Fleet Inventory

The Fleet Inventory module tracks vehicles that use an odometer to measure usage, such as a dump truck or other work-related vehicle.

Open the Fleet Inventory module.
Click the button. A new record will open.
Fill out the Fleet ID. (required) This must be unique.
Enter a more complete description in the Fleet ID Text field.
Set the vehicles Class.
Complete other fields as desired.
Click the button to save the record. The new record appears in the grid.

Method 1

Open the Fleet Inventory module.
Select the vehicle you want to add an inspection to.
Click the button to expand the record.
Select the vehicle's Inspection grid and click the button. A new inspection record is started with the Fleet ID field filled out using the ID for the associated vehicle.
Continue to Fill out the Record....

Method 2

Open the Fleet Inspection module.
Click the button. A new record will appear.
Enter or select the Fleet ID for the vehicle the inspection is for (required).
Continue to Fill out the Record....

Filling out the Record

Enter the Inspection Date (required).
- The combination of Fleet ID and Inspection Date must form a unique combination.
Complete other fields as desired.
Use the Maintenance Requested or Needs Repair fields to automatically create a request or work order for the vehicle.
Click the button to save the Inspection.

Method 1

Open the Fleet Inventory module.
Select the vehicle you want to add an inspection to.
Click the button to expand the record.
Select the vehicle's Travel Log grid and click the button. A new log record is started with the Fleet ID field filled out using the ID for the associated vehicle.
Continue to Fill out the Record....

Method 2

Open the Fleet Travel Log module.
Click the button. A new record will appear.
Enter or select the Fleet ID for the vehicle the inspection is for (required).
Continue to Fill out the Record....

Filling out the Record

Enter the End Date (required).
Enter the Driver of the vehicle.
Complete other fields as desired.
Click the button to save the Inspection.

Method 1

Open the Fleet > Fueling module.
Select the vehicle you want to add a fueling record to.
Click the button to expand the record.
Select the Fueling grid and click the button. A new fueling record is started with the Fleet ID field filled out using the ID for the associated record.
Continue to Filling out the Record...

Method 2

Open the Fleet > Fueling module.
Click the button. A new record will appear.
Enter or select the Fleet ID for the record the fueling is for (required).
Continue to Filling out the Record...

Filling out the Record

Enter the Date and Time (required).
- The combination of Fleet ID, Date, and Time must form a unique combination.
Use Fuel Amount to enter how much fuel was added.
Enter the unit cost of the fuel in the Cost Per Unit field.
Enter the Odometer to update the vehicles odometer reading.
Complete other fields as desired.
Click the button to save the Inspection.

Select the Odometer Rollback grid and click the button. The Odometer Rollback form opens.
Enter values for the Prior Meter Reading, New Meter Reading, and Reset Date fields (all required).
Complete other fields as desired.
Click the button to save the record. The following warning appears:
Click OK.
Open the asset's PM/Work Templates grid to find any related PMs.
Open the related PMs and review all schedules for this vehicle that are based on odometer readings.

Select the record you want to add a warranty to.
Click the button to expand the record.
Select the Warranty grid and click the button. The Warranty form opens.
Enter the Warranty Number (required).
Complete other fields as desired.
Enter the Manufacturer Code. (The values for this field come from the Manufacturer Library.)
Click the button to save the record.

Method 1

Open the Fleet > Reservations module.
Select Add . A new record opens.
Select the Vehicle Class (required). This will narrow your options for selecting a Fleet Rec #.
Enter or select the Fleet Rec # for which you want to create this Reservation.
Continue to Filling out the Record...

Method 2

Open the Fleet Inventory module.
Select the button to expand the Fleet vehicle for which you want to create a Reservation.
Select the Reservations grid and click Add . A new Reservation record is created with the Fleet Rec # and its associated Vehicle Class filled out.
Continue to Filling out the Record...

Filling out the Record

The Status will auto-populate to Requested but can be changed*.
*Note: Administrators can configure the Status picklist as restricted, in which case unauthorized users will not be able to change the record's Status.
Select the Approved By employee.
Note: This selection is only editable by and contains records for employees whose Employee Setup record is marked as Assigner.
Enter the Employee the reservation is for.
Enter Est. Departure Date and Time, and Est. Return Date and Time. These are required fields.
The Hourly Rental Rate and Daily Rental Rate will auto-populate from the Fleet record, if available, but can be changed on this reservation.
IMPORTANT: While these fields are not required, you must complete these fields in order to calculate a Total Rental Cost that includes costs associated with hourly and daily vehicle usage (Actual Dates/Times), respectively. Note that every 24 hours of Total Rental Time (hrs) populates 1 Total Full Rental Day, with remaining hours going toward Rental Additional Hours. More information about Reservation Date/Time calculations.
Enter a Reservation Charge, if applicable. This value represents a one-time fee other than the Hourly/Daily Rental Rates associated with the reservation.
Enter the Departure Mileage, if available.
Complete other fields as desired.
Select Save . The record appears in the Fleet Reservation module and the related Fleet Inventory record's Fleet Reservation grid.

Required Relationships

None

Optional Relationships

Fleet Inventory

Warehouse

Fueling

Work Orders

Fleet Inspection

Fleet Reservations

Work Requests

Warranty

Work Employee Setup

Travel Log

Work Equipment Setup

Tire Inventory
The Tire Inventory module stores information about tires used on an agency's fleet. The module is primarily used to track large, industrial tires that need to be recapped or retreaded to prolong their use.

Common Tasks

To open this module, select Fleet > Tires > Tire Inventory.

How to add a Tire record
Method 1
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Install Tire(s). The Install Tires tool appears:
4. Select the Install New Tire option at the top of the screen.
5. Click on the tire graphic in the location in which you want to install the tire. The Install New Tire form appears:
6. Enter information about the new tire in the available fields.
7. Click OK on the form.
8. Click Save on the Install Tire Tool. The system adds a new record to the Tire Inventory and links it to the selected Fleet asset.
9. Click Close.
10. Locate and edit the record in the Tire Inventory module to Fill out the Record....
Method 2
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Install Tire(s). The Install Tires tool appears:
4. Select the Install Similar Tire option at the top of the tool.
5. Click on the tire graphic for the location at which you want to install the tire. The Install Similar Tire form appears.
6. Use the Tire Number and Position drop-down to select a Tire on the vehicle that is similar to the tire you wish to install now. The system copies data from the selected Tire record the new Tire record similar to the following:
7. Edit the attribute information as desired.
8. Click OK on the form.
9. Click Save on the Install Tire tool. The system adds a new record to the Tire Inventory and links it to the selected Fleet asset.
10. Click Close.
11. Locate and edit the record in the Tire Inventory module to Fill out the Record....
Method 3
1. Open the Tire Inventory module.
2. Click the button. A new record will appear.
3. Enter or select the Tire Number (required).
4. Continue to Fill out the Record....
Filling out the Record
1. Enter the Purchase Date, Purchase Date, Warranty Mileage, Warranty Life, and Warranty End Date to track warranty information for the tire.
2. Complete other fields as desired.
3. Click the button to save the Inspection.
How to install an existing Tire record on a Fleet vehicle
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Install Tire(s). The Install Tires tool appears:
4. Select the Install Existing Tire option at the top of the screen.
5. Click on the tire graphic in the location in which you want to install the tire.
6. Use the Tire Number drop-down to select a tire. The system uses data from the Tire record to populate the related attribute fields. The following pop-up appears:
7. Edit the attribute fields as desired.
8. Click OK on the pop-up.
9. Click Save on the Install Tire tool.
10. Click Close.
How to remove a Tire
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Remove Tire(s). The Remove Tires tool appears:
4. Click on the tire graphic in the location from which you want to remove the tire. The Remove Existing Tire pop-up appears:
5. Select the first option to retain the tire record in the inventory so that it can be reused.
  
  OR
  Select the second option to retire the tire.
6. Click OK on the pop-up.
7. Click Save on the tool.
8. Click Close.
How to record Tread Depth or Inspection
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Check Tread Depth/Inspect. The Fleet Tires tool appears:
  
  In this mode you will not be able to change tires; however you will have the ability to change each tire's attributes, including Tread Depth and PSI.
4. Make the desired changes to the tires' Tread Depth and/or PSI fields.
5. Click Save.
6. Click Close. Lucity updates these attributes and adds a new record to the Tire History grid to indicate which tires were inspected.
How to record a Tire Repair
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Repair Tire(s). The Repair Tire(s) tool appears:
4. Click on the tire graphic next to the location of the tire that was repaired. The Repair Existing Tire pop-up appears:
5. Use the drop-down to select the type of repair performed on the tire.
  Note: The values in the drop-down come from the Action field on the tire's Vehicle History record.
6. Click OK on the pop-up.
7. Click Save on the tool.
8. Click Close.
How to record Tire Rotation
1. Open the Fleet Inventory module.
2. Select a vehicle in the Fleet grid.
3. Click the Tire button and select Rotate Tire(s).
4. The Fleet Tires tool will appear:
5. Click on the Tire graphic next to the location you want to rotate a tire to. The following pop-up will appear:
6. Enter the tread depth for the tire currently in the selected location.
7. Use the drop-down to select a tire in a different location on the vehicle.
8. Click OK.
9. The tire currently in the selected location will be removed and will be marked as pending.
10. The tire you picked in the drop-down will be moved to selected location.
11. Click Save.
12. Continue to the next location. This should be the location that you want to install the previously displaced tire.
13. Click Close.
How to add a Tire Cap
Method 1
1. Open the Tire Inventory module.
2. Select the tire record you want to add a tire cap to.
3. Click the button to expand the record.
4. Select the Tire Cap grid and click the button. A new tire cap record will open.
5. Continue to Filling out the Record....
Method 2
1. Open the Tire Cap module.
2. Click the button. A new tire cap record will open.
3. Continue to Filling out the Record....
Filling out the Record
1. Enter the Capped Date (required).
2. Complete other fields as desired.
3. Click the button to save the record.
Other Information

Relationships
Required Relationships
- None
Optional Relationships
Fleet Inventory

PMs

Tire Cap

Work Requests

Work Orders

Site

Equipment Inventory

Building