FleetMinder user manual chapter 5 – the vehicle file.
Contents
1. Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders Standard Custom Custom Det a Ao TEE OO05 dublin Gross Vehicle Weight Vehicle Depot On the right hand side of this screen is the Depot Click the Change Depot button A drop down box of available depots appears Click on the appropriate one lt will appear in the box as the allocated depot for that vehicle View the Depots section in the chapter 14 for details on adding and removing available depots from the list 137 1382. When a Job Card is created for a vehicle the system checks to see if any of these dates have expired and it will prompt the user to acknowledge this before proceeding The following scheduled work is required on this vehicle service Type A service Type B Periodical Service Service Test Reminder In the above example you can see that Periodical Service Service Type A and Service Type B are all due on this vehicle when the new job card was created 123 Images Tab P Vehicle Record for Registration Number 01D12345 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders gt List Images Click Images tab to view lf a picture file is present click on the filename and then click on View Scanned Docs to view the picture of the vehicle This is especially useful if damage has occurred to the vehicle and you wish to record it or wish to record the condition of a vehicle before rental or sale 124 set the Images Folder Click on System Click on System Parameters Click on Set Registry S FleetMinder Build No 3 2 0 Update Version 86 File System Workshop H Help Release User Employees System Parameters Show System Parameters CVT Set Registry Set Registry Images Folder Use Brother L550 Label Printer Register It Close Images Folder Path Set the Ima
3. Optional Details Owner Details Reminder TAX BOOK NOT RECEIVED a Optional Sections 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 Tax book not received When you generate a Job Card for this vehicle it will recognise this note and prompt you accordingly 109 Search for a vehicle From the vehicle s section select the Search Criteria Search Field Vehicles New Vehicle Record EET Search Criteria You have an option between Chassis number Fleet No Make Owner Reg No Unit No VModel Hirer ID and Client ID The Complete Garage Mangement Software Solution Once you have selected the search field you then have different options for input of the search criteria For Chassis Reg No Unit No Hirer ID and Client ID you are given a text box to fill in the search details In Make and VModel you are given a drop down box of all the previously inputted items lf you select Owner from the search criteria area start typing in the name of the customer for whom you wish to search In our example we are using the first word of the custo
4. same facility is provided to enter the Warranty Expiry Date Click Save to store any change in details 118 Lease Tab P Vehicle Record for Registration Number 01D12345 Mileage Allowance Figure Lease Details Click Lease tab to view In this section Mileage Allowance Figure and Lease Number can be altered Click Save to store alteration to details 119 Sales Tab Click Sales tab to view P Vehicle Record for Registration Number 01D12345 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders Delivery Date 14077203 o l W Set Delivery Date 1470772009 o M Set Date of Sale 14077203 o l Set Finance Expiry Date Purchased From ASC Software Ltd Change Supplier Sales Tab The following details can be entered or edited in this section Sales Person Delivery Date Date of Sale Finance Expiry Date and Purchased From The Delivery Date Date of Sale and Finance Expiry Date can all be entered using the calendar facility To denote who the supplier is click Change Supplier and select the Supplier from the drop down list provided Click Save to store all altered details 120 Diary Tab Click Diary tab to view P Vehicle Record for Registration Number 01012345 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diar Service Diary Images Catalogue Reminders
5. Chapter 5 Vehicles 103 104 Create a New Vehicle Click Vehicles at top bar of buttons on the main FleetMinder screen Ed FleetMinder Build No 3 2 0 Update Version 6 File System Customers Suppliers YE Vehicles Section To enter a new vehicle on the system click New Vehicles in the Vehicles section Vehicle Record Vehicles 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 extra optional details which will help you keep a comprehensive overview of each vehicle fleetminder Vehicle Details Optional Details Owner Details Reminder 09012345 n a Kiometers Mileage 2009 Optional 1705 2003 l Optional Cancel Finish Vehicle Details 105 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 To fill in the Vehicle Owner we need to search for a customer to see if they are on the system already fleetminder Vehicle Details Optional Details Owner Details Reminder I Same as ne Customer List Ac No Customer Name ALA0
6. LastTachograph Inspection Date m m2093 Last Tachograph Calibration Date jovoveog Road Tax Expiry Date mm0 o insurance Renewal Date 01 01 42009 E Diary In this tab we can add Last Test Date Last Tachograph Inspection Date Last Tachograph Calibration Date Road Tax Expiry Date and Insurance Renewal Date lf the Last Test Date Last Tachograph Inspection Date or Last Tachograph Calibration Date is out of date then the expiration date will be denoted in red to alert the user that the vehicle needs to have one or more of these services carried out The test and tacho dates can be set to update automatically by choosing the appropriate VMRS codes when labour is being added to the job card See the system Parameters section for more details 121 service Diary Tab Click Service Diary tab to view P Vehicle Record for Registration Number 01D12345 h gt i Activity New Job Card Details Optional Car Customer Warranty Lease sales Diary Service Diary Images Catalogue Reminders Last Odometer Read Date 25 07 2008 z Last Odometer Reading Service Interval Nest Estimated Service Type iA Last Service A Date O1 01 2008 13 Weeks o14i2008 Last Service A Odometer gt D Miles 7KMs Houre Reccomend Service at this figure Nest Estimated Service Type B Last Service B Date 1 01 2008 26 weeks ovo7i2008 Last Service A Odometer Miles KMs Hour
7. S188 Alan McGee Dundalk Adee i ALAO8035 ALAN MCGEE Ardee Vehicle Owner Search Click on the text box below Vehicle Owner label and type in part or all of the customer s name and press Enter on keyboard 106 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 ALADBOS5 Change Address ALADBOS5 Change Address Cancel Finish Vehicle Owner and Invoicee Now you must select who is invoiced when any work is done on the vehicle If the invoicee is the same as the Veh
8. atalogue for that vehicle click Add P Part Finder lt i 81508030027 Brake Disc 19 577 A0024202120 7102 BRAKE PAD 3RD BRAKE LIGHT ADJUSTER KIT HANDBRAKE AHS ROLLER BRAKE TESTER VARIOFLEX BALLJOINT EXHAUST BRAKE BRACKET HAND BRAKE 3318 BRAKE amp PARTS CLEANER Find Parts i BRAKE ADJUSTER KIT 161256 BRAKE ADJUSTER KIT BRAKE ADJUSTER KIT BRAKE ADJUSTER KIT ADAKE AMCHND Pr Part Finder 130 To find the relevant part you can use any or all of the four criteria Part No Description Stock Group and Sub Group Once you have typed in the search criteria click Find Parts and you will find a display of corresponding parts appear in the grid on the right select the relevant part in this example we used Part No 815078030027 Then click Add Vehicle Record for Registration Number 01D12345 7 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders Parts Catalogue ipti 81503030027 Brake Disc 19 5 Print Full Print Select Catalogue Catalogue Part item Added The screen will close and then main Catalogue tab is displayed again The part has been added to the grid on the right allowing the user the ease of seeing what parts are suitable for that particular vehicle and whether there are any in stock 131 Remove a part from a vehicle parts catalogue In the Catalogue tab section you may wish to d
9. cted Range Full Catalogue Braking 815068030027 Brake Disc 19 5 Vehicle Parts Catalogue Report You can print this report by clicking on the Print button To close it click the in the top right corner 133 Print a Selected Catalogue for a Catalogue Header In the Catalogue tab click the Catalogue Header that you want to select In this case it is Braking Vehicle Record for Registration Number 01D12345 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders Parts Catalogue 81503030027 Brake Disc 19 57 Print Full Catalogue Print Catalogue This will display all the list of parts corresponding to this header Click Print Select Catalogue Vehicle Parts Catalogue aie 15 59 Registration No 01012345 Chassis VIN Number CHASS Manufacturer Model Selected Range Braking Braking 81508030027 Brake Disc 19 5 Vehicle Parts Catalogue Report A report will appear displaying all the parts under that Catg Header heading lf you wish to print this click Print To close it click the in the top right corner 134 View an Activity Report for a Vehicle From the Vehicle Record click Activity P Vehicle Record for Registration Number 01D123 45 Vehicle History Activity The Vehicle Activity Report is displayed Vehicle Activity Registration No 01012345 Job No Date Invoice No E
10. d Edit Parts Catalogue Headers Before you can add items to a vehicle s Catalogue section you must have some Parts Catalogue headers set up from the System menu Click System Click Vehicle Parts Catalogue Click Maintenance of FleetMinder Build No 3 2 0 Update Version 86 ee AM oop ep Release User Employees System Parameters Labour Rates Users Departments Stock Groups Instructions Account Managers Depots Job Costing VMRS Nominal Ledger Customer Feedback Setup Vehicle Parts Catalogue Repair Codes Business Types Maintenance Click New Id Catalogue Name Braking Semice Kit Steering Edit Catalogue Header Vehicle Parts Catalogue 128 In the Name box type in the name of the New Catalogue Header Name In this example Steering was written Click Save The header has been added to the list lf you are finished adding new headers click Close to exit this screen 129 Add Parts to the Catalogue for a Vehicle Click Catalogue tab to view P Vehicle Record for Registration Number 01012345 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Serice Diary Images Catalogue Reminders Farts Catalogue Braking Print Full Print Select Catalogue Catalogue Add Remove Parts Catalogue The Catalogue Headers created in the System menu are displayed on the left side of the screen To add a relevant part to the c
11. elete a Part from the list of the catalogue P Vehicle Record for Registration Number 01D12345 T Pa S Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders 81508030027 Brake Disc 19 57 Print Full Print Select Catalogue Catalogue Delete Part Select the Catalogue Header item by clicking once on the item in this example we clicked Brakes Then select the appropriate Part underneath that heading by clicking on it once Once the row is highlighted click on Remove This will immediately remove the row from the list in the catalogue 132 View a Full Catalogue of Parts for a Vehicle In the Catalogue tab within the vehicle record irrespective of what Catdg Header and Parts are selected click Print Full Catalogue P Vehicle Record for Registration Number 01D12345 Activity New Job Card Details Optional Car Customer Warranty Lease sales Diary Service Diary Images Catalogue Reminders Farts Catalogue j Print Select Catalogue Catalogue Print Full Catalogue A report will immediately display showing the Full Catalogue of parts that have been associated to that vehicle and their part numbers They are grouped under Catalogue Headers Vehicle Parts Catalogue 14 07 2009 15 55 Registration No 01012345 Chassis VIN Number CHASS Manufacturer Model Sele
12. g 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 116 In this example there were two customers on the system with the name Alan McGee We simply click on the customer we would like to use and then click OK P Vehicle Record for Registration Number 01012345 A Activity New Job Card Details Optional Car Customer Warranty aii Sales Diary Service Diary Images Catalogue Reminders m Vehicle Owner r Invoice To ALAN MCGEE o ALAN MCGEE Oo MCGEE ALANMCGEE sd H Customer List Ac No Customer Name Town j 41409168 4lan McGee Dundalk 4LA08035 ALAN MCGEE Ardee Update Invoicee Now you must select who is invoiced when any work is done on the vehicle If the invoicee is the same as the Vehicle Owner then click the Set Invoice Address to Same as Veh
13. ges path to a shared folder on the network and click Register It save image files in this folder as Multiple TIF files and rename the file to the registration number of the vehicle e g 06D123456 T IF 125 Reminders Tab Click Reminders tab to view Vehicle Record for Registration Number 01D12345 a 7 Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diar Service Diary Images Catalogue Reminders warranty Recall Reminder Tab You can add reminders into this screen by typing it into the white text box If there is already a reminder just click at the end of the text press Enter to bring you onto a new line and then type in the details When a job card is being generated for a vehicle there is a check to see if there are any Reminders and if there is it is displayed as a message to alert the person creating the job card of this reminder Vehicle Reminders Warranty Recall Reminder Notes In this example the reminder is that of a Warranty Recall 126 The user can then acknowledge the reminder and delete it thus removing it from the text box in this screen automatically by clicking Yes or if they click No to not delete it it will be stored for the next time a job card is created against this vehicle and so forth until the user selects Yes and it is deleted Would you like to rermove this reminder vo Reminder Removal 127 Add an
14. icle Owner box 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 and press Enter on the keyboard If 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 At this stage you can click Save to store the details you have altered 117 Warranty Tab P Vehicle Record for Registration Number 01012345 I Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diar Service Diary Images Catalogue Reminders Warranty Expiry Date 44j7 2009 V Set Warranty Expiry Date Up to and including Warranty Mileage 100000 V Set Extended Warranty Expiry Date Up to and including el July 2010 ou Today 14 07 2009 Extended Warranty Date Click on Warranty tab to view The Warranty Expiry Date Warranty Mileage and Extended Warranty Date can be entered here In this example the Extended Warranty Date is being changed to 14 July 2010 by the easy to use calendar facility The
15. icle 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 107 Type part or all of the invoicee s name in the text box beneath the nvoice To label and 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 Optional Details SES Reminder 12 wW a IND EST ALADBOSS i Change Address Cancel Finish Different Invoicee to Owner lf you find that either the vehicle owner or the invoice has the incorrect address you may change this by clicking on the change address button At this stage you can click Finish to complete the Vehicle Wizard However you can also fill in the optional sections 108 Optional Details The tabs Optional Details 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 fleetminder fleetminder Vehicle Details Optional Details Owner Details Reminder Vehicle Details
16. mer s name to start our search mur 110 Customer Filter Name Contact Telephone Mobile Frank Murphy Environmental Services Murphy Contract Cleaning Murphy Intemational Ltd Enter Search Criteria Owner T MAIAT Owner Search NOTE As you type FleetMinder will automatically narrow down the list of customers Please note it searches for the text you have typed anywhere the name so in this example we could also type Contract in the search field and expect to receive Murphy Contract Cleaning in the results The more letters you type in the more refined the search lf you cannot find the customer immediately try using fewer letters in this example if we accidentally misspelled our search field as muphy we wouldn t receive the desired result The grid will display any vehicles that match the criteria specified 111 View Details of a Vehicle Enter the Vehicles section from the main FleetMinder menu w FleetMinder Build No 3 2 0 Update Version 86 File System Workshop Help amp 6 Customers Suppliers Vehicles Section After carrying out a search for the vehicle you wish to view you will be presented with the relevant vehicle or some vehicles that match your criteria Vehicles o New Vehicle Record Vehicle Record Double click on the vehicle you wish to select and then click Record 112 Details Tab P Vehicle Record for Registration Number 98D65439 Ac
17. s Reccomend Service at this figure l a Nest Estimated Penodical Service Last Periodical Service Date 0 20172008 52 Weeks Last Periodical Service Odometer Miles KMs Hours sel Reccomend Service at this figure Service Diary This is the section that shows the Last Odometer Read Date and the Last Odometer Reading Each section displays the last date and odometer reading at the time of each of the services how long an interval should be between each service and then the next estimated date for that type of service If the due date for any of the services has been passed then the box turns red to alert you If you alter the Last Service A Date Last Service A Odometer reading Last Service B Date Last Service B Odometer Last Periodical Service Date or Last Periodical Service Odometer then you must click Update All to ensure that the Next Estimated Service Type A Next Estimated Service Type B and Next Estimated Periodical Service dates are all updated to correspond to their criteria Likewise if you alter the Service Interval of any of the criteria in either Weeks or Miles KMs Hours then you must click Update All again to update the criteria These dates can be set to update automatically by choosing the appropriate VMRS codes when labour is being added to the job card See the System Parameters section for more details Click Save to record any alterations you have made 122
18. tivity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Dian Images Catalogue Reminders Registration Number Doo E al a a N CS 59027 shown In Miles Fleet Asset Repair Cost Garage Side Year of Manufacture 1998 Parts Usage Year of First Registration 0O Cel A eg Date 1998 Details Tab The first tab Details has the standard vehicle details information Registration Number VIN Chassis Number Engine Number Manufacturer Model Long description Model Odometer Year of Manufacture Year of First Registration and Fleet Number 113 Optional Tab P Vehicle Record for Registration Number 98D63439_ h AX Activity New Job Card Details Optional car Customer Warranty Lease sales Diary Service Diary Images Catalogue Reminders Standard Custom Custom E e waj w Optional Details The Optional tab displays pieces of information regarding the vehicle that are not necessary for a vehicle to be used on the system but give the user a more complete description regarding the vehicle The fields available to fill in are Colour Radio Code Key Number ULW Unladen Weight Gross Vehicle Weight Tachograph Make Road Speed Limiter Body Type Vehicle Category Number of Axles Unit Number Depot Hirer ID and Client ID 114 Car Tab P Vehicle Record for Registration Number 01D12345 Activi
19. ty New Job Card Business Type Charge Business 9p OO Car tab details in Vehicle record This tab contains places for Car Model Code Model Year Security Code Business Type and SONO Defleet Date Currently the field PD Date is not for general use as it is imported from an alternative data source and so cannot be filled in directly by the user 115 Customer Tab Click on tab Customer to view As you cannot enter the Vehicle Record section without the vehicle set up this tab will always have a vehicle owner and invoicee filled in already However you are able to edit the details P Vehicle Record for Registration Number 01D12345 gt X Activity New Job Card Details Optional Car Customer Warranty Lease Sales Diary Service Diary Images Catalogue Reminders m Vehicle Owner m Invoice To ABBEY ELECTRICAL ALAN MCGEE B Customer List 255D ORRWELL PARK 4c No Customer Name GLADE GLADE 003195 ABBEY ELECTRICAL TEMPLEOGUE TEMPLEOGUE DUBLIN 6 Acc Ref CA0001 Contact Trade Contact Telephone 087 8348 160 Mick 1 086 389 2222 DARA New Vehicle Owner To change 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 customer s name and press Enter on keyboard lf the customer is on the system or there are a few customers with names containin
20. xternal Invoices 1373376 14 07 2009 247049 Internal Invoices Vehicle Activity Report It is split into two sections External Invoices and Internal Invoices All invoices pertaining to this vehicle will display with their corresponding Job No and the Date that it was signed off and any Work Detail that was recorded Clicking on the job number is blue will display the invoice for that job 135 ALAN MCGEE Ardee Business Park Ardee C o Louth Invoice No Customer No ALAOS035 Invoice Date Starting Order No Account No CAQ001 Completion Order No n a Job Setup Date 14 07 2009 gt 1373376 Operator ALAN MCGEE Reg Number 01012345 Chassis No CHASS Make LANDROVER Engine No Model DEFENDER 110 Mileage 0 Fleet No 0 Labour Details Labour Code Description VAT Time Price Disc Charge 1101 Pade oe Ti 100 60 00 0 00 60 00 Total Labour Value Parts List PartNo Description Oty Price Disc Charge Total Parts Value Instruction List Workshop Invoice In our example we have an external invoice 247049 and it was issued from the work done on Job No 1373376 Click in the top right corner to close the Workshop Invoice or click Print if you wish to print out a copy of the invoice 136 Change the Depot for a vehicle Enter the vehicles section and select the appropriate vehicle Click Optional tab P Vehicle Record for Registration Number 01D12345 Activity New Job Card Details Optional car
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