The papers a vehicle has to carry and keep current: insurance, bluebook, pollution certificate, route permit and the like. Each has the date it runs out and what it cost.
When to use it
Every time a document is issued or renewed. The renewal date then goes into the calendar, and the fee lands on that vehicle's running cost.
Before you start
- The vehicle must exist in Fleet Vehicles, which in turn needs its record in Fixed Assets.
- The kind of document you are recording must exist as a compliance type.
- You need create rights on this screen.
Where to find it
Fleet > Compliance.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Vehicle | The vehicle this document belongs to. Its fee lands on that vehicle in the fleet cost report. | No |
| Type | Insurance / Bluebook / Pollution / etc. | No |
| Issuer | Who issued the document, such as the insurer or the transport office. It is for your record. | No |
| Document # | Number printed on the document. It shows in the renewal reminder, so the right paper is easy to find. | No |
| Issued Date | Date the document was issued. The fee is reported in this month, and with no date it drops off the cost report. | No |
| Expiry Date | Drives the compliance_expiry reminder | No |
| Premium / Fee | Premium or fee paid for this document. It shows as this vehicle's cost in the month it was issued. | No |
| Document | Scan / photo of the document | No |
| Status | active / expired / renewing / cancelled | No |
| Notes | (not explained yet) | No |
How it works
Saving does two things besides storing the record.
First, the Expiry Date goes into the shared calendar as a renewal for that vehicle, and reminders are raised ahead of it so the document is not missed. Change the expiry and the calendar entry moves with it. Clear the expiry, or set the status to cancelled, and the entry is withdrawn.
Second, the Premium / Fee is counted as that vehicle's cost in the month of the Issued Date. It shows up in the fleet cost and expense reports. A record saved with no Issued Date has no month to sit in, so its fee never reaches those reports, even though the amount is stored.
To renew, add a new record for the new period instead of editing the old one. Last year's premium then stays in last year's costs, and you keep the history of the document numbers.
Tips and common mistakes
- Always fill in the Issued Date as well as the expiry. Without it the fee does not appear on the cost reports.
- Attach the scan. The reminder tells you the document number, and having the document itself on the record saves hunting for the paper copy.
Related guides
- Fleet Vehicles, Service Record, Vehicle Log Sheet, Fleet Compliance Tracker and Vehicle Expense Register reports.