Asset/Vehicle Record Overview

Overview

This article explains the different tabs within a vehicle profile.

In order to add & edit vehicles you need to have the user permission to do so

Information Tab

The Information Tab provides the mandatory fields, most commonly used fields and the total life running costs for a vehicle/asset.

 

Vehicle Identification (1) [Fleet #] [Rego] [Make] [Model] [Configuration/Specification] [Vehicle Type] 

Vehicle Service Status (2) uses the vehicle allocation status in Gearbox to identify the availability of your fleet to allocators. Available status' include: In Service, Out of Service - Planned, Out of Service - Unplanned, Parked, Pending, Sold

Vehicle Specific Reports (3) for Parts Lists, Information, History (Detail), or History (Summary) PDF reports. History (Summary)  allows users to download or email 3, 6, 12, 24 month, or full maintenance history reports. Full history is also available in XLSX.

Add Photo (4) upload images of the asset/vehicle, to be displayed in the centre of the page.

The Documents module must be active on the subscription in order to utilise this function

Mandatory Fields (5) for the Fleet # as a unique identifier for the asset. Use Groups & Subgroups to filter your asset throughout Gearbox by using divisons,  locations, cost centres or other business grouping. Assign an asset to a Vehicle Type (ie. truck, trailer, excavator, etc...), assign an asset to a Service Group used to define assets service intervals, tolerances and jobcard items.

* Indicates mandatory fields in order for the record to be saved

Vehicle Metrics (6) identifies the assets whole life maintenance costs for services, repairs, tyres, fuel and other. The current max odometer and hour meter readings are also displayed.

Information Fields (7) for commonly referenced information of make, model, configuration/specification, vin and build date. You can also set the vehicle icon.

Custom Fields 1-6 (8) labels can be changed via the Settings page by searching 'vehicle spare field' under System Parameters. You can use these spare field for Etag numbers, Phone, Fuel card numbers.

Registration (9) The registration due field is one of the elements that contribute to the vehicle traffic light status. Tick the un-registered field to prevent a red traffic light appearing for unregistered vehicles.

Engine Information (10)  Check this powered checkbox for all powered units. This is to identify trucks/trailers in compliance (NHVAS) reports. Enter applicable engine information below.

Axles Tab

Axle Configuration (11) Configure a total 8 axle groups for the asset/vehicle's with the following selections; none, single, dual, triple, quad via Vehicle Axle Configurations & Layout

Axle Information (12) Record axle make, rims, tyre size, suspension, brakes, slack adjustments and differential if you have a variety of assets and require this level of detail to be easily available.

                                                                                                                                    

Settings Tab

Dimensions (13) Configure the asset/vehicle's dimension information in the following fields; GCM, GVM, TARE, ATM, length, height, width, volume, pallets, 
Configuration (14)  Fuel Types, the Fuel Credit Category relates to OnRoad, OffRoad, or Auxiliary this is used when generating the Fuel Credit Report, Adblue Percentage, Vehicle Offset Configuration can be configured in the Mileage & Hours Offset boxes, Road User Charge (RUC) for New Zealand customers, Prestart Checkli for assigning the Prestart Checklist to the asset/vehicle and Attached Assets/Trailers is used to document any attached assets or vehicles.

Custom Fields (15) these labels can be changed in the settings by searching 'vehicle spare field' under System Parameters.

Exclusions (16) Asset/Vehicle Exclusions are used to exclude the asset/vehicle from what has been listed; Service Miles/Kms, Service Days, or Service Hours, Prestarts, Inspections, Fuel, Mileage, Running Costs, or Mass Sheets.

 

 

Reminders Tab

The Reminders Tab displays a list of open and closed Vehicle Reminders configured against the asset/vehicle you can also Add New Reminder(s) (17)

 

Parts Tab

Service Parts (18)  allows users to allocate specific parts to be prefilled on Services based on the Service Type. For further details on Vehicle Service Parts

Parts Used (19) Parts Used table will display parts that have been utilised in work orders ( Service, Repairs, and Tyres. )

Equipment Issues (20)  displays records in which the asset/vehicle has been allocated parts within Equipment Issue records.

 

History Tab

Maintenance History (21) displays all Service, Repair, Tyre, Other, and Inspection records created for the asset/vehicle. Cells shaded in green indicate the Service was completed on time, and red if the Service was overdue. Use the search field to quickly identify the last time warranty items such as alternators, power steering pumps, turbos and radiators were replaced to avoid paying for items under warranty.

Fault Report History (last 20 records) (22) The Fault Report History table will display the last 20 records raised against the asset/vehicle. To view additional records navigate to the open or archived Fault Reports pages.

Accidents History (23) The Accident History table displays all Accident records raised against the asset/vehicle.

Vehicle Notes (24)  Logs major changes or manual notes relating to the asset/vehicle including fleet number, registration, registration due and offsets.

 

 

Odometer Tab

More (25)  provides detailed information on an asset/vehicle's meter readings and service due including meter readings, last service km, last service hours, last service date.

Odometer Readings (last 20 records)

Fuel Odometer Readings (last 20 records)

Prestart Odometer (last 20 records)

Allocation Status History (last 20 records)*

 

 

Compliance Tab

Accreditation/Compliance (26) for Maintenance & Mass entry and exit dates, NHVAS label number, Intercept book number and Accreditation number.

Inspection Types (27) Users are able to assign Inspection Types to vehicles such as annual inspections and hatch and vent tests.

Mass Limits (28) Users are able to configure Mass Limits to be used when Prestart users create Load Sheets from the Prestart app. 

Inspection History (last 20 records) (29) Displays the last 20 Inspections created for the asset/vehicle. 

Permit History (last 20 records) (30) Displays the last 20 Permits created for the asset/vehicle.

 

 

Financials Tab

The Financials tab is only visible to Gearbox users with Manager or Admin permissions in the Maintenance module.

Purchased (31) The financials tab is used to document details regarding the purchase/acquisition of the asset/vehicle; Purchase Date, Purchase From, Purchase Price, Purchase Currency, Condition, End of Warranty, Insurer, Third Party Insurance, Insurance Value, Capex Completed Purchase

Leased (32) The following fields are used to document details regarding if the asset/vehicle is leased; Leased, Contract Number, Start of Lease, End of Lease, Term, Monthly Payment, Allowed Usage, Maintained, Residual

KPI's (33) CPK (Charges Per Km) Start Mileage, CPH (Charges Per Hour) Start Hours, Target Disposal Date, Kms Per Litre, Target CPK (Charges Per Km), Target CPH (Charges Per Hour), Target CPD (Charges Per Day), Max Repair Expenditure

Sold (34) These fields are used to remove asset/vehicles from your fleet; Sold, Sold/Disposal Date, Disposal Type, Sold/Disposed To, Sold Price/Funds Received, Approved By, Comments, Capex Completed

Maintenance General Ledger Codes (35) These are used for account purposes; Service GL Code, Repair GL Code, Tyre GL Code. These values will copy down to a Work Order and Purchase Order when a vehicle is nominated.

 

 

Documents Tab

This tab displays any documents uploaded to or tag against the asset/vehicle.