Vehicle List

Vehicle List

Vehicle List

This screen is where vehicles are listed and kept for data control. Here you can keep a history of your vehicles and any other relevant information they have.

The Vehicle List page is found under Transport >Configuration and Setup > Vehicles List.

To Add a Vehicle

1. To add a vehicle, on vehicle list page, click on the Add Vehicle button located top-right hand corner, the add vehicle page will display as shown below.


2. On create a new Vehicle page, manually enter the Vehicle name, registration and then click on the Create button to add the vehicle in Vehicle List.

Vehicle Name is the mandatory field when add a new vehicle.

3. Use toggle button to enable the vehicle for agent to YES.

Vehicle List Import

1. If required, you can import the vehicle details by uploading the csv file.
2. To do this, on Create a new Vehicle page and click on the Import Vehicle List, the import vehicle list pop up will display as shown below.
An alternate way to create vehicles or create vehicles in bulk!


2. When upload a file, make sure that your csv/.xlxs/.txt file MUST include the Vehicle name.
3. An example of what your file could look like to import a Vehicle list would be the below.

Note: This type of import does not allow you to ignore the first row when importing. This means you should NOT include a row with headings, otherwise that row will be imported as a vehicle itself. 

Make sure that you map the columns in your file to the relevant fields in TransVirtual. When you click on the NEXT button, you will be redirect to Select you vehicle list to import, once you click on NEXT again then the list of new vehicle will appear in vehicle list. 

Note: When mapping an import field you may notice that there are some fields/columns that appear in the table (seen in the above image) that are not selectable when trying to map an import file.
For example, Service Due appears in the vehicle list grid, but you are unable to map that field:

The reason for this is that this is a calculated field based on other information listed against that vehicle.
Many of the columns you can see in the vehicle itself or the vehicle list filter screen are either automatically calculated or they require additional setup; and thus are not mappable when importing a vehicle list. 

Vehicle Details

From within the Vehicle List, you can double-click and open or right-click and open to view the data stored against a vehicle in further depth, the vehicle detail page will open as shown below.
There are a number of different tabs across the top of the page and each one stores different information which is outlined in the below.

Details tab

1. The details tab of the vehicle provides information such as vehicle name, registration number, vehicle type etc.
2. Here is where you can place any important details of the vehicle that may need to be reviewed by other staff.
3. It is here you can also assign a vehicle to a headport at the bottom of the page.
4. This function is useful if you require drivers select a vehicle on mobile app login - drivers are typically assigned to the headport they work out of so assigning the relevant vehicles to their respective headports means that drivers can see what vehicles exist at their work location (headport).
5. The details tab will look similar to the below:


Please note that for vehicle types to be available, you will need your dictionary lists setup for vehicle types (Settings > Lists and Zones > Dictionary Lists > Vehicle Types)
It is also helpful to review the blue question marks next to certain fields, these can help you understand more of what the fields can do.

Rego/Insurance/Alerts tab

You can use this page to provide alerts of when upcoming events are occurring with the vehicle - alerts will be emailed to your nominated email address.
To see the Rego/Insurance/Alerts screen, on Vehicle Detail page, click on Rego/Insurance/Alerts tab, the Rego/Insurance/Alerts page will come, on this page you can see/edit and add the Rego/Alert as shown below.


The purpose of the alerts is to allow you the ability to setup reminders that can email you or relevant staff to inform of any important renewal notices or the like linked to your vehicles.

Example Setup: 
1. In this example, our registration is due in a couple of months, so we need to setup an alert in the Rego/Insurance/Alerts tab.
2. First, we will select the Add Rego/Alert button, then add the name of your alert and select to create.
3. Below is a list of the different alert types you can create, select the applicable one which you want to create. 

4. For this example we have selected Registration in type, ensure you give the alert a Name - typically this would be the rego of the vehicle so you know what the alert links to, but it can be whatever you deem is required (something reflective of what the alert will do).
5. Now, set an Expire Date, with the help of calendar. In this example our rego is expiring on 29th December so the vehicle must be renewed before this date!
6. Set an Alert Days Prior. This is how many days before the Expire Date that the reminder email will be sent. In our example we have set to 7 meaning that the first reminder email to action the rego will be sent 7 days prior to 29/12/2023.
Ensure to click Update top-right after making any changes!
7. The alert will be sent to our accounts payable email address (Configuration> General > Global Setup > Contact Details tab) unless specified otherwise.
8. If you wish for the alert to be sent to an alternate email address, you simply need to enter and update in the Override Email (Defaults to your 'Payables') section.
9. Now, according to the alert we have set up, the accounts payable address will receive a notification of registration being due 7 days prior to the due date of 29/12/2023.

10. Ideally you will have resolved and renewed the Rego before the reminder alert email is sent but this function allows you to set a reminder in case the rego renewal is missed etc.
11. Once an alert has been 'resolved' (the Rego has been renewed), you can leave the alert there and update the Expire Date to cover the next time the rego is due for renewal - if you wish to do so.

Maintenance Tab

Maintenance tab used to monitor any scheduled maintenance on the vehicles. Here you can track servicing, parts and costs whilst adding any images or files required to track the vehicles.
Refer below screenshot for better understanding. 

To add new Maint/Repair Record

1. To add a new Maint/Repair Record, click on Add Maint/Repair Button, add new vehicle maintenance/repair screen will come as shown below.


2. Manually enter the Description, Odometer, Labour Hours, Notes and Select the Maintenance/Repair with the help of Drop and Down button, and then click on Add button, the new data will reflect on Maintenance tab.

To Edit the Detail
1. To edit the detail of any existing Maintenance Record, first click on the applicable maintenance record, the detail of that selected record will reflect on right side of the screen as shown below.


2. On detail tab, overview section will open, here you can update the name, date, Type of Maintenance/Repair, Odometer, Labour Hours, Labour Hourly Rate and Notes (If needed).
3. You can update or edit the cost of any Maintenance/Repair by manually enter the on Labour Hours and Labour Hourly Rate, the exact cost will reflect in Cost tab.
If needed, then you can manually add Miscellaneous Cost in Cost tab.
4. This cost will reflect in details tab as shown below.

This will take a few minutes to update after adding in costs within the maintenance tab.

Fuel tab

The fuel tab is used for fuel maintenance and history. In this tab you can add the fuel costs associated with a vehicle by using the Add Fuel button or can edit the existing fuel detail as shown below.


To Add Fuel

1. To add fuel, click on add fuel button, the add fuel page will display as shown below.


2. Now, manually fill details i.e. Date, Odometer, Rate, Volume (Fuel) and then click on Add button to add the fuel detail, it will reflect in Fuel History tab.
3. Total cost will automatically calculate and reflect in Total Cost column based on the Rate and Volume.
When adding fuel record, Odometer, Rate and Volume are the mandatory field.
4. Entering data every day or week (or as often as required) would allow you to see a breakdown of the fuel usage against a vehicle over a period of time (using the graph at the top of the page). 
5. You can use the Period and Data Type fields to change the graph output to see the data displayed how you wish, like the below is an example:


6. The above shows the Fuel Rate in $ per litre over a daily time period - each dot represents a fuel entry for this example.  
7. This graphical representation helps for reporting costs and identifying if any vehicles are costing you more money than they should etc. 

To Update Existing Fuel Data

1. To Update existing fuel data, on fuel History tab, select applicable fuel data, detail of that selected data will display on right-hand side of the screen. 
2. Now update applicable data i.e., Date, Odometer, Rate and Volume and then click on the Update button to save the changes.

Files/Images Tab

Here you can upload any Files/Images required to monitor the maintenance of your vehicle or any images that may relate to the vehicle in some way.
1. This could include any additional information such as scanned receipts of services or service logs, fuel receipts or vehicle damage as shown below.

2. You can drag and drop down the file/image, it will automatically upload.
3. On the left hand-side you can see the File Type (pdf/excel/image), User Name, Date and Title and on the right-hand side you can see the detail of that file.
4. If needed then you can update or download the file. To update the file title, on the right-hand side update the manually enter the file title and then click on Update button button to save the changes.
5. If you want to download the file, then click on Download button, the file will download as shown below.


Completed Forms tab

1. This would include the completed forms done by drivers using the specified vehicle (when they complete a form and are linked to this vehicle). 
2. For this to be applicable you will require the form reports module to be activated.

Notes tab

1. Here you can add any notes or comments required about this vehicle.
2. A good spot for important information or things of note that can't be added in using the other tabs etc.

Extra Information

1. Like with many other pages in TransVirtual, the Vehicle List page allows you the ability to export the results grid into an excel or csv file using the Export button located bottom-left of the page a shsown below.


2. You have the ability to add or remove columns using the column selector tab.
3. Adding/removing columns will add/remove different information that may be available. Handy if you need to amend the columns prior to exporting any data etc.

Colour Legend

You may notice that some of your vehicle are highlighted in colours other than white. Each colour represents something different.
1. To see what each colour means, click the Color Legend button located at bottom-left of the page as shown below.


2. Upon doing this you will be presented with the below pop-up screen:
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