In this section
Fleet Manager tab
The Fleet Manager page allows you to record and schedule Periodic Maintenance (PM) for your vehicles (see Fig. 1).
Periodic Maintenance refers to servicing that is done on a regular basis, normally after a predetermined mileage (referred to as units traveled) or after a given number of days.
NOTE: The Fleet Manager page deals specifically with Periodic Maintenance (PM). Rental Car Manager also allows the set up of what is referred to as a Manual Service, which is normally an unscheduled service or a repair. Manual services can be entered from either the Manual Service tab on the Vehicle Update page or from the Fleet Manager page.
Fig. 1. The Fleet Manager submenu
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Setting up Fleet Manager
If you have different categories of vehicles that have varying service requirements, you should set up different schedule categories for each of your vehicle categories, e.g. if you have two vehicle categories named 'Cars' and 'Trucks,' you should also set up two separate schedule categories corresponding to these vehicle categories, since each would have different servicing requirements.
Aside from vehicle categories, you will need to set up the various PM services available for your vehicles. You will also need to set up service types, service items, service statuses, service authorities, and vendors. You can do all of these maintenance activities from the different tabs in Fleet Manager.
After you've set up all of the prerequisites mentioned above, you can now add a PM service to your vehicles.
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View or search for a vehicle
Before you can define a new PM service, you need to search for the vehicle you want to add a new PM service to.
Firstly navigate to the Fleet Manager page (Vehicle Maintenance > Fleet Manager).
To add or edit the PM services for several vehicles at the same time, select a location and vehicle category. Alternatively, to add or edit a PM service for a specific vehicle, enter the vehicle's registration or fleet number (see Fig. 2).
Fig. 2. Select the search criteria
Once you have entered the search criteria click View.
The search results will then be displayed onscreen (see Fig. 3).
Fig. 3. Search results
As you can see from the search results displayed on the Fleet Manager page, for each of your vehicles, you can do the following maintenance operations:
A. Add a new PM service
B. Edit PM services
C. View last PM service
D. Add a Manual Service
E. List services
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Add a new PM service
To add a new PM service first search for the vehicle you want to schedule maintenance for (see View or search for a vehicle).
Once you have found the vehicle you want to schedule maintenance for click New PM Service to open the New PM Service page (see Fig. 4).
Fig. 4. Click New PM Service
In the New PM Service page, click New Service (see Fig. 5).
Fig. 5. Click New Service
On the New Service page (see Fig. 6):
A. Select the vendor from the list. Values shown on this list should have been previously set up under the Vendors tab in Fleet Manager.
B. Select the service date, which is set to the current date by default.
C. Optionally, enter the Service Mileage and select the Branch.
D. Select the approving authority. Values shown on this list should have been previously set up under the Service Authority tab in Fleet Manager.
E. Optionally, you can enter the Total Cost, Labour Cost, PO#, Invoice # and the Invoice Date.
F. Select the status of the service items included in the PM service. The service items shown on the page are set up and linked to the service type under the Service Items tab in Fleet Manager. Also, the service statuses should have been previously set up under the Service Status tab in Fleet Manager.
G. Optionally, you can enter notes for each service item.
Fig. 6. Enter the details of the PM service
Once the New Service page has been filled out click Submit. This will add the new service to the list of PM services for the vehicle.
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Edit a PM service
To edit a PM service first search for the vehicle you want to schedule maintenance for (see View or search for a vehicle).
Once you have found the vehicle you want to edit services for, click Edit services (see Fig. 7).
Fig. 7. Click Edit services
On the Edit PM Service page (see Fig. 8), you may perform the following operations:
A. To view the details for a PM service, click View. The details of the PM service are then displayed onscreen.
B. To edit the PM service, click Edit Service. The PM service should have been added previously to the system (see Add a new PM service).
To edit the PM service, follow steps 3 and 4 in Add a new PM service.
C. To delete a PM service, click Delete Service. Click Yes on the confirmation message to delete the PM service.
Fig. 8. View, edit or delete a PM Service from the Edit PM Services page
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View the last PM service for a vehicle
To view the last PM service for a vehicle first search for the vehicle you want to view the last service for (see View or search for a vehicle).
Once you have found the vehicle you want to view the last service for, click Last PM (see Fig. 9).
Fig. 9. Click Last PM
The details of the last scheduled PM service for the vehicle are then displayed in a separate browser window (see Fig. 10).
Fig. 10. The details of the last scheduled PM service
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Add a manual service for a vehicle
As noted previously, Fleet Manager is used for maintaining PM services for your vehicles. In addition, you can add a manual service to a vehicle using Fleet Manager. You can also add a manual service to a vehicle from the Vehicle Update page (see Vehicle Update).
To add a manual service for a vehicle first search for the vehicle you want to add a manual service for (see View or search for a vehicle).
Once you have found the vehicle you want to add a manual service for, click Manual Service (see Fig. 11).
Fig. 11. Click Manual Service
Select a service type (see Fig. 12).
Fig. 12. Select a Service Type
Click Submit to open the New Service page.
On the New Service page (see Fig. 13):
Fig. 13. Enter the manual service details
A. Enter the vendor/provider who will be performing the service. The vendors on the list are defined under the Vendors tab in the Fleet Manager submenu.
B. Enter the name for the manual service to be performed on the vehicle.
The remaining fields are optional.
Click Submit to save the manual service.
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View a list of PM services for a vehicle
You can generate a list of PM services that have been performed for a vehicle in Rental Car Manager.
To view the list of PM services firstly search for the vehicle you want to view the PM services for (see View or search for a vehicle).
Once you have found the vehicle you want to see the list of services for click List Services (see Fig. 14).
Fig. 14. Click List Services
The list of PM services for the vehicle are then displayed in a new page (see Fig. 15).
Fig. 15. The list of PM services for a vehicle
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