Vehicle List

Vehicle List

Vehicle List

Summary / Purpose

This article helps you manage your vehicles.

Overview

When using Transvirtual pricing, you may see an unexpected price or no price against a consignment.

The Vehicles List is where you store and manage all vehicle records. You can track vehicle details, maintenance history, fuel usage, and important renewal dates.

To navigate to this page, go to Transport > Configuration and Setup > Vehicles List.

Step-by-Step Instructions

Adding a Vehicle

  1. Click Add Vehicle. A pop-up Create a new vehicle displays as shown below.
  2. Enter the Vehicle Name (required)
  3. Enter the Registration (optional)
  4. Click Create
  5. Toggle Agent Owned to Yes if the vehicle is owned by your agent

Importing Multiple Vehicles

  1. Click Add Vehicle
  2. Click Import Vehicle List
  3. Upload your CSV, XLSX, or TXT file
    • File must include vehicle name column

    Important: Do not include a header row (it will be imported as a vehicle)

    Note: An example of what your file could look like to import a vehicle list is shown below.

  4. Click Next
  5. Map your file columns to the correct fields:
  6. Click Next to complete the import

    Note: Some fields visible in the vehicle list (such as Service Due) are calculated fields and cannot be mapped during import.

Many of the columns visible in the vehicle itself, or the vehicle list filter screen, are either automatically calculated or require additional setup, and are unmappable when importing a vehicle list.

Vehicle Details

Double-click any vehicle in the list to view the full details:

Note: There are a number of different tabs across the top of the page, and each one stores different information.

Important: For vehicle types to be available, set up your dictionary lists for vehicle types (Configuration > Lists and Zones > Dictionary Lists, click Vehicle Types).

It is also helpful to review the tool tips (blue question marks next to certain fields) to understand what the fields do.

Details Tab

Basic Information:

  • Vehicle name
  • Registration number
  • Vehicle type
  • General notes

Headport Assignment:

  • Assign vehicles to specific headports at the bottom of the page
  • Drivers assigned to a headport will only see vehicles assigned to that same headport when logging in via the mobile app

Rego/Insurance/Alerts Tab

Add a New Alert:

  1. Click Add Rego/Alert

Example:

  • Registration expires 29 December 2023
  • Alert set to 7 days prior
  • Reminder email will be sent on 22 December 2023
  1. Enter an alert name (e.g., "Registration")
  2. Click Add

This example uses name as registration. The newly added vehicle registration is added to the registration and permits list as shown below:

  1. Click the newly created alert to view details on the right
  2. Complete the following fields:
    • Name: Alert identifier
    • Licence/Permit Number: Reference number (optional)
    • Type: Select from dropdown (e.g., Registration, Insurance)
    • Expiry Date: When the item expires
    • Alert Days Prior: How many days before expiry to send the reminder
    • Override Email: Send alert to a different email address (defaults to the Accounts Payable email from Global Setup)
    • Notes: Additional information (optional)
  3. Click Update

In this example:

  • Registration expires 29 December 2023
  • Alert set to 7 days prior
  • Reminder email will be sent on 22 December 2023

Note: After renewing, update the Expiry Date instead of deleting the alert. This keeps a record and sets the next reminder.

Maintenance Tab

Track servicing, repairs, parts, and costs for each vehicle.

To Add a New Maintenance/Repair Record

  1. Click Add Maint/Repair
  2. Complete the fields:
    • Description: What was done
    • Maint/Service: Type from dropdown
    • Odometer: Current reading
    • Labour Hours: Time spent
    • Notes: Additional details (optional)
  3. Click Add

Note: Labour hours help to calculate the maintenance cost of the labour on an hourly basis. You can set up these labour hours two ways: go to global setup and enter the Vehicle Maintenance Hourly Rate, or go to the maintenance section and enter the labour hourly rate in the labour hourly rate field as shown below.

To set this up via global setup, go to Configuration > General > Global Setup, scroll down and navigate to Vehicle Maintenance Hourly Rate.

To Edit the Detail

  1. Click the maintenance record you want to edit
  2. Update fields on the right-hand side
  3. Enter labour hours and hourly rate to calculate costs automatically
  4. Add miscellaneous costs in the Cost tab
  5. Click Update

Note: Cost updates may take a few minutes to appear in the Details tab.

Fuel Tab

Track fuel purchases and monitor usage over time.

To Add a Fuel Record

  1. Click Add Fuel
  2. Enter the following (all required):
    • Date: When fuel was purchased
    • Odometer: Current reading
    • Rate: Price per litre
    • Volume: Litres purchased
  3. Click Add

Total cost is calculated automatically (Rate x Volume).

View Fuel Trends:

  • Use the graph at the top of the page to visualize fuel data
  • Change the Period and Data Type fields to adjust the graph display

Note: The above image shows the fuel rate in $ per litre over a daily time period. Each dot represents a fuel entry for this example.

Update Existing Fuel Data

  1. Click the fuel record in the Fuel History section
  2. Update fields on the right-hand side
  3. Click Update

Files/Images Tab

Upload supporting documents or images related to the vehicle.

Examples:

  • Service receipts
  • Fuel receipts
  • Damage photos
  • Compliance certificates

Upload a File:

  1. Drag and drop the file onto the page, or
  2. Click the Upload icon and select a file from your device

Manage Uploaded Files:

  • Click any file to view details on the right
  • Update the file title and click Update to save
  • Click Download to save a copy locally

Completed Forms Tab

View forms completed by drivers using this vehicle.

Note: This feature requires the Form Reports module to be activated.

For more information, see the Form Reports article.

Notes Tab

Add any additional comments or important information that doesn't fit in other tabs.

Extra Information

Export Vehicle Data

  1. Click Export (bottom left of the page)
  2. Choose Excel or CSV format

Tip: Use the column selector to add or remove columns before exporting.

Colour Legend

Some vehicles may be highlighted in different colours.

  1. Click Color Legend (bottom left of the page)
  2. Review what each colour represents

Common Issues & Troubleshooting

Issue: Vehicle types are not available in the dropdown

Cause: Dictionary Lists for vehicle types have not been configured
Resolution:

  1. Navigate to Configuration > Lists and Zones > Dictionary Lists
  2. Click Vehicle Types
  3. Add your vehicle types

Issue: Cannot map certain fields during import
Cause: Some fields are calculated or require additional setup
Resolution:

  • Only fields that can be directly entered are available for mapping
  • Calculated fields (e.g., Service Due) must be updated after import via the vehicle details page

Issue: Reminder emails are not being sent
Cause: Override email may not be configured, or Accounts Payable email is missing
Resolution:

  1. Check Configuration > General > Global Setup > Contact Details tab
  2. Ensure Accounts Payable email is entered
  3. Or add an Override Email in the alert itself