Available to subscription: Fleet Management
User role: Fleetmanager
Where to find the vehicles
Under Vehicles you find all vehicles in your fleet. This is where you create, edit and deregister vehicles, and where you can export reports to Excel.
1. Select Fleet vehicles in the menu on the left.
2. Click Vehicles.
The page has three columns:
- Filter: search by, for example, status, department, vehicle name, license plate, environmental payment and your own custom fields. Click Apply to search and Clear filter to reset.
- Vehicle: the list of vehicles matching your filter. You can sort the list, and the number of vehicles is shown at the top. This is also where you find the Report and Add buttons.
- Details: all information about the vehicle you have selected in the list.
Export to Excel with Report
The vehicle list has no Excel button. Instead, you use the Report button, which creates an Excel file based on a report template.
- Report at the top of the vehicle list: creates one Excel file with all vehicles in your search result. Filter first if you only want specific vehicles included.
- Report on the selected vehicle: creates the same report, but only for the vehicle you have selected.
The report Standard - Rapport exists for all customers. It includes, for example, the vehicle's name, VIN, fuel type, color, fleet group, brand, model, status and weight. You can create more reports yourself and decide which columns they include under System setup > Fleet management > Reports.
Buttons on the vehicle
- Report: Excel report for the vehicle.
- Save: saves your changes.
- Request transfer: shown when the vehicle has the status Active - Free for transfer, so another department can ask to take it over.
- Delete: deletes the vehicle. Consider giving it the status Sold, Returned or Inactive instead, so the history is kept.
The tabs on the vehicle
Master Data
The basic information: name, license plate, status, department, fleet group, mileage, license, inspection and service, fuel type, time schedule, pool car settings and which employee the vehicle is assigned to. Click Retrieve data to get the vehicle's data from the Motor Register.
A vehicle can have these statuses: Created, Ordered, Active - In use, Active - Available, Active - Free for transfer, Sold, Returned and Inactive.
Leasing
Information about the leasing contract, for example contract period, monthly payment and kilometers bought.
Economy
For example taxable value and environmental payment.
Assets
The assets attached to the vehicle.
Fuel Card
Fuel cards, charging cards and charging stations assigned to the vehicle.
Maintenance
The maintenance tasks created for the vehicle.
Motorregister
All data from the Motor Register. Mileage Book automatically syncs with the Motor Register once a week, so a deregistration can take up to 6 days to show.
Documents
Upload, for example, the registration certificate, invoice, inspection report or leasing contract, so everyone responsible for vehicles can find them.
History
Changes to the vehicle, for example when it is assigned to another employee. You choose which fields keep history under System setup > Fleet management > Fields.
Notifications
Messages about the vehicle, for example upcoming inspections, driving outside the time schedule or driving outside a zone.