Available to subscription: Fleet Management with the Vehicle orders module
User role: Fleetmanager
What are vehicle orders?
With Vehicle orders you collect all the information about a vehicle you want to order and create an order file in Excel, which you can send to purchasing, the leasing company or the dealer. This makes sure the order is complete and saves manual work.
1. Select Fleet vehicles in the menu on the left.
2. Click Vehicle orders.
The list shows the project number, desired delivery date, supplier, who submitted the order, department, whether the vehicle replaces another one, and status. You can filter by associated employee and in the columns. Use the icons on the right to view, edit and delete an order.
Before you start: create the supplier
The supplier must be created under System setup > Fleet management > Suppliers with Leasing of vehicles ticked. Otherwise it cannot be selected on the order.
Create an order
1. Click Create.
2. Enter a project number, and select a supplier. Both fields are required.
3. Check Ordered by. The field is filled in with your name.
4. Choose how you want to order: specify brand and model, copy a previous order, or order a vehicle similar to an existing one.
5. Choose under Replace vehicle whether the new vehicle should replace an existing one.
6. Assign an employee to the vehicle if needed.
7. Fill in Delivery: desired delivery date (or As soon as possible), address and which weekdays and times delivery is possible.
8. Attach files on the Attach Documents tab if needed.
9. Click Save with status, and choose Draft, Approved or Approved and ordered.
Download the order file
Click Download under Download order to get the order as an Excel file. The file contains:
- Status and project number
- Leasing company name (the supplier)
- Created by and department
- Category and license plate color
- License plate of the vehicle being replaced
- Associated employee
- Expected delivery date and delivery address
- Delivery from and to (time)
- The weekdays when delivery is possible (Monday to Sunday)
If it is an urgent order, also contact the supplier directly.