Maintain Vehicle Details

This activity allows you to create the vehicle number. You can define vehicles and their specifications with regard to Registration Number, Vehicle Type, Vehicle Model, Vehicle Group, Transmission Type, Fuel Tank Capacity, Engine Capacity, Manufacturing Year, Colour and Overall Length/Width/Height of the vehicle. You can also record Vehicle’s Nature information such as Owned or Leased or Hired from other suppliers. In the Statutory Document group box, you can specify registration and various documents details of a vehicle. You can specify the name of the authority who issued the document and the date on which the document was issued. You can also specify the validity of the document. You can also specify the renewal fees details for the documents. You can also short close the document for which reason is mandatory.

The vehicle number which is created in the respective organization unit can be modified. You can specify the existing Vehicle Number for modifying the vehicle details. The system retrieves the existing vehicle number details. You can either activate or inactivate vehicle number. The system auto updates the status of “Vehicle Number” to “Inactive” when the “Valid Date” is equal to system date. You can extend the Valid Date greater than the system date for an inactive document and activate that document again. Ensure that the document is not short closed while activating the document.

Select the “Vehicle Masters” activity under the “Transport Masters” business component.

The “Maintain Vehicle Details” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

The system displays the following in the header.

Status

The status of the vehicle number. The status can be “Active” or “Inactive”.

Enter the following field details in the “Vehicle Details” group box:

Vehicle No.	A unique number identifying the vehicle for transportation activities.
VIN	The Vehicle Identification Number (VIN) identifying an individual vehicle. A VIN is composed of 17 digits and characters that act as a unique identifier for the vehicle.
Vehicle Make	Use the drop-down list box to select the vehicle make for specifying the vehicle details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory when the Vehicle Nature is “Owned” or “Leased”.
Asset Code	A unique code identifying the asset.
Asset Tag	A unique number identifying the asset tag.
Registration No	A unique number identifying the vehicle registration number.
Vehicle Type	Use the drop-down list box to select the vehicle type for specifying the vehicle details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory when the Vehicle Nature is “Owned” or “Leased”.
Vehicle Model	Use the drop-down list box to select the vehicle model for specifying the vehicle details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory when the Vehicle Nature is “Owned” or “Leased”.
Vehicle Group	Use the drop-down list box to select the vehicle group for specifying the vehicle details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory when the Vehicle Nature is “Owned” or “Leased”.
Vehicle Nature	Use the drop-down list box to select the vehicle nature for specifying the vehicle details. The combo is loaded with “Hired”, “Leased” and “Owned”. The system displays “Owned” by default on launch of the page.
Trailer Type	Use the drop-down list box to select the trailer type for specifying the vehicle details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory when the “Vehicle Group” is “Trailer”.
Fuel Tank Capacity	The fuel tank capacity of the vehicle.
Fuel Capacity UOM	The unit of measurement of the fuel capacity. Mandatory when Fuel Tank Capacity is specified.
Fuel Used	Use the drop-down list box to select the fuel usage value. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity. Mandatory.
Fuel Consumption (Fully Loaded)	The fuel consumption details for a fully loaded vehicle.
Fuel Consumption (Empty)	The fuel consumption details for a vehicle which is empty.
Consumption UOM	The unit of measurement of the vehicle’s (Fully Loaded/Empty) fuel consumption. Mandatory when Fuel Consumption details are specified.
Transmission Type	Use the drop-down list box to select the vehicle’s transmission type. The combo is loaded with “Automatic” and “Manual”. The system displays “Automatic” by default on launch of the page.
Overall Length	The overall length of the vehicle.
Overall Width	The overall width of the vehicle.
Overall Height	The overall height of the vehicle.
LWH UOM	The unit of measurement of vehicle’s length, width and height. Mandatory when Overall Length, Width and Height of the vehicle are specified.
Tare Weight (TON)	The weight (in Tones) of a vehicle without cargo or passengers.
Net Weight (TON)	The vehicle’s load carrying capacity (in Tones).
Gross Weight (TON)	The gross weight (In Tones) of the vehicle.
Attached Location	The location to which the vehicle belongs. Mandatory. Ensure that the location has already been defined in the “Define Location” activity of the “Maintenance Organization” business component and is in “Active” status.

Note: Once a location is attached to the vehicle, you cannot change the location through the Vehicle Master activity. You can modify the vehicle location in the “Move Equipment” activity of Equipment Induction component. The system updates the new location of the equipment in the vehicle master.

Enter the following field details in the “Vehicle Details” group box:

Mfg Year	The vehicle's year of manufacture. The manufacturing year should be of 4 digits. This should be lesser than the system date’s year.
Colour	The colour of the vehicle.
GPS Ref. No.	A unique number identifying the global positioning system of the vehicle. The GPS reference number should be 10 characters to keep track of the vehicle.
Engine Capacity (CC)	The engine capacity (in Cubic Centimeters) of the vehicle.
Induction Date	The date on which the vehicle is put into operation. This date should be less than the system date.

Enter the following details in the “Vehicle Details” group box:

Owner

The owner of the vehicle. Ensure that the owner has already been defined in the “Supplier Master” activity of Purchase business component and is in “Active” status. Mandatory when the “Vehicle Nature” is “Hired”.

The system displays the following in the “Vehicle Details” group box.

Owner Name

The name of the vehicle owner.

The system displays the following in the “Statutory Documents” multiline.

S. No.

The serial number of the statutory details.

Select the following from the “Vehicle Details” group box.

Steering Type	Use the drop-down list box to indicate the steering type of the vehicle. The combo is loaded with “Manual” and “Power”. The system displays “Blank” by default on launch of the page.
Vehicle Condition	Use the drop-down list box to indicate the condition of the vehicle. The combo is loaded with “Fair”, “Good” and “Normal”. The system displays “Blank” by default on launch of the page.
Category	Use the drop-down list box to indicate the category of the vehicle. The system displays “Blank” by default on launch of the page.
Classification	Use the drop-down list box to indicate the vehicle classification. The combo is loaded with the values defined in the Create Specification Template of Equipment Induction component. The system displays “Blank” by default on launch of the page.
Sub Classification	Use the drop-down list box to indicate the vehicle sub classification. The combo is loaded with the values defined in the Create Specification Template of Equipment Induction component. The system displays “Blank” by default on launch of the page.

Enter the following details in the “Vehicle Details” group box:

Cost Center	Indicates the cost center to which the vehicle expenses details are to be mapped.
Engine No.	A unique number identifying the engine.
Average Mileage [KM/Litre]	Indicates the average mileage of the vehicle in kilometer or litre.
Parameter for Run KM	Indicates the factor that defines the vehicle and determines the performance.
Wheel Base [Meters]	The distance from the centre of a car's front wheel to the rear axle in meter.
Equipment Desc	The detailed description of the equipment.
Chasis No	A unique number identifying the vehicle consisting of a steel frame supported on springs that holds the body and motor.
Meter Reset Value	Indicates the reset value of the odometer.
Seating Capacity	The seating capacity of the vehicle.
PM Tracking	Select the checkbox, if you wish to track the vehicle’s preventive maintenance details.

The system displays the following in the “Vehicle Details” group box.

Created at OU

Indicates the organization unit at which the vehicle number is created.

Enter the following details in the “Statutory Documents” multiline:

Document Type

Use the drop-down list box to select the document type associated with the vehicle. The combo is loaded with “Registration” and with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity.

Note: The Document Type “Registration” is mandatory for the vehicle and you should not repeat the document type for a vehicle.

Enter the following details in the “Statutory Documents” multiline:

Document No	A unique number identifying the document number of the vehicle. Mandatory when the Document Type is “Registration”.
Document Value	Indicates the document value of the vehicle.
Issued By	The authority who issued the document. Mandatory when the Document Type is “Registration”.
Issued Date	The date on which the document was issued. This date should be less than or equal to the system date. Mandatory when the Document Type is “Registration”.
Mid – Term Date	The mid – term date if any applicable to the document. This date should be greater than the Issued date and this should fall between the Issued Date and Valid Date.
Valid Date	The date until which the document is valid. This date should be greater than the Issued Date.
Renewal Fee	The fees required to renew the certificate.
Currency	Use the drop-down list box to select the currency applicable for the fees. The combo is loaded with all the currencies mapped for the login company. The system displays the base currency set as default.
Contact Person Name	The vehicle’s contact person name.
Phone No.	The phone number of the contact person.
Mobile No.	The mobile number of the contact person.
EMail ID	The e-mail Id of the contact person
Remarks	Any remarks pertaining to the statutory documents.
Short Close	Select the box if you wish to short close the document.
Reason For Short Close	The reason for short closing the document. Mandatory when the Short Close is selected.

Click the “Maintain” pushbutton.

The system creates a Vehicle number in the “Active” status and parallel an Equipment with the same code is created in Equipment Induction component in the same OU of the Vehicle Master.

The system automatically updates the Vehicle Number status to “Inactive”, when the “Registration” Document Type, Valid Date is greater than the System Date and the Short Close is selected.

You can also change the validity date greater than the system date and update the status of the vehicle to ‘Active’.

To proceed, carry out the following

Select the “Attach Trailer” link at the bottom of the page to specify the trailer details for Vehicle Group - Prime Mover.
Select the “Hypothecation Detail” link at the bottom of the page to specify the hypothecation details of the vehicle.
Select the “Contact Details” link at the bottom of the page to specify the contact details of the supplier.
Select the “Place Holder Details” link at the bottom of the page to specify the place holder details of the vehicle.
Select the “Parameter Details” link at the bottom of the page to specify the vehicle’s parameter details.
Select the “Spare Part Details” link at the bottom of the page to specify the spare part details of the vehicle.
Select the "Warranty Details" link at the bottom of the page to specify the warranty details of the vehicle.
Select the “Attach Notes” link at the bottom of the page to specify notes details.

The system displays the following details in the “Data History” group box.

Created By	The login ID of the user who created the vehicle master details.
Created Date	The date on which the vehicle masters details were created.
Modified By	The login ID of the user who last modified the vehicle details.
Modified Date	The date on which the vehicle details were last modified.