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Managing Vehicles and Maintenance

Purpose

Organizing a fleet of vehicles in OnTime will allow you to track mileage driven by specific users, schedule maintenance, and ensure that a driver's vehicle matches the requirement of the shipment before an order is dispatched.

Getting Started

To access the Vehicles screen from the Go menu, choose Vehicles, or click Vehicles on the navigation bar. This screen contains the entire list of vehicles.

PLEASE NOTE:  Vehicle types and maintenance items should be entered prior to entering the vehicle information into the system.

Add Vehicle Types

From the Tools menu, select Vehicles, and then Vehicle Types. Enter a type of vehicle in the Type Name text box. (Examples: Car, Van, Truck). Click the Add button.

Add Maintenance Items

From the Tools menu, select Vehicles and then Maintenance Items List. Click the Add Item button. Enter the Name, Mileage Interval, Day Interval, and if needed the Whatever comes first option.

EXAMPLE - If an oil change were to be added to the list, it may require attention every 3,000 miles or three months, whichever came first. In this case the Name would be "Oil Change", the Mileage Interval set to "3000", the Day Interval set to "90", and then Whichever comes first checkbox selected.

Add a Vehicle

From the toolbar, click New Vehicle. Enter vehicle information in the appropriate fields. (These fields are required: Odometer Reading, Make, Model.) Next under the Maintenance Items list check any scheduled maintenance that should be applied to this vehicle.

When items are checked in the Maintenance Items list, the last performed Mileage and Date are enabled. Setting these fields dictate when the next scheduled maintenance is to be performed. Clicking the Accept button will commit the mileage and/or date when the selected item was last performed on the vehicle.

PLEASE NOTE: After entering this information view vehicles needing maintenance by clicking View vehicles that need maintenance on the left side of the Vehicles screen.

Remove a Vehicle

From the Go menu, choose Vehicles. Select the vehicle from the list that needs to be removed. Right click the mouse on the vehicle to remove and choose Delete.

Edit an Existing Vehicle

From the Go menu, choose Vehicles. Select the vehicle from the list that needs to be edited. Double click the mouse on the vehicle to edit. Make changes to the vehicle record as desired.