Vehicle Assignment

This activity allows you to allocate / deallocate a particular vehicle to / from a user respectively. You can record the details when the vehicle was allocated to and deallocated from a user. You can also specify the Tyre condition of a vehicle during allocation and deallocation. A vehicle should be allocated first and only then, deallocation is possible.

Select the “Vehicle Assignment” activity under the “Vehicle Planning” business component.

The “Vehicle Assignment” page appears.

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

Enter the following details in the “Search Criteria”:

Vehicle No.	A unique number identifying the vehicle.
Vehicle Type	Use the drop-down list box to select the vehicle type for which you wish to assign the details. The combo is loaded with the values defined in the “Maintain Codes” activity of “Codes Master” component. The system displays the code set as default in the “Maintain Codes” activity.
Vehicle Nature	Use the drop-down list box to select the vehicle nature. The combo is loaded with “Hired”, “Leased” and “Owned”. The system displays “Hired” by default on launch of the page.
From Transaction No.	The starting range of the transaction number from which you wish to search and select the details to allocate / de allocate the vehicle.
To Transaction No.	The ending range of the transaction number until which you wish to search and select the details to allocate/ de allocate the vehicle.
Status	Use the drop-down list box to select the status. The combo is loaded with “All”, “Fresh”, “Confirmed”, “Deleted” and “Returned”. The system displays “All” by default on launch of the page.
From Transaction Date	The starting date range of the transaction from which you wish to search and select the details.
To Transaction Date	The ending date range of the transaction until which you wish to search and select the details.
Vehicle Make	Use the drop-down list box to select the vehicle make. The combo is loaded with the values defined in the “Maintain Codes” activity of “Codes Master” component. The system displays the code set as default in the “Maintain Codes” activity.
User	The code of the user who is assigned to the vehicle.
User Name	The name of the user.
Vehicle Model	Use the drop-down list box to select the vehicle model. The combo is loaded with the values defined in “Maintain Codes” activity of “Codes Master” component. The system displays the code set as default in the “Maintain Codes” activity.
Driver	The name of the driver to whom the vehicle has to allocated/deallocated.
Location	Location associated with the driver / user.
Transaction Type	Use the drop-down list box to select the transaction type. The combo is loaded with “Allocation”, “Deallocation” and “Search Existing”. The system displays “Allocation” by default on launch of the page.

Click the “Search” pushbutton.

The system retrieves and displays the details in the “Search Results” multiline.

Note: If Transaction Type – ‘Allocation’, the system retrieves the last confirmed Deallocation, last fresh allocation transaction numbers and ignores the value in the Status Combo.

If Transaction Type – ‘Deallocation’, the system retrieves the last confirmed Allocation, last fresh Deallocation transaction numbers and ignores the values in the Status Combo.

If Transaction Type – ‘Search Existing’ the system retrieves all the Allocation and Deallocation transaction based on the Status Combo.

The system displays the following details in the “Search Results” multiline.

Transaction No.	A unique number identifying the transaction number.
Transaction Date	The date on which the transaction was created.
Time	The time at which the transaction was created.
Status	The status of the transaction. The status can be “Fresh”, “Confirmed”, “Deleted” or “Returned”.
Transaction Type	The transaction type. The transaction type can be “Allocated” or “Deallocated”.
User	The vehicle user.
Location	The location associated with the user.
Vehicle No.	A unique number identifying the vehicle.
Vehicle Nature	The nature of the vehicle. The vehicle nature can be “Hired”, “Owned” or “Leased”.
Vehicle Type	The vehicle type, which has to be allocated or deallocated.
Vehicle Make	The vehicle make which has to be allocated or deallocated.
Vehicle Model	The vehicle model, which has to be allocated or deallocated.
Recent Odometer Reading	The recent odometer reading when vehicle was allocated/deallocated.
Remarks	Any remarks pertaining to the vehicle assignment.

Click the “Transfer” pushbutton.

The system transfers the selected transaction details to the respective fields.

The system displays the following fields.

Status

The status of the transaction number. The status can be “Fresh”, “Deleted”, “Confirmed” or “Returned”.

Note: The Transaction Type combo is loaded based on the Vehicle No.

Select from the following:

Transaction Type

Use the drop-down list box to select the transaction type. The combo is loaded with “Allocation” and “Deallocation”. The system displays “Allocation” by default on launch of the page.

§ Allocation – To create and Allocation transaction

§ Deallocation – To create deallocation transaction

The system displays the following fields.

Transaction No.

A unique number identifying the transaction.

Enter the following fields:

Transaction Date	The date on which the transaction was created. This date should be less than or equal to System Date.
Numbering Series	Use the drop-down list box to select the numbering series. The combo is loaded with the values defined for the Transaction Type – Vehicle Assignment in Numbering Class Component.
Vehicle No.	A unique number identifying the vehicle for which you wish to allocate or deallocate.
Time	The time at which the vehicle was allocated/deallocated. This time should be less than or equal to System Date.

The system displays the following fields.

Vehicle Make	The vehicle make which has to be allocated or deallocated.
Vehicle Nature	The nature of the vehicle. The vehicle nature can be “Hired”, “Owned” or “Leased”.
Vehicle Type	The vehicle type, which has to be allocated or deallocated.
Vehicle Model	The vehicle model, which has to be allocated or deallocated.

Enter the following fields:

User

The code of the user to whom the vehicle is assigned. . User should be in “Active” status and Mandatory.

The system displays the following fields.

Name

The name of the vehicle user.

Enter the following fields:

Location

The location at which the vehicle has to be allocated or deallocated. This should be in “Active” status during allocation and can be even Inactive during Deallocation.

The system displays the following fields.

Transaction Type

The transaction type of the vehicle assignment. The transaction type can be “Allocate” or “Deallocate”.

Enter the following fields:

Driver	The name of the driver to whom the vehicle has to be allocated or deallocated.
Current Odometer Reading	The recent odometer reading when vehicle was allocated/deallocated. This should be greater than the previous odometer reading value and it should not exceed the value specified in “Meter Reset Value” at Vehicle Master.
Condition	Use the drop-down list box to select the condition of the vehicle. The combo is loaded with "Good" and "Bad'. The system displays "Good' by default on launch of the page.
Reason Code	A unique code identifying the vehicle assignment reason. This should be in “Active” status.

The system displays the following fields.

Description

The detailed description of the reason.

Enter the following fields:

Remarks

Any remarks pertaining to the vehicle assignment.

Click the “Maintain” pushbutton.

The system generates the Transaction Number in “Fresh” status.

Click the “Confirm” pushbutton.

The system updates the Transaction Number status to Confirmed.

Note: Only “Fresh” status of the Transaction Number can be confirmed.

Click the “Delete” pushbutton.

The system deletes the Transaction Number and updates the status as “Deleted”.

Note: Only “Fresh” status of the Transaction Number can be deleted.

Click the “Return” pushbutton.

The system updates the Transaction Number status to “Returned”.

Note: Only “Fresh” status of the Transaction Number can be returned.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to specify notes details.
Select the “Specify Checklist’ link at the bottom of the page to specify the checklist details of the vehicle.

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

Created By	The name of the person who created the vehicle assignment details.
Created Date	The date on which the vehicle assignment details were created.
Modified By	The name of the person who modified the vehicle assignment details.
Modified Date	The date on which the vehicle assignment details were modified.