Successware contains a Vehicle Management Module which allows you to:
• Track vehicle mileage by vehicle/employee
• Track the fueling of vehicles and monitor each vehicle's fuel consumption in Miles per Gallon
• Manage a regular maintenance schedule for vehicles
• Identify which vehicles have regular maintenance coming due.
• Maintain a service history for vehicles which identifies regular maintenance as well as repairs
The values tracked in the Vehicle Manager are based upon the entries you make in each of the views of the Manager. In order for the Vehicle Manager to be effective, entries must be made on a daily basis to reflect miles driven, fueling information, even changes in the driver of a vehicle.
To ensure that the information in the Manager is being entered accurately, each of the views of the Vehicle Manager look at the information in the other views. This "cross checking" assures that there are not discrepancies in the dates and mileage being entered for the same vehicle in different views.
For example, if you tried to create an entry that the vehicle had fuel entered on March 23rd at 23,432 miles but identified the ending mileage for the previous day as 25,000, the Vehicle Manager will not allow the entry and warn you that there is a conflict.
Vehicle Management Setup
In order to use the Vehicle Management tool in Successware there are a couple of elements of setup that must be completed. Users must be set up with the appropriate level of permission and the Vehicle Service Codes reference table must be populated. The Vehicle Management Section of the Reference Library also contains a Vehicles table; however, this table is read only and can only be populated from the Vehicle section of the Vehicle Manager.
Permission
In order to access the Vehicle Manager, the user must have the appropriate permission level. Permission to access the Vehicle Manager can be found on the Setup/Misc tab of the User Groups form. If you want a particular group of users to have access to the Vehicle Manager, select the group and be sure the Vehicle Management option is selected on the Setup/Misc tab.
Vehicle Service Codes
The Vehicle Service Codes table must be populated before you can begin to add scheduled and actual service or repairs for your vehicles.
The Vehicle Service Code Table is found in the Vehicle Management volume of the Reference Library.
| Column Name | Description |
| VehicleSvcCode | Enter a code to describe the maintenance or repair. |
| SvcType | Choose whether the service code represents Service or Repair. If you choose Maintenance, then you must also enter the frequency related to miles and days. These fields do not apply if the Repair SvcType is selected. |
| Description | Enter a Description of the repair or maintenance. |
| FreqMileage | For a Maintenance item, identify how often the maintenance should be performed in Miles. This is a required field for a Maintenance item, it is not available for repair. |
| FreqDays | For a Maintenance item, identify how often the maintenance should be performed in Days. This is a required field for a Maintenance item, it is not available for repair. |
| IsActive | An X indicates the item is available to choose for future entries. |
Opening the Vehicle Manager
The Vehicle Manager is accessed from the Management option in the Main Menu.
1. Click the 21 button to open the Main Menu.
2. Click Management in the left column.
3. Click on Vehicle Management.
Note: You can also add Vehicle Management as a button on the toolbar.
The Vehicle Manager consists of five views: Vehicles, Mileage Log, Fuel Log, Maintenance and Service.
Each of these views/grids can be printed by selecting the Print option in the available in the grid's right click menu.
Vehicle Manager Right Click Options
Right clicking in the background of any of the views within the Vehicle Manager will give you the following options.
| Menu Option (Keystroke) | Description |
| New (Insert) | Adds a new line item to the selected view in the Manager. For example, when pressed from the Vehicles view, a new vehicle can be added. |
| Edit (Enter) | Allows you to edit the currently selected line item. A line may also be edited by double clicking on it. After the edit is complete, press Enter to re-save or press ESC to cancel the change. |
| Delete (Ctrl+Delete) | The selected line item will be deleted. |
| Schedule Vehicle Service | ONLY AVAILABLE IN THE MAINTENANCE VIEW. This option will open the Vehicle Service Log Entry form, allowing you to record Maintenance detail. |
| Refresh (F5) | Use this option to update the displayed grid to reflect any recent changes. |
| Allows you to print the currently displayed grid. The print options will allow you to select the fields/columns to be included in the report. Sort and Group Options are also available and operate the same as in other Successware reports. |
To make new entries or edit the existing information you will need to access the different sections of the Vehicle Manager.
Vehicles
The Vehicle view of the Vehicle Manager is where you will add new vehicles. This will allow you to track mileage log entries, fuel log entries, maintenance schedules and service history. Additionally, you can edit their existing information and deactivate vehicles that have been taken out of service. Vehicles can also be deleted in the Vehicles view; however, vehicles that have mileage, fuel, maintenance or service history cannot be deleted, they can only be made Inactive.
These actions are performed in the grid, via the Right Click menu.
By default, the Active filter is on. This displays only active vehicles. You can toggle this filter on or off by clicking the Active filter indicator. Turn the filter off to see both active and inactive vehicles. Inactive vehicles will not be available for the creation of mileage, fuel, maintenance or service records.
Adding a Vehicle
1. Right-click in the background of the Vehicle grid and select New.
2. Enter a Vehicle number. This is a required field. The vehicle numbers you record will be used to identify the vehicles when making mileage log entries, fuel log entries, maintenance schedules and service history.
Note: The CurDriver field is read only. The value of this field is determined based on the mileage logs entries for that vehicle.
3. Enter the Plate Number, Color, Year, Make and Model of the Vehicle.
4. Enter a StartDate for the vehicle. The StartDate field represents the date the vehicle went into service (or was purchased).
5. Enter a StartMileage value for the vehicle. The StartMileage is the mileage on the vehicle on the Start Date.
6. Press Enter to save the vehicle.
Creating a Vehicle List Report
There is a Grid Report available to you in the Vehicle View which allows you to report on the list of vehicles you have added to the Vehicle Manager. The report will allow you to group and sort the information on values such as make and mode, year of the vehicle and current driver.
1. Right-click in the background of the Vehicle grid and select Print.
2. Click on the Report Columns icon to choose the columns of information that you want to display in the report.
3. Choose the Sort by and Group by icons
to choose the values by which you want to order and group (or subtotal) the report.
4. Click the Print or Preview option to generate the report.
Note: You can use the Print to File option to generate the report as a tab-delimited text file which can be opened in a program such as Excel.
Mileage Log
The Mileage Log in the Vehicle Manager is used to record the number of miles a vehicle was driven on a particular date as well as who the driver was for that day. The mileage information is calculated by entering the ending mileage for the day. Successware then calculates miles driven today, by subtracting the previous day's ending mileage from today's.
Note: The Mileage Log provides the vehicle's current mileage and current driver information for the other views and reports. If mileage entries are not maintained, the Successware will not be able to accurately determine a vehicle's current mileage or current driver.
The Mileage Log can be used to enter Mileage entries as well as view past mileage entries. By entering a date range, selecting a Vehicle number and Driver, you can look at previously recorded information for that vehicle on that date or date range.
To Add A Mileage Entry
1. Enter the date range for which you want to enter the mileage entry in the From and Thru date fields.
2. If you want to display a single vehicle or driver select them from the VehicleNo and Driver drop-down lists.
3. Click the Apply button.
4. Right-click in the grid and choose New (or press Insert on the keyboard).
5. Choose a Vehicle Number. This is a required field.
6. Choose a Driver. This is a required field. This will default to the driver previously identified for the selected vehicle.
7. Enter the Date on which the mileage was accumulated. This is a required field.
8. The Start Mileage will default to the previous Ending Mileage entry for the selected vehicle. If necessary enter a different Starting Mileage.
Note: Successware will prevent Mileage entries and Date entries from overlapping with previous entries.
9. Enter the Ending Mileage for the day.
The Miles field is read-only and calculated based on the start and end mileage fields.
10. Press Enter to save the entry
Note: The right click menu will also allow you to edit or delete mileage entries.
Reporting on Vehicle Mileage
There is a Grid Report available to you in the Mileage Log which allows you to report on the results currently displayed in the Mileage grid. The report will allow you to group and sort the information on such values as date, Vehicle number and driver.
1. Enter a date range to display mileage entries upon which you want to report.
2. Right click in the background of the grid and select Print.
3. Click on the Report Columns icon to choose the columns of information that you want to display in the report.
4. Choose the Sort by and Group by
icons to choose the values by which you want to order and group (or subtotal) the report.
5. Click the Print or Preview option to generate the report.
Note: You can use the Print to File option to generate the report as a tab-delimited text file which can be opened in a program such as Excel.
Fuel Log
The Fuel Log in the Vehicle Manager is used to record vehicle fueling. The fuel entries that you make in this view are used to compute the number of Miles per Gallon your vehicles are achieving. In order for fuel entries to be used in the computation of Miles per Gallon, you must indicate that the fueling resulted in a "Full Tank". There is a field in the fuel entry grid which allows you to indicate that the tank was filled.
To Add a Fuel Entry
1. In the Fuel Log, enter a date range for which you want to enter a fuel entry. You may also choose a specific vehicle.
2. Click Apply.
3. Right click in the background and choose New, or press Insert.
4. Choose a Vehicle from the Vehicle Number drop down. This is a required field.
5. Enter the Date on which the fueling occurred. This is a required field.
6. Enter the Mileage at the time of fueling. This is a required field.
7. Enter the number of Gallons of fuel that were added to the vehicle. This is a required field.
8. Place an X in the FullTank column if you have filled the tank. If you do not mark this field, the entry will not be included in calculation of Miles per Gallon for the vehicle.
9. Enter the total Cost of the fuel.
Note: The Miles, MPG, PriorMileage, and PriorFull fields are read only. Miles are calculated based on Mileage and PriorMileage. PriorMileage and PriorFull are derived from the entry immediately preceding the current entry for the same vehicle. Mpg is calculated only if FullTank and PriorFull are true. In this case, the mpg is calculated based on the Miles and Gallons columns.
Reporting on Fuel Usage
There is a Grid Report available to you in the Fuel Log which allows you to report on the results currently displayed in the Fuel grid. The report will allow you to group and sort the information on such values as date, Vehicle number and Model of vehicle.
Note: The Fuel Usage Grid report doesn't include the first entry even though it is listed in the grid view. It is the “starting” entry and doesn't include any usage info.
1. Enter a date range to display Fuel entries upon which you want to report.
2. Right click in the background of the grid and select Print.
3. Click on the Report Columns icon to choose the columns of information that you want to display in the report.
4. Choose the Sort by and Group by icons
to choose the values by which you want to order and group (or subtotal) the report.
5. Click the Print or Preview option to generate the report.
Note: You can use the Print to File option to generate the report as a tab-delimited text file which can be opened in a program such as Excel.
Vehicle Maintenance and Service
The Maintenance and Service views of the Vehicle Manager are used together to record scheduled maintenance on your vehicles such as oil changes or annual inspections. Additionally, the Service view allows you to record unscheduled maintenance or repairs.
The Maintenance view of the Vehicle Manager allows you to add, edit, view and delete regularly scheduled maintenance related to vehicles. These maintenance items due for a vehicle are also scheduled from the Maintenance View.
The Service view allows you to view upcoming service due for vehicles and then record that the service has been performed. Additionally, the Service view can be used to record unscheduled maintenance or repairs.
The Process of scheduling and recording maintenance is as follows:
• Maintenance Due item is created in the Maintenance View.
• The Maintenance is scheduled from the Vehicle Service Log in the Maintenance View.
• The Maintenance is performed and recorded in the Service View.
Vehicle Maintenance
Maintenance is the term used to describe "scheduled service" which will be performed on a vehicle. Vehicle maintenance is generally intended to be performed on some sort of recurring basis, either after the vehicle has driven a set number of miles or after a set period of time has passed.
The Vehicle Manager allows you to create Maintenance Due items that will have a frequency associated with them. The frequency will be measured in days and/or miles. These Maintenance Due items can then be associated with individual vehicles, allowing you to plan for maintenance on a regular basis.
The Maintenance View will allow you to view maintenance coming due for a vehicle and allow you to schedule the pending maintenance. Once the maintenance is scheduled, it will appear in the Service view of the Vehicle Manager, where it can be edited and have its actual completion recorded.
Once you begin to indicate that maintenance has been completed in the Service view, the Vehicle Manager, in the Maintenance view, display the last time a particular type of maintenance service was performed on the vehicle, as well as when, in miles or by date, the vehicle is due for that type of maintenance to be performed again.
To Create a Maintenance Due Entry
1. In the Maintenance View, click Apply. This is done to activate the Maintenance view of the Manager.
2. Press Insert to add a line.
3. Choose the VehicleNo for which you want to add a Maintenance Due Item. This is a required field.
4. Choose the type of maintenance that you want to create from the SvcCode field. This is a required field. The entry you are creating must be in the SvcCode Reference Table.
5. The Frequency of Mileage and Days will default based upon setup of the Service Code you have selected. These can be modified if necessary.
6. Press Enter to save the line.
The fields LastSvcMileage, LastSvcDate, CurMileage, DueMileage, DueDate, and NextSchDate are read only fields. For a newly created Maintenance Due that has not yet been scheduled or completed, these fields will be blank. They are calculated as follows:
• LastSvcMileage and LastSvcDate are captured from the Mileage and Date recorded on the most recently completed service entry with the same service code recorded for that vehicle. until the first service of this type is created, these fields will be left blank.
• CurMileage and CurDriver are captured from the mileage entry most recent Mileage Log entry.
• DueMileage and DueDate are calculated based upon the CurMileage plus FreqMileage and Today’s Date plus FreqDays.
• The NextSchDate field will be populated based upon the date you enter for a Maintenance item when you Schedule Planned Service.
To View Maintenance Due
When you enter the Maintenance view of the Vehicle Manager, you can view all maintenance entries you have created, or you can filter for only maintenance items which meets specified criteria.
To view all created maintenance items, upon entering the Maintenance view, click on Apply. All maintenance items, for all vehicles will be displayed.
To view only specific maintenance entries coming due, you must supply a number of miles and/or a number of days within which you want to look for upcoming maintenance due. You can also optionally specify a Vehicle Number, Driver, and/or Service Code to further limit the results. Click Apply to perform the search.
Note: Completed maintenance items can be viewed in the Service View of the Vehicle Manager.
Scheduling Planned Maintenance
Once a Maintenance Due item is created, in order to indicate that it has been performed, the maintenance item must be scheduled. Scheduling a maintenance item will cause it to appear in the Service section of the Vehicle Manager. There, it can be modified and ultimately marked as having been completed.
1. Right click on the "Maintenance Due" that you want to schedule and choose Schedule Vehicle Service.
2. Be sure that the appropriate vehicle and service code are selected.
3. Choose the date on which the Maintenance will be performed.
4. Click OK to schedule the maintenance item.
Note: If you have already completed the Maintenance Item at the time that you are marking it as scheduled, you can record the information related to completing the item.
Reporting on Vehicle Maintenance
There is a Grid Report available to you in the Maintenance View which allows you to report on the results currently displayed in the Maintenance View. The report will allow you to group and sort the information on such values as Due Date, Vehicle number, and Type of Maintenance Due.
1. Enter a number of miles and/or a number of days within which you want to look for upcoming maintenance due. Choose a specific vehicle, Driver, or Service code and click Apply.
2. Right-click in the background of the grid and select Print.
3. Click on the Report Columns icon to choose the columns of information that you want to display in the report.
4. Choose the Sort by and Group by icons
to choose the values by which you want to order and group (or subtotal) the report.
5. Click the Print or Preview option to generate the report.
Note: You can use the Print to File option to generate the report as a tab-delimited text file which can be opened in a program such as Excel.
Vehicle Service
The Service view, of the Vehicle Manager allows you to view service which is scheduled for your vehicles as well as service which has already been completed.
Service consists of maintenance, which can be scheduled in advance and repairs, which arise more unexpectedly. The Service View allows you to indicate that service is complete, edit existing entries or delete scheduled maintenance that has been cancelled.
To View Service Entries
When you enter the Service view of the Vehicle Manager, you can view service entries that you have scheduled and those that have been completed.
To view service items, you must enter a date range which represents the scheduled date or service date (for the completed items) you want to view.
To better focus your results the Vehicle Number, Driver and Service Code drop-down lists are available as filters.
You can also use the Maintenance, Repairs and Complete indicators to limit results further.
After changing filters be sure to click Apply to rerun the search.
Recording Service for Planned Maintenance
When a Maintenance Item is scheduled through the Maintenance view of the Vehicle Manager, it becomes available for you to edit in the Service View. From the Service view, you will mark the item as complete, record the mileage at the time of the service, add any applicable notes and indicate the total cost of the work performed.
1. In the Service View, display the Scheduled Maintenance Item that you want to edit or complete by using the filters to select a date range, vehicle, Driver, or service code and click Apply.
2. Right-click on the Scheduled Maintenance Item that you want to complete and select Edit.
The Vehicle Number, Service Code and Date will default based upon the scheduled information. These can be modified if necessary.
3. Record the Mileage at which the service was performed.
4. Enter any Notes that may apply to the service performed. You may want to indicate where the work was performed and even the associated AP Invoice number if available.
5. Check the Completed field to indicate that the service has been done.
6. Enter the Cost of the service.
Note: If the service entry is marked as Completed, the Mileage and Cost fields will be required.
Recording Unscheduled Service or on a Vehicle
In addition to Scheduled Maintenance, the Service view allows you to record unscheduled service such as repairs. Repairs are used to identify service that is performed on your vehicle that arises from an immediate need and unlike Maintenance is not scheduled in advance. Unscheduled service could include repairing a flat tire or replacing a dead battery.
1. In the Service view, click the Apply button to activate the Service grid.
2. Right-click in the background of the grid and select New or press Insert on the keyboard.
3. In the Vehicle No field select the vehicle that has been repaired.
4. In the SvcCode drop-down, select the type of service that was performed on the vehicle.
5. Enter the Date on which the service was performed.
6. Enter the vehicle's mileage at the time that the service occurred.
7. Enter any Notes that may apply to the service performed, you may want to indicate where the work was performed and even the associated AP Invoice number if available.
8. Check the Completed field to indicate that the service has been done.
9. Enter the Cost of the service.
Note: If the service entry is marked as Completed, the Mileage and Cost fields will be required.
Reporting on Vehicle Service
There is a Grid Report available to you in the Service View which allows you to report on the results currently displayed in the Service grid. The report will allow you to group and sort the information on such values as date, Vehicle number and Service Type and Service Code.
1. Enter a date range to display Service entries upon which you want to report. Apply any other filters as necessary.
2. Right click in the background of the grid and select Print.
3. Click on the Report Columns icon to choose the columns of information that you want to display in the report.
4. Choose the Sort by and Group by icons
to choose the values by which you want to order and group (or subtotal) the report.
5. Click the Print or Preview option to generate the report.
Note: You can use the Print to File option to generate the report as a tab-delimited text file which can be opened in a program such as Excel.