number Required Add Details You must fi
18. r ALAN MCGEE I Customer List Ac Ha Customer Name rent JALA0B035 ALAN MCGEE ALADST 88 Alan McGee Dundalk Search for the Vehicle Owner 36 To fill in the Vehicle Owner we need to search for a customer to see if they are on the system already Click on the text box below Vehicle Owner label and type in part or all of the customers name then press Enter on keyboard lf the customer is on the system or there are a few customers with names containing the search input that you wrote for example if you only wrote in a surname Jones then the system would display all your customers with Jones in the name Jones Transport Martin Jones and so forth then the system will display a list of all relevant results If the customer is in the list click on the customer s name and then click OK lf the system cannot find a customer of that name on the system it will prompt you to add a new customer via the Customer Wizard Likewise if none of the customers in the result list was the correct one and you want to add the customer then click on New and carry out the steps as described in Customers section of the Manual In this example there were two customers on the system with the name Alan McGee so we will choose the one from Ardee We simply click on it and then click OK fleetminder Vehicle Details Optional Details Owner Details Reminder Ca Louth Cancel F
19. reen You can select more than one location by simply clicking on the required locations lf the vehicle image hasn t enough axles alter the value in the axles box in the top right corner Click on the tyre image to indicate which tyre needs attention The image of the tyre will change colour when it is clicked going from black colour to a blue colour to show it is logged Click Accept to store the Instruction created or click on Close Image to exit without saving 48 Create a New Purchase Order To enter the Purchase Order Processing section of FleetMinder click Purchase Orders from the main screen ral FleetMinder Build No 3 2 10 Update Version 86 File System Workshop Help amp v HA gt Customers Suppliers Vehicles Stock Job Cards Purchase Orders POP Purchase Order Processing Section To generate a new Purchase Order Process click on Enter N Receive Sign Off Invoice New Purchase Order Type in either all or part of the Account Number of the supplier or else all or part of the supplier s name in the AC No field In this example we wrote in ASC Press Enter on your keyboard New Purchase Order Details Order Details carer 28 07 2009 Order No 106191 Purchase Discount Type Selecting A C number This will display a list of suppliers meeting the search criteria The more detailed the search criteria the fewer suppliers that will
20. s Suppliers Vehicles Customers Section To enter a new customer on the system click New Customer from the Customers section 4 New Customer Record Reports New Customer This will bring up a Customer Wizard screen into which we must fill in the basic details regarding this customer fleetminder Welcome to the Customer Wizard This Wizard will guide you through all the steps to creating a new customer You will require the following information Customers Name and Unique Reference Number Customers Address Details Customers Contact Information Cancel Customer Wizard 22 The first screen welcomes you to the Customer Wizard and points out the main three items that are needed to enter a customer e Customer s Name and Unique Reference Number e Customer s Address Details e Customer s Contact Information Click Next to continue to the next screen You can click Cancel at any time to exit the wizard fleetminder Please enter Customer Name and Unique Reference Number Customer s Full Account Name Murphy Motors Customers Unique Account No MUR O0283 Cancel Back Next New Customer s Name The next screen requests the Customer s Full Account Name As you enter the name the system generates the Customer s Unique Account No Click Next to continue to the following screen Click Back to return to the previous screen if you wish to alter any details 23 f
21. t be in the same location and you must familiarise yourself with your companies selected Instruction Categories and Sub Details Click on the Instruction Category that you wish to use Our example has selected Clutch and Transmission bution 44 amp Job Instructions lnstruction Categories General Electrical Wheels Exhaust Tacha Service Driving Suspension Advisory Alignment External Lighting Up Brakes Reg Plate Cab Chassis Set VMAS Code Select Instruction Category Next click on the Sub Detail In our example we have selected Gear Box AY Job Instructions Clutch and Transmission Clutch kit Clutch and Transmission Set MAS Code a Accept Close Back Sub detail The next screen prompts us to select an tem in our example we select Gear Box Seal 45 When we click on the item we want to select a list of Actions appears to the right Click on the Action you wish to instruct to carry out on the Item In our example we have one action button Fit new and so we click it At the bottom the constructed sentence appears Gear Box Fit new Gear Box Seal ce Job Instructions m ltem Liters oo Gear Bos Linkage Gear Box Seal Mounting Stabler arm Balljcirt Gear Bos Gear Lever Balljoint Gear Lever Gear Lever Cable Gear Bos Idler O Gearbox Mounting 7 Actions for Gear Box Seal Specity Location Set VMAS Code
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