About Fleet Vehicles
Under the menu item “Vehicles” you can create, delete, or edit vehicles in your fleet.
The blue columns allow you to search for specific vehicles using filters.
Once you have searched for a specific list of vehicles, you can use your report templates to download an Excel file containing all vehicles from your search results.
In the main overview view you can see all details for the vehicles found in your search. With the different tabs in the overview you can view and edit all vehicle details. The sections below describe the different tabs.
1/10 Master Data
Once a vehicle has been created, the vehicle information can always be found under the Master Data tab.
Vehicles are displayed as a list in the blue column.
On this page you can also add custom fields if you need a field that does not already exist. You can follow the guide for creating custom fields if needed. custom fields.
2/10 Leasing
If your vehicle is leased, you can enter information about the leasing agreement here.
This can include the duration of the leasing contract, the monthly payment, or the purchased kilometers included in the agreement.
3/10 Finance
In this tab you can enter the vehicle’s taxation base and environmental surcharge.
4/10 Equipment
If equipment has already been created, it can be assigned to the newly created vehicle.
To do this, go to the Equipment menu item and assign the vehicle there.
Please note that the vehicle must have the status Active and must have been assigned a license. In addition, the active date at the bottom of the vehicle’s master data must be set to a date in the past.
5/10 Fuel Cards
If your company has fuel cards, charging tags, or charging stations created under the “Fuel Cards” menu item, they can be assigned to the vehicle here.
6/10 Maintenance
The Maintenance tab allows you to see which maintenance tasks have been created for the vehicle.
To create or edit maintenance tasks, navigate to the Maintenance menu item.
7/10 Motor Registry Data
If you select “Fetch data” from the motor registry under the Master Data tab, you will be able to see the full data list from the registry.
You can retrieve the data by entering the vehicle’s license plate number on the Master Data page and clicking “Fetch data”. The vehicle’s master data will then be filled in automatically.
After this, the system will automatically synchronize weekly with the motor registry. If a vehicle is deregistered, it may take up to 6 days before the change becomes visible in Mileage Book.
8/10 Documents
If you have documents that are relevant or important for the vehicle, they can be uploaded here.
This could include documents such as inspection reports or leasing agreements.
9/10 History
This tab shows changes made to the vehicle.
You can see when a vehicle has been assigned to another employee.
You can choose which fields should be included in the history under System Setup > Fleet Management > Field Usage.
In this example, the field “Category” has been configured in Field Usage to be included in the history.
10/10 Notifications
Notifications related to the vehicle are displayed here.
For example, if the vehicle is due for inspection in the near future, it will appear here. Notifications can also appear if a vehicle has been driven outside the defined schedule or outside a configured zone.