Vehicle List

Vehicle List

This page is where your vehicles are listed and kept for data control. Here you can keep a history of your vehicles and any other relevant information.
The Vehicle List page is found under Transport > Configuration and Setup > Vehicles List.

Add a Vehicle

1. To add a vehicle, on the vehicle list page, click on the Add Vehicle button as shown below, a pop-up Create a new vehicle will display as shown below.

 

2. On the vehicle creation screen, manually enter the Vehicle Name and Registration and then click on the Create button. The newly added vehicle will be added in the Vehicle List.
Vehicle Name is the mandatory field when adding a new vehicle.
3. Use the toggle button in Yes position if the vehicle is owned by your agent.

Vehicle List Import

1. If required, you can import the vehicle details by uploading a csv file.
2. To do this, click on Add vehicle pop-up, then click on Import Vehicle List, the import vehicle list pop-up will display as shown below.
This is an alternate way to add new vehicle or add vehicles in bulk.
 

3. When uploading a file, make sure that your csv/.xlsx/.txt file MUST include the vehicle name.
An example of what your file could look like to import a Vehicle list would be the below.
 
This type of import does not allow you to ignore the first row when importing. Therefore, do not include a row with headings, otherwise that row will be imported as a vehicle itself.
4. Once you upload the file, click on the Next button, you will be redirected to the column mapping screen as shown below.

 

5. On file mapping screen, click on the Next button, the list of new vehicles will add and appear in the vehicle list. 
When mapping an import field, you may notice that there are some fields/columns that appear in the table (seen in the above image) 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 as shown below.

This is because it 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.

 
Please note that for vehicle types to be available, you will need your dictionary lists setup for vehicle types (Configuration > Lists and Zones > Dictionary Lists, click on the 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.

Details tab

1. The details tab of the vehicle provides information such as the vehicle name, registration number, vehicle type etc.
2. On details tab, you can include any important details of the vehicle that may need to be reviewed by other staff. Additionally, you can assign a vehicle to a headport at the bottom of the page as shown below.
 

3. Headport assignment function is useful, if you require drivers select a vehicle via mobile app login. Typically, drivers are assigned to the headport they work out of, so assigning relevant vehicles to their respective headports means that drivers can see what vehicles exist at their work location (headport).

Rego/Insurance/Alerts tab

This tab used to provide alerts for any upcoming event(s) related to the vehicle. These alerts will be emailed to your nominated email address. On this page you can view, edit and add the Rego/Alert details.
1. To see the Rego/Insurance/Alerts page, on vehicle detail page, click on the Rego/Insurance/Alerts tab, the Rego/Insurance/Alerts page will come 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 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. To do this, first click on the Add Rego/Alert button, a pop-up to add a new vehicle will display, here add the name of your alert and then click on the Add button as shown below.

 

In this example we are using name as registration.
2. The newly added vehicle registration will add on the registration and permits list as shown below.

 
2. Now, click on the newly added registration, the detail of this registration will display on the right side of the screen as shown below. 
 

3. On the detail section, there are different field described as below.
      a. Name: This field is used as a registration name.
      b. Licence/Permit Number: In this field you can add Licence/Permit Number.
      c. Type: In this field choose the applicable alert type with the help of drop and down button.
      d. Expiry Date: With the help of calendar set the expiry date of the registration/permit of the vehicle.
      e. Alert Days Prior: This is how many days before the Expire Date that the reminder email will be sent.
      f. Override Email: 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.
      g. Notes: If you wish to add any note then use note field.
In this example, we have selected Registration in type, ensure you give the alert a Name, vehicle registration is expiring on 29th December so the vehicle must be renewed before this date. Alert prior days have been 7 which means that the first reminder email to action the Rego will be sent 7 days prior to 29/12/2023.
4. Once you finish making changes. click on the Update button to save the change.
The alert will be sent to our accounts payable email address (Configuration> General > Global Setup > Contact Details tab) unless specified otherwise.
5. 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 Maintenance/Repair Record
1. To add a new Maintenance/Repair Record, click on Add Maint/Repair button, add new vehicle maintenance/repair screen will come as shown below.

 

2. Now, fill the details as below:
      a. Description: This field is used to add any description related to vehicle/driver.
      b. Main/Service: With the help of drop-down button, select the type of maintenance/servicing.
      c. Odometer: is used for measuring the distance travelled by a vehicle
      d. Labour Hours: The time taken by labour for maintenance.
      e. Notes: This field is used to add any Notes.
3. Click on the Add button, the new data will reflect on Maintenance tab.
Labour hours help to calculate the maintenance cost of the labour on hourly basis. You can set up these labour hours two ways, either go to global setup and manually enter the Vehicle Maintenance Hourly rate or you can go to maintenance section and manually enter the labour hourly rate in the labour hourly rate field as shown below.

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

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 track the fuel 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 the Add Fuel button as shown above, the add fuel page will display as shown below.

 

2. Now, manually fill details such as Date, Odometer, Rate, Volume (Fuel) and then click on the Add button to add the fuel detail. This newly added fuel detail will reflect in the fuel history tab.
3. The total cost will automatically calculate and reflect in Total Cost column based on the Rate and Volume.     
When adding fuel record the 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 as you wish. Refer below is an example.
          

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

Update Existing Fuel Data

1. To Update existing fuel data, on the Fuel History section, select the applicable fuel data. Details of that selected data will display on the right-hand side of the screen as shown above. 
2. On fuel detail section, update the applicable data such as Date, Odometer, Rate and Volume and then click on the Update button to save the changes.

Files/Images Tab

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



2. You can either 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 (who upload the file), date, time, and file title. On the right-hand side you can see the detail of that file.
4. If needed, you can update or download the file. To update the file title, manually enter the new title on the right-hand side, and then click the Update button to save the changes.
5. If you want to download the file, simply click on the Download button, and 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 Section

1. Notes section helps you to add any notes or comments required about this vehicle.
2. This section is 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 to export the results grid into an Excel or CSV file with the help of Export button located bottom left of the page as shown below.

 

2. You have the ability to add or remove columns using the column selector tab.
3. Adding/removing columns will include/exclude the different information that may be available, which is handy if you need to amend the columns before exporting any data etc.

Colour Legend

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


2. Upon doing this, you will be presented with the pop-up screen, which represent what these colors means, as shown below.
                  

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