The Assets and Asset screens

The Assets screen lists your vehicles, trailers and equipment. Each row opens the Asset screen, which gathers one asset's details and records in one place. You will be able to add an asset, find it, and manage its meters, services, documents, defects, tyres, fuel and cost.

Before you start #

You need the owner, manager, dispatcher or advisor role. Adding and changing records needs a current licence with the Fleet module. Without it you can read everything.

Find or add an asset #

1. Open Fleet, then Assets.
2. Use Search, Ownership and Status to narrow the list. Ownership offers Our fleet, Inventory, Third party and Customer, and starts on Our fleet. Status offers Active, Inactive and All, and starts on Active.
3. Read the columns: Unit number, Kind, Year, make and model, Registration, Odometer and Status. If nothing matches, the screen says "No assets match."
4. To add one, fill in the "Add an asset" form. Unit number is required. You can also set Name, Kind (Vehicle, Trailer or Equipment), Make, Model, Year, VIN, Registration and the Odometer in your distance unit. Select "Add an asset".

Result: the new asset appears in the list.

Use the Asset screen #

1. Select an asset's unit number in the list.
2. Read the top block: Kind, Ownership, Year, make and model, VIN, Registration, Fuel type and Open defects. An Inactive badge shows beside the name when the asset is out of service.
3. Select "Take out of service" to make the asset inactive. Select "Return to service" to make it active again.
4. Scroll through the sections: Meters, Maintenance, Documents, Open defects, Tyres, Fuel and Cost.
5. In Meters, read Distance, Lifetime distance and Engine hours. A "Reading is old" badge marks a stale meter. Use "Add a reading", "Replace a meter" and "Correct a reading" to change readings. A reading lower than an earlier one is flagged, stays out of the totals, and shows a "Confirm this reading" button.
6. In Maintenance, read each schedule and select "Record service done" when a service is finished. Use "Add a schedule" with a Service name and an interval by distance, days or engine hours. "Next due counted from" offers "When the service was done" or "The planned date".
7. In Documents, read each document and its state, and use "Record a document or renewal" to add one for this asset.
8. In Open defects, select Clear when a defect is fixed.
9. The Tyres, Fuel and Cost sections show a summary with a link to the full screen: "Open the tyre board", "Open fuel and economy" and "Open the full cost report".

If something goes wrong #

• No forms show: the licence has no Fleet module or is read-only. See the notice at the top of the screen.
• A reading is flagged "Lower than before": confirm it if it is right, or correct it in "Correct a reading".
• "Fill in the fields marked with a star": complete the required fields.