The procedure to create a new vehicle record definition is as follows:
- Navigate to Quick Menu > Vehicle Management > Configuration > Vehicle Definition. The Vehicle Details window is displayed.
- Click on New Vehicle. All fields are activated ready for data entry.
- Using the Contractor drop-down field, select the name of the contractor to whom the vehicle relates.
- Enter the Registration number of the vehicle into the field provided.
- Using the Companies drop-down field, multi-select all companies relevant to the operating boundaries of this fleet vehicle, or choose the All option, as required
1.
- Use the Vehicle class, Vehicle make and Vehicle model drop-down fields to characterise the type of vehicle being added to the fleet (e.g. Truck, Van, Long Wheelbase Van, etc.) and also the manufacturer's classification (e.g. Ford Transit)
1.
- Using the Ownership drop-down field, select the acquisition method used to obtain the fleet vehicle i.e. Leased or Owned.
- Where Leased is selected as the acquisition method, use the adjacent Leased from drop-down field to specify the leasing company 2. The period of the lease can also be specified in the accompanying Lease start date and Lease end date fields 3.
- Using the Vehicle duty class drop-down field, select the excise duty banding applicable to the fleet vehicle 4.
- Using the Fuel type drop-down field, select a parameter value to confirm the correct fuel for the fleet vehicle e.g. Petrol, Diesel, Electric, etc. 5.
- Enter the MOT expiry date and Tax due date for the fleet vehicle using the corresponding calendar icons (
), or type in the dates directly (format DD/MM/YY or DD/MM/YYYY).
- Use the Comments field to add any contextual information relevant to the fleet vehicle.
- Choose an Effective from date for this vehicle i.e. the date on which it was brought into service 6.
- Choose an Effective to date if the 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.
- Click on Save. A unique system-generated reference number is assigned to the new record 7.
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 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.
2 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Leased From.
3 The permitted date entry format is DD/MM/YY or DD/MM/YYYY.
4 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Duty Class.
5 These custom values can be populated by the end user via the system parameter entitled Contractor Vehicle Fuel Type.
6 The Effective from date defaults to the current system date and cannot be left blank.
7 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 assign a resource to a vehicle record
To add a custom reference to a vehicle record
To clone a vehicle record definition
To define a reference number syntax
To define a general lookup parameter value
