Access Vehicles
Track expenses and revenue generated by company vehicles using Vehicle Tracking. See the Browse VT Vehicles window which lists all active Vehicles to review or edit. Create a new Vehicle by selecting the Add button. Look for which indicates a required field.
Access |
Grant permission to User Profiles in Access User Profiles > select a User Profile > Security > Vehicle Tracking> Menu Security > Access Vehicles. |
Vehicle Basics
Enter a seven character alpha-numeric ID for the vehicle. Please note that spaces are not allowed in this field.
Provide the specifics of the vehicle
Model Year of the vehicle.
Make - The Maker of the vehicle in this 20 character alphabetical field.
Model- Model of the vehicle in this 25 character alphabetical field.
The Department for the vehicle is a three character alpha-numeric field. Only users with permission to the department will be able to select the vehicle in Merchant Ag PM. See Access Departments for details on existing Departments or review user access in Admin > System Security > Access User Profiles > Security > Departments.
Enter the Type of the Vehicle. See Access Vehicle Types for more information.
Enter a vehicle Description in this 50 character alpha-numeric field.
The name of the Driver, up to 40 alpha-numeric characters, assigned to this vehicle can be entered.
Provide the Starting Mileage for the vehicle.
In Service Date is the date from when the Vehicle's expenses and revenue will be tracked.
The Capital Cost, the Cost to purchase the vehicle can be entered.
Add any Notes about the vehicle in this 70 character alpha-numeric field.
VIN- The 17 character alpha-numeric identifier of the vehicle.
Track the Tag, the license plate number of the vehicle.
Gas Card 1- The Gas Card ID number for the vehicle. This field is numeric only.
Gas Card 2- The Gas Card ID number for the vehicle. This field is numeric only.
Use the drop down menu to select the Truck Type.
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Use the drop down list to choose a Meter Type of N/A or Letro-Count LCR-II depending on the Truck Type.
Enter a fixed Asset ID for the vehicle in this optional field.
Provide the Expected Life (months), the life expectancy of the vehicle in months.
When the Vehicle status is changed to Disposed, enter the Date Disposed the vehicle is removed from Vehicle tracking.
Enter any Disposal Proceeds if disposal occurs due to vehicle sale.
Status indicates if the vehicle is
- Active
- Disposed
As Vehicle Tracking is used in transactions, the information is saved to an Activity tab. Learn more about the information on each tab by clicking on the Activity tab title.
Transactions- Lists all transactions associated with the selected Vehicle.
Cost Codes- View the list of Cost Codes used with the selected Vehicle.
Orders- Review the orders the selected Vehicle was used and the amount of revenue generated.
Pots-Use for Oil & Energy Vehicles.
Purchasing- Track Vehicle purchase and warranty information.
DOT Info- Enter Department of Transportation information for vehicles.
Usage Info- Enter Usage information for a vehicle.
Details- Record vehicle specific information.