SuccessWare21’s Vehicle Management Module is accessed in the
Management section of SuccessWare21’s Main Menu. It allows you to…
·
Keep track of vehicle mileage by
vehicle/employee
·
Track fueling of vehicles and monitor each
vehicle’s fuel consumption (mpg),
·
Manage a maintenance schedule for vehicles for
regular maintenance,
·
Forecast which vehicles are due for regular
maintenance,
·
Maintain a service history of regular
maintenance and repairs.
The Vehicle Manager consists of five views: Vehicles, Mileage
Log, Fuel Log, Maintenance and Service.
Each of these views/grids can be printed by selecting the grids popup
menu “print” option. Right click on the
grid for options.
·
New (insert)—Press insert
to add a new record.
·
Edit (enter)—Press enter or double click to edit
a record.
·
Refresh (F5)—Press F5 to refresh the current
grid.
· Print—Right click and select print to print the grid. The print options will allow you to select the fields/columns to be included in the report. Sort and Group Options are also available and operate the same as in other SuccessWare21 reports.
Access to the Vehicle Manager and its operations in controlled
by the user ability for “Vehicle Management” located in the user group form on
tab #3 “Setup/Misc”.
In this view you can enter and edit your basic vehicle
information. Editing of this information
is performed in the grid. Right click on
the grid for a popup menu of options.
You can add vehicles, edit vehicles, and delete vehicles. Only vehicles that have no mileage, fuel,
maintenance, or service history can be deleted.
By default, the “active” filter is on. This displays only “active” vehicles. You can toggle this filter on/off by clicking
the “active” filter indicator. Turn the
filter off to see both active and inactive vehicles. Inactive vehicles will not be available for
selection in the vehicle reference book.
When inserting/editing vehicles the
following fields are required: VehicleNo.
The CurDriver field is read
only. The value of this field is
determined based on the mileage logs entries for that vehicle.
The vehicle numbers you record in this view will be used to
identify vehicles when making mileage log entries, fuel log entries,
maintenance schedules and service history.
Editing of vehicle information occurs in the data grid.
This log is used to record start and end mileage on a date
for a particular employee. Editing of
this information is performed in the grid.
It is from this information that a vehicle’s current mileage and current
driver is obtained for the other views and reports. If mileage entries are not maintained, the
system will not be able to accurately determine a vehicle’s current mileage or
current driver.
When viewing mileage logs, you must supply a date range for
your data filter. You can also
optionally specify a vehicle number and/or a driver.
When inserting/editing mileage entries the
following fields are required: VehicleNo, Driver, Date, StartMileage.
The Start Mileage cannot fall between the start and end of
any other entry for the same vehicle. If
an EndMileage is entered, the start-end range cannot
conflict or overlap with any other entry for the same vehicle.
The Miles field is read only and calculated based on the
start and end mileage fields.
When printing this grid, the total Miles are included on
both group and report summaries. The mpg
is calculated on the group and report summary.
This log is used to record vehicle fueling. Editing of this information is performed in
the grid. In order to use this
information to determine a vehicle’s fuel consumption (mpg), the vehicle’s tank
must be filled when fueling and the “FullTank” column
must be checked when making entries.
When viewing fuel logs, you must supply a date range for
your data filter. You can also
optionally specify a vehicle number.
When inserting/editing mileage entries the
following fields are required: VehicleNo, Date, Mileage, and Gallons.
The Miles, mpg, PriorMileage, and PriorFull fields are read only. Miles is calculated based on Mileage and PriorMileage. PriorMileage and PriorFull are
derived from the entry immediately preceding the current entry for the same
vehicle. Mpg is calculated only if FullTank and PriorFull are
true. In this case, the mpg is
calculated based on the Miles and Gallons columns.
When printing this grid, the total Gallons, Cost and Miles
are included on both group and report summaries. The mpg is calculated on the group and report
summaries.
In this view, you can add/edit/delete regularly scheduled
maintenance for vehicles. Editing of
this information is performed in the grid.
Maintenance entries are considered to be maintenance service planned for
a particular vehicle on some regular basis.
This frequency is measured in miles and/or days (i.e., every x miles or
every n days, which ever comes first). Maintenance is service planned, but not yet
scheduled for a particular date.
If you keep track of service history in the service view,
SuccessWare21 will be able to tell you the last time a particular maintenance
service was performed on the vehicle. It
will also tell you when the vehicle is due for the service again (miles/date).
When viewing maintenance entries, you must supply a number
of miles and a number of days to filter for maintenance due in the next ‘x’
miles or the next ‘x’ days. You can also
optionally specify a vehicle number, driver, and/or service code.
When inserting/editing maintenance entries
the following fields are required: VehicleNo, SvcCode, FreqMileage, and FreqDays.
The fields LastSvcMileage, LastSvcDate, CurMileage, DueMileage, DueDate, and CurDriver are read only and calculated as follows:
LastSvcMileage and LastSvcDate are derived from the Mileage and Date recorded
on the most recently completed service entry with the same SvcCode
recorded for that VehicleNo.
CurMileage and CurDriver
are derived from the mileage entry most recent to today’s date.
DueMileage and DueDate
indicate at what mileage or date the maintenance becomes due. These are calculated as the CurMileage plus FreqMileage and
Today’s Date plus FreqDays.
Right-click on a maintenance entry and
select “Schedule vehicle service…” to create a related service entry for a
vehicle. This will create a
service entry with the correct VehicleNo and SvcCode.
In the service view, you can add/edit/delete scheduled or
completed service for vehicles. Editing
of this information is performed in a popup Vehicle Service form. Service entries are considered to be either
regular maintenance or unexpected repairs that are actually scheduled for a
date, or completed.
When viewing service entries, you must supply a date range
for your data filter. You may also
optionally specify a VehicleNo, Driver, and/or SvcCode.
When inserting/editing service entries,
the following fields are required: VehicleNo, SvcCode, Date.
If the service entry is marked complete, Mileage and Cost are also
required.
SvcCode is selected from the
Reference Book “Vehicle Service Codes”.
These codes indicate either maintenance or repair service based on the SvcType of “Maint” or “Repair”.
When inserting/editing service codes in
the “Vehicle Service Codes” reference book, the following fields are required: SvcCode, SvcType, Description. If the SvcType is “Maint” then FreqMileage and FreqDays is also required.
FreqMileage and FreqDays
do not apply when the SvcType is “Repair”.