To clone a vehicle record definition

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As the variations in fleet vehicles may be only minimal, it is possible to clone existing vehicle record definitions - retaining all the classification attributes and configuration settings, as well as the ascribed resource operatives and custom reference values - and apply the required changes to the new copy, thus saving time and effort.


The procedure to clone a vehicle record definition is as follows:

  1. Navigate to Quick Menu > Vehicle Management > Configuration > Vehicle Definition. The Vehicle Details window is displayed.
  2. Expand a vehicle classification within the relevant contractor subheading and select a vehicle record from the hierarchical list, or type its name into the Search Vehicle field. By default the list is filtered to show Current vehicles. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations 1.
  3. Click on Clone Vehicle. The Vehicle Details window is populated with all the attributes of the source vehicle record.
  4. Using the Contractor drop-down field, ensure that the selected contractor name is still valid for the cloned vehicle and apply any required change.
  5. Enter the Registration number of the cloned vehicle into the field provided.
  6. Using the Companies drop-down field, multi-select all companies relevant to the operating boundaries of this cloned vehicle, or choose the All option, as required 1.
  7. Using the Vehicle class, Vehicle make and Vehicle model drop-down fields, ensure that the selected characteristics (e.g. Truck, Van, Long Wheelbase Van, etc.) and manufacturer's classification (e.g. Ford Transit) are still valid for the cloned vehicle and apply any required changes 2.
  8. Using the Ownership drop-down field, ensure that the selected acquisition method used to obtain the cloned vehicle is still valid and apply any required change i.e. Leased or Owned.
  9. Where Leased is selected as the acquisition method, use the adjacent Leased from drop-down field to specify the leasing company 3. The period of the lease can also be specified in the accompanying Lease start date and Lease end date fields 4.
  10. Using the Vehicle duty class drop-down field, ensure that the selected excise duty banding is still applicable to the cloned vehicle and apply any required change 5.
  11. Using the Fuel type drop-down field, ensure that the selected parameter value confirming the correct fuel for the cloned vehicle is still valid and apply any required change e.g. Petrol, Diesel, Electric, etc. 6.
  12. Enter the MOT expiry date and Tax due date for the cloned vehicle using the corresponding calendar icons (), or type in the dates directly (format DD/MM/YY or DD/MM/YYYY).
  13. Use the Comments field to add any contextual information relevant to the cloned vehicle.
  14. Choose an Effective from date for this cloned vehicle i.e. the date on which it was brought into service 7.
  15. Choose an Effective to date if the cloned vehicle's inclusion within the fleet is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the vehicle will remain in service for the foreseeable future.
  16. Click on Save. A unique system-generated reference number is assigned to the cloned record 8.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 The Search Vehicle field will match against any element of the registration number or contractor name.

2 These custom values can be populated by the end user via the system parameters entitled Contractor Vehicle Class, Contractor Vehicle Make and Contractor Vehicle Model respectively.

3 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Leased From.

4 The permitted date entry format is DD/MM/YY or DD/MM/YYYY.

5 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Duty Class.

6 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Fuel Type.

7 The Effective from date defaults to the current system date and cannot be left blank.

8 Steered entirely by the end user, a reference number convention must be predefined for the Vehicle Reference entity.


See related topics...

Vehicle record maintenance overview

To define a reference number syntax

To define a general lookup parameter value