16.2. Means of Conveyance

In order to keep records for means of conveyance, in addition to corresponding resource and asset definitions, specific information needs to be entered within the system. The purpose of the records in Means of Conveyance Details window is to enter such information.

The Mean Of Conveyance Details window, located in the Fleet Management -> Setup menu is used to enter information related to means of conveyance. The following fields are available:

• Name, Description, Comment/Help

  • if necessary, you can enter in the Comment field all the accessories that are part of the mean of conveyance's inventory and are not necessarily highlighted in the organization's inventory, although they need to be found in an inventory;

• Representative - employee that owns, controls and answers for the respective mean of conveyance;

• Asset - corresponding asset, used to register depreciation, revaluation and investments;

  • Asset Name, Asset Key - information taken from the corresponding asset record;

• Volume, UOM for Volume - maximum volume supported;

• Weight, UOM for Weight - maximum weight supported;

• Price, UOM for Control - price used for the time sheet in the secondary unit of measure.

  • Example: time sheet in km for the equipments that are principally clocked in hours.

• Resource - the corresponding resource for the mean of conveyance;

Machines section:

• MOC Category - option classification method for means of conveyance. The division is done based on the beneficiary's internal reporting needs. The available options can be defined in the MOC Category window, located in the Fleet Management -> Setup FM menu;

• Year of Manufacture, Mark, Type, Identification No, No of Seats, Registration No - identification data for the mean of conveyance;

• Reg. no expiration date - based on this information, alerts can be defined in order to plan in advance the acquisition of new registration plates;

Engine section - contains with information regarding the engine's characteristics: Engine Ser. No, Cylinder capacity, Power, Torque, Fuel Type.

Dates section - contains additional information regarding the respective means of conveyance. All these fields are optional:

• Tank Capacity - the fuel tank capacity;

• Oil Capacity

• Gearbox Oil Capacity

• Front Diff. Oil Capacity - the oil capacity of the front differential;

• Central Diff. Oil Capacity - the oil capacity of the central differential;

• Rear Diff. Oil Capacity - the oil capacity of the rear differential;

• Std. city consumption

• Std. external consumption

• Std. medium consumption; - enter the consumption even in the situations where the normed consumption is specified;

• Vehicle Weight, Towable W. with Brake, Towable W. without Brake, Gross Vehicle Weight

• Front Tire Size

• Front Tire Alt. Size

• Rear Tire Size

• Rear Tire Alt. Size

• ColorCode

The Expenses tab displays data regarding the invoices allocated to the mean of conveyance resource. The allocation process is described in Allocating Costs to Resources.

The Other Costs tab displays data related to the Internal Use Inventories registered on this resource. Examples include fuel in the tank, or any other stocked products that are allocated to the mean of conveyance. Details in Allocating Costs to Resources.

The Contract tab is used to enter the data regarding the acquisition contract: contract type, the business partner that owns the respective means of conveyance (useful for leasing contracts), the business partner who insures the vehicle, etc.

The Mean of Conveyance window can be used for a summary view of the records related to means of conveyance.

In/Out

The In/Out tab is used to add information regarding the vehicle's entry/exit into/out of the organization. The following fields are available:

• Note number, First registration date, Registration date, Minute date

• Fiscal reg. date - date of registration with the tax authority;

• Date Disposed, Disposed To. - exit related information.

Inventory

The Inventory tab is used to add information regarding:

• all the components of the mean of conveyance that are defined as inventory-type assets or fixed assets;

• other components that are part of the mean of conveyance's inventory, including the accompanying documents, such as the registration certificate, car insurance, etc.

• any other components for which the user is alerted by the system should any event occur.

The following fields are available:

• Description, Comment

• Asset - inventory object or fixed asset allocation to the mean of conveyance. Example: fire extinguisher, tools box, etc.

• Date in - date of the allocation;

• Quantity - you can indicate a quantity if necessary. Example: 2 warning triangles;

• Replacement date - date when the respective component was replaced;

• Replacement reason - text indicating the reason for the replacement. Example: "It has expired";

• Date out - date when the component was removed from the mean of conveyance;

• Expiration date - component expiration date. System alerts can be created that will notify the person responsible with renewing the components (value workflows);

• Active - indicates that the component is still allocated to the mean of conveyance;

Inspections

The Inspections tab is used to add the necessary data required to plan and complete inspections in due time. The following fields are available:

• Description, Comment

• Inspection Type - the available option are defined in the Inspection Type window, located in the Fleet Management menu;

• Last rev index - indicates the inspection index. Depending on this and on the frequency indicated in the inspection type you can form alerts that will notify the responsible of the due inspections;

For an inspection type you can define the following:

• Name, Description

• Frequency UOM - indicate the inspection frequency unit of measure: hour, day, month, year, km, etc. For combined situations, use the Distance Frequency field.

• Frequency - indicate the numerical value expressed in the frequency UOM defined above;

• Distance Frequency - used in the situations when there is an accumulation of different indexes pointing to the need for inspection. Example: "Inspection at 15000 km or 1 year".

Rent

The Rent tab is used to enter data regarding the rent value of the mean of conveyance. The rental can be viewed as an internal allocation cost to projects inside the organization, or as an external rental cost (the limitation is that this is kept at day level). The following fields are available:

• Price List - determines the currency of the rent price;

• Daily Price - daily rent amount;

• Date From, Date To - validity interval for the rental pricing.