Vehicles


Whilst vehicles are entities in their own right, they will normally be associated with a customer. A vehicle can only be associated with a single customer.

Vehicle List

Viewing a vehicle record

Click the Vehicles icon Cars (or press F3) to open the Vehicles list. Locate the vehicle in the list, highlight it and click the OK button.

Vehicle Record

Adding a new vehicle

If you have the VRM Vehicle Lookup installed, you can add a new vehicle simply by entering its registration and clicking a button. The lookup will return detailed information about the vehicle. Additional information may also be available such as CO2 and fuel consumption figures.

To add a new vehicle manually:

1.Click the Vehicles icon Cars in the toolbar. The Vehicles list will open.
2.Open the Vehicles list and click the New icon New24 in the toolbar.
3.Enter the vehicle's details as required.
4.Click the Save icon Save24 in the toolbar to save the vehicle or click Cancel to discard it.

Amending a vehicle

1.Click the Vehicles icon Cars in the toolbar. The Vehicles list will open.
2.Locate the vehicle you want to amend and double-click it to open the record.
3.Click the Edit icon Edit24 in the toolbar.
4.Amend the information as required.
5.Click the Save icon Save24 in the toolbar to save the vehicle or click Cancel to discard the changes.

Deleting a vehicle

1.Click the Vehicles icon Cars in the toolbar. The Vehicles list will open.
2.Locate the vehicle you want to amend and double-click it to open the record.
3.Click the Delete icon Delete24 in the toolbar.
4.Click the OK button to confirm the deletion or click the Cancel button to retain the vehicle record.

Changing a vehicle's registration number

To change a vehicle's registration number open the vehicle record and click the Change Reg Number icon Replace24 in the toolbar. Enter the new registration number and click the OK button.

Associating a vehicle with a customer

You can associate more than one vehicle with a customer.

1.Click the Vehicles Cars icon in the toolbar. The Vehicles list will open.
2.Locate the vehicle you want to amend and double-click it to open the record.
3.Click the Edit icon Edit24 in the toolbar.
4.Next to the Associated Customer field, click the MoreButton24  button.
5.In the Customer list find the customer, highlight him or her and click the OK button.

Transferring a private plate to a new vehicle

To transfer a private number plate to a new vehicle:

1.Open the existing vehicle record.
2.Click the Change Reg No. icon Replace24 in the toolbar.
3.Do not change the registration mark but instead add some identifying characters. For example, change 'A5 TON' to 'A5 TON+++'. Click OK to save the modified mark.
4.Create a new vehicle. If you have the VRM lookup facility and know the new vehicle's original mark then use that to get the details, otherwise enter the details manually.
5.Associate the new vehicle with the customer and save the record.

The vehicle record

This section explains the various components of the Vehicles record.

Recalls/Reminders section

You can configure up to six reminders for a vehicle to coincide with services and MOT tests. More information can be found in the Reminders help topic.

Other section

Internal Loan Vehicle

Check this if the vehicle is a company loan vehicle. If this is selected then the vehicle will be available in the Loan Car Schedule.

Invoices to Lease Company

If this is checked then invoices relating to this vehicle will be sent to the associated lease company rather than the customer.

Main Details tab

Vehicle Reg. No.

VRM Lookup button

If you have the VRM lookup facility enabled then you can enter a registration number and click this button to fill in the vehicle information automatically.

Vehicle information

•Make
•Model
•CC
•Year of Manufacture
•Gross Weight
•VIN/Chassis No.
•Engine No.
•Colour
•Fuel Type
•Transmission

The fleet number, if applicable, is also shown in this section. This is entered manually.

Associated Customer

This is the customer who is associated with the vehicle. If you add the vehicle to e.g. an invoice then this customer will be added automatically also.

Lease Company

If the vehicle is a lease company vehicle you may want to invoice the lease company rather than the company. Click the MoreButton24 button to select the company from the list of lease companies. For further details on lease companies please see the Customers help page.

Extended tab

The information on this tab cannot be entered manually. If you have VRM lookups enabled then this information will be entered automatically, if available.

Sales Details tab

The information in this tab is related to vehicle sales, warranty and finance.

•Customer Acquired Vehicle date
•Sold Mileage
•Warranty Mileage Allowance
•Warranty Expiry Date
•Finance Expiry Date

Codes tab

This tab can be used to store useful information regarding security features, colour and original registration number for vehicles with private plates.

•Radio Code
•Alarm Code
•Immobiliser Code
•Key Code
•Wheel Nut No.
•Paint Code
•Original Reg. Number

Notes tab

Last MOT VT20 No.

The number of the last MOT certificate.

Last Entered Mileage

This field cannot be edited. When generating a jobsheet, estimate or invoice there is a field into which you can add the current mileage of the selected vehicle. This information is then used in this field.

Notes

Notes associated with the vehicle.