Available to subscription: Fleet Management
User role: Administrator and Fleetmanager
Before you deactivate a department
When a department is to be closed down, it must be emptied first. Remember the rule:
- No vehicles or employees may be registered in the department.
- The department must not be able to use vehicles registered in other departments.
This guide shows how to find and correct the vehicles, and how to finally deactivate or delete the department.
Find vehicles the department may use
1. Go to Fleet vehicles > Vehicles.
2. Make sure the filters show all vehicles, for example all departments under Vehicle belong to department, and click Apply.
3. Click Report above the list and select Standard - Rapport. The Excel report has a column showing which departments may use each vehicle.
4. Search in Excel for the department you want to deactivate, for example "Temps" or "Area A", and note the license plates of the vehicles the department is linked to.
Standard - Rapport is available to everyone. The other reports in the screenshot are examples of reports you can create yourself. See Fleet Management - Reports.
Correct the vehicles
1. Open the vehicle under Fleet vehicles > Vehicles.
2. Check the field Vehicle belong to department under Master data, and select another department if the vehicle belongs to the department being deactivated.
3. Find Accessibility under Pool car and remove the department under Departments who use this car.
4. Click Save.
Employees in the department are moved to another department under System setup > Employees. See Adding employees as an administrator.
Edit, deactivate or delete the department
Go to System setup > Departments.
Edit
Click the pencil next to the department to change the name, department number, company, VAT no., address or compensation group directly in the list, and click the check mark to save. The clock icon shows the department's activity log.
Deactivate
The button under Status shows whether the department can be deactivated:
- Green text on a light green background: The department is active and not in use. Click the button to deactivate it.
- Green text on a white background: The department is active and in use somewhere in Mileage Book and cannot be deactivated yet.
Delete
Nothing is deleted in Mileage Book unless you use the trash can. If the trash can is black, the department can be deleted. If it is grey, it cannot be deleted.