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.

In most cases, agencies provide a custom, abbreviated form for employees to use to create a Fleet Reservation. Later, a member of the motor pool staff completes the fields necessary to approve and complete the reservation request.

The instructions below describe the process from the general employee's perspective. (See How to complete a Fleet Reservation for the remainder of the process, which is conducted by the motor pool manager.)

While most agencies allow any employee to create a Fleet Reservation, members of the motor pool staff are likely to complete them. The instructions below assume you have the permission necessary to assign a vehicle and approve a reservation.

Assign a vehicle

Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
In the Approved By field, select the employee who is authorizing this reservation.
- This pick-list displays employees whose Employee Setup record designates them as an Assigner. Only these employees may modify this field; however, an assigner may select any of the authorized employees.
Select the Departure Building and the Return Building.
Select the vehicle you want to assign to this reservation from the Fleet Rec # picklist. The form automatically displays the related Fleet ID and Fleet ID Text for the selected vehicle.
- Options for the Fleet Rec # include Fleet Inventory records of the selected Vehicle Class that are marked Reservable.
- Vehicles that are already reserved during the selected period do not appear in the picklist.
Enter or confirm the Daily Rental Rate and Hourly Rental Rate.
- If the selected Fleet record includes a Daily Rental Rate and/or Hourly Rental Rate, that information is carried over to the Fleet Reservation; however, you may change these values for this Reservation if desired.
- Note: 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. Every 24 hours of Total Rental Time (hrs) results in one Total Full Rental Day; any remaining hours are calculated as Rental Additional Hours. More information about Reservation Date/Time calculations.
Enter a Reservation Charge, if applicable. This value represents a one-time fee separate from any Hourly/Daily Rental Rates associated with the reservation.
Change the reservation Status to Approved.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.

Record vehicle departure

Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Departure Date and Act(ual) Departure Time.
Enter the Departure Mileage.
Change the reservation Status to Picked up.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.

Record vehicle return

Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Return Date and Act(ual) Return Time. The system calculates:
- the Total Rental Time (Hrs) as Actual Return Date & Time - Actual Departure Date & Time.
- the Full Rental Days to the nearest whole number as Total Rental Time (hrs) / 24.
- the Rental Additional Hours as Total Rental Time (Hrs) - (Total Full Rental Days x 24).
Enter the Return Mileage. The system calculates Distance Traveled as: Return Mileage - Departure Mileage.
- Note: If the Fleet Reservation's Actual Return Date/Time is more recent than the Fleet Inventory's Eval Current Date/Time, the system updates the Eval Current Odometer field on the related Fleet Inventory record with this Return Mileage value.
Enter an Hourly Rental Rate, Daily Rental Rate, and Reservation Charge if this information has not already been added to the record. The system calculates the Total Rental Cost as:
(Total Full Rental Days x Daily Rental Rate) + (Rental Add Hours x Hourly Rental Rate) + Reservation Charge = Total Rental Cost
- Note: These cost fields are not required; however, the system doesn't include Full Rental Days or Additional Time (Hrs) in the Total Rental Cost without values in the Daily and Hourly Rental Rates, respectively.
- Note: The Total Rental Cost is automatically adjusted to include a Daily Rate when Daily Rate < Hourly Rate x Rental Additional Hours.
Change the reservation Status to Returned.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.

Method 1: Using the Fleet Reservations module

Open the Fleet > Reservations module.
Select Add . A new record opens. A new record appears with the Status set to Requested by default.
Select the Vehicle Class you prefer (required).
Select the Employee requesting this reservation.
Identify the Est Departure Date and Time, as well as the Est. Return Date and Time. (These are required fields.)
Enter the Account # to which the reservation should be billed.
Enter the Project # that applies to the reservation, if applicable.
Save and Close the record. The new reservation appears in the Fleet Reservation module, waiting for a member of the motor pool staff to approve the reservation and assign a vehicle.

Method 2: Through the Fleet Inventory module

Open the Fleet > Fleet > Fleet Inventory module.
Select the button to expand the Fleet vehicle record for which you want to create a Reservation.
Select the Reservations grid and click Add . A new Reservation record appears with the selected vehicle's Fleet Rec #, Fleet ID/Text and associated Vehicle Class already identified. By default, the Status of the new reservation is Requested.
Select the Employee requesting this reservation.
Identify the Est. Departure Date and Time, as well as the Est. Return Date and Time. (These are required fields.)
Enter the Account # to which the reservation should be billed.
Enter the Project # that applies to the reservation, if applicable.
Save and Close the record. The new reservation appears in the Fleet Reservation module, as well as in the Fleet Inventory vehicle's Reservations grid, waiting for a member of the motor pool staff to approve it.

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