Service Record - Fleet

A record of work done on a vehicle (a scheduled service, a repair, a tyre change, an accident repair), with what it cost and when the next one falls due.

When to use it

When a vehicle comes back from the workshop and you have the garage's bill, or when you want to book in a service that is coming up.

Before you start

The vehicle must exist in Fleet Vehicles, which in turn needs its record in Fixed Assets.
The Category you want to use must be set up.
You need create rights on this screen.

Where to find it

Fleet > Service Record.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Service	Vehicle	The vehicle that was serviced. Pick it from the asset register.	No
Service	Date	Date the work was carried out. Fleet cost figures place the spend in a period by this date.	No
Service	Service #	Optional reference (vendor invoice number, etc.)	No
Service	Type	scheduled / unscheduled	No
Service	Category	Decides whether this cost shows as service or repair on fleet reports. Anything not routine counts as repair.	No
Service	Service Center	Name of the garage or workshop that did the work.	No
Service	Description	What was done in this service. It also shows on the service-due reminder raised from this record.	No
Service	Parts Replaced	List of the parts changed. A note only - it does not take anything out of stock.	No
Service	Status	upcoming / in_progress / completed / cancelled	No
Service	Performed By	Who did the work. It is free text and is not linked to a vendor record.	No
Service	Approved By	Who signed off this service. They are set as the owner of the service-due reminder it raises.	No
Service	Notes	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Reading	Odometer (km)	Odometer when the vehicle went in. Recorded here only - it does not move the vehicle's own meter.	No
Reading	Engine Hours	Hour meter when the vehicle went in. Recorded here only - it does not move the vehicle's own meter.	No
Cost	Labour Cost	Labour charged for this service. It is added to Parts Cost to give the total that fleet costs use.	No
Cost	Parts Cost	Parts charged for this service. It is added to Labour Cost to give the total that fleet costs use.	No
Next	Next Due (km)	Odometer at which the next service falls due. A note only - the reminder comes from Next Due Date.	No
Next	Next Due Date	Drives the service_due reminder	No

How it works

Labour Cost and Parts Cost are added together. That total is what this job adds to the vehicle's running cost, in the month of the Date.

Two things decide how that spend is reported. The first is Status: only Completed and In progress reach the cost figures, so a job left at upcoming or cancelled costs nothing. The second is Category. Regular Service, Major Service, Oil Change and Inspection are reported as servicing. Every other category, including repair, tyre, brake, body, electrical, engine and accident, is reported as repair. The Service and Maintenance and Vehicle Cost Breakdown reports show that split.

Setting a Next Due Date puts a service reminder for that vehicle into the shared calendar, with alerts ahead of the date. The person named in Approved By becomes the owner of that reminder, so fill it in if you want the reminder to reach somebody in particular. Next Due (km) is a note for your own use; the reminder comes from the date only.

Tips and common mistakes

Leave the status at Completed for work that is done. If you file a finished job as upcoming, its cost stays out of every fleet report.
Pick the Category carefully. It is the only thing that separates routine servicing from repair spend, and that is usually the number a manager is looking at.
Odometer (km) and Engine Hours here are recorded against this job only. They do not move the vehicle's own meter, which comes forward from trips on the Vehicle Log Sheet.
Parts Replaced is a written note. Saving it takes nothing out of stock, so issue the parts on a Stock Issue if they came from your own store.

Fleet Vehicles, Compliance, Vehicle Log Sheet, Service and Maintenance report, Vehicle Cost Breakdown report.