The Vehicle and Maintenance Entry is where you enter the vehicle information and track all maintenance (parts and service) for each vehicle.

The Vehicle ID is the unique identification for a specific vehicle. This may be a number or word. The Vehicle ID is used in defining which vehicle is identified in the reports. The Date Entered is automatically entered.

The following vehicle information is entered for the specific vehicle:  Year, Make, Model, Color, Current Mileage, Vehicle Location, Driver, Usage, Tag Number, Vin Number, Warranty and Insurance Agent.

The Vehicle Location must be a valid Location in “Location Entry” in SYSTEM MANAGEMENT (10.2.5.1).

The Driver must be a valid Employee in “Employee Entry” in PAYROLL (9.3.1).

The Usage Code is the primary use of the vehicle and is setup in “Vehicle Setup” (10.11.5).

The Warranty Date is the date the vehicle warranty expires. After the Warranty Date is entered, you enter the number of miles the vehicle is warranted for.

To Add Maintenance performed on the vehicle, enter an <A> at the “Enter Selection” prompt and press <ENTER>.

The Service Performed description should be consistent throughout the vehicles. You may set a Service Key default in “Vehicle Setup” (10.11.5). Example:  LOF = Lube Oil and Filter. To enter the Service Key default, enter a <D> and press <ENTER>. The Service Date, Service Performed By and Mileage are mandatory entries.

When parts are purchased for the service, enter in the Parts Description.  The Parts Warranty is entered by the number followed by the time-unit of the warranty. (Example:  10D = 10 days, 6M = 6 months, 1Y = 1 year, and L = Lifetime). If there is not a warranty, just press <ENTER> for none. If a warranty is entered, the Status will display Active. When the time period is up, the Status will automatically change to Expired. The Parts Amount is entered for the specific part. The Total Parts is automatically calculated by the system.

If there is labor associated with this Service, enter in the Labor Description. The Labor Warranty is entered by the number followed by the time-unit of the warranty. (Example:  10D = 10 days, 6M = 6 months, 1Y = 1 year, and L = Lifetime). If there is not a warranty, just press <ENTER> for none. If a warranty is entered, the Status will display Active. When the time period is up, the Status will automatically change to Expired. The Labor Amount is entered for the specific part. The Total Labor is automatically calculated by the system.

To Edit Maintenance performed on the vehicle, enter an <E> at the “Enter Selection” prompt and press <ENTER>. Enter the item number of the Service to be edited and press <ENTER>.

To Move Maintenance performed on the vehicle to another Vehicle ID, enter an <M> at the “Enter Selection” prompt and press <ENTER>. Enter the item number of the Service to be moved and press <ENTER>. Enter the Vehicle Id to move the Service to, and press <ENTER>. The session must be Saved to activate the move.