Vehicle List

SUMMARY / PURPOSE

Use this article to manage customer invoices in Transvirtual.

This guide explains how to identify pricing issues, approve invoices, make edits, and understand invoice statuses and filters.

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 will display 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 would be the 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 you can see in the vehicle itself, or the vehicle list filter screen are either automatically calculated, or they require additional setup and are thus 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: 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 tool tips (blue question marks next to certain fields), these can help you understand more of what the fields can 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 Setup: 

Registration expires 29 December 2023

Alert set to 7 days prior

Reminder email will be sent on 22 December 2023

2. Enter an alert name (e.g., "Registration")

3. Click Add

 

In this example we are using name as registration.

The newly added vehicle registration will add on the registration and permits list as shown below:

 

4. Click the newly created alert to view details on the right

 

5. 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 Accounts Payable email from Global Setup)

Notes: Additional information (optional)

 

6. 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 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 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. Click the maintenance record you want to edit

2. Update fields on the right-hand side as needed

3. Enter labour hours and hourly rate to calculate costs automatically

4. Add miscellaneous costs in the Cost tab if required

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 × 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, visit: https://support.transvirtual.com/portal/en/kb/articles/form-reports

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

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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

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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

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