The list of your company's vehicles: trucks, pickups, cars, bikes and tractors. For each one it keeps the details a fleet needs to run, such as fuel type, odometer or engine-hour readings, the service schedule, an internal charge-out rate and GPS info. Each vehicle is linked to its asset record in Fixed Assets.
When to use it
When you add a vehicle to the fleet, and to keep its service schedule and readings up to date.
Where to find it
Masters > Fleet Vehicles.
Before you start
A vehicle here links to a Fixed Asset. Add the vehicle in Masters > Fixed Assets first, since that record holds the plate or tag and the name. Then create its Fleet profile here.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Fixed Asset | Pick the asset record for this vehicle (it gives the plate and name). | Yes |
| Tracking Unit | How you track usage: km, engine hours, or both. | Yes |
| Fuel Type | Diesel, Petrol, Electric, CNG, LPG, Hybrid, or None. | No |
| Engine CC / Seating | Engine size and seats. Numbers only. | No |
| Vehicle Class | Bus / Car / Truck / Pickup / Tractor / ... | No |
| Department / Cost Center | Who the vehicle belongs to (for cost reporting). | No |
| Assigned To | A site or project label. | No |
| Current Odometer / Engine Hours | Latest readings (usually updated automatically from trip logs). | No |
| Last / Next Service (km and date) | The service schedule. A Next Service date raises a reminder. | No |
| Internal Rate + Rate Unit | The rate this vehicle is charged in at (per km / hour / day) for project costing. | No |
| GPS Device ID / Provider | GPS tracker details, if any. | No |
| Photo / Notes | A picture and free notes. | No |
Adding a record
- Check that the vehicle's Fixed Asset exists (Masters > Fixed Assets).
- Open Masters > Fleet Vehicles and click Add / New.
- Pick the Fixed Asset and the Tracking Unit (both required).
- Fill in the fuel, class, department, service schedule and rate that apply.
- Click Save.
What's already there
Your demo company comes with 106 vehicles: a mixed fleet of buses, cars, trucks, pickups, tippers, tractors, motorbikes and vans.
Tips and common mistakes
- Always pick a Fixed Asset. A Fleet profile cannot exist on its own; it adds detail to an asset record.
- Tracking Unit must be km, hours or both. The dropdown offers only those.
- Readings update themselves from trip logs, so you normally do not type the odometer by hand.