Vehicle Fleet Manager 3.0. User guide

Transcription

1 Vehicle Fleet Manager 3.0 User guide

2 Table of content Vehicle Fleet Manager Main window... 4 Menus bar...6 "File" menu... 7 "Tools" menu... 8 "Security" menu...9 Setup of security options Access levels Users "Configuration" menu Vehicle groups management Selection fields management...18 General settings Options Connection to database...23 "?" menu...25 Tools bar "Employees" window "Contact info." tab "Vehicles driven" tab "Accidents" tab "Attached files" tab...33 "Reports" tab "Vendors" window...35 "Parts" window "Services" (master list) window Service template management "Reminders" window "Reports" window "Other reports" tab "Fuel consumption" tab...48 Tabs "Purch./leasing info." tab...50 "Insurance/misc." tab...51 "Service schedule" tab Service complete "Services completed" tab "Parts used/guaranteed" tab "Fuel log" tab...57 "Tyres" tab "Other fees" tab...59 "Accidents" tab "Breakdown" tab...61 "Odo. reading" tab...62 "Drivers" tab "Attached files" tab...64 "Reminders" tab How to setup the network edition... 67

3 Vehicle Fleet Manager 3.0 Vehicle fleet manager allow you to gather and track data, create service schedule and generate detailed reports and graphs regarding your vehicle fleet. It is suitable for service and commercial enterprise as well as for big transportation corporation.

4 Main window Menu bar Access to menus Tools bar Tools bar Tabs Access to tabs List of vehicles

5 The list of vehicles. You can filter this list using the search frame. Show inactive vehicles Hide or show inactive vehicles in the list Search Allow you to filter the results of the list of vehicles Add, edit or delete Add, edit or delete a vehicle.

6 Menus bar

7 "File" menu Backup database Allo you to do a copy of the database file. The database file is GESTIONFLOTTE.FDB. In standalone mode, the default path of the database file is "C:\Program Files\Vehicle Fleet Manager 3.0 Data\". If you use the Network Edition, the database could be installed on any computer on your local network. This computer will be the "Database server". See section How to setup the network edition for more details. The default path of the database file remains the same, say : "C:\Program Files \Vehicle Fleet Manager 3.0 Data\". Restore database Indicates how to restore a database file. To restore the database, you must shut down Vehicle Fleet Manager first. If you are using the Network edition, make sure that Vehicle Fleet Manager is shut down on every client computer. For users of the Standalone edition : Replace the file "C:\Program Files\Vehicle Fleet Manager 3.0 Data\GESTIONFLOTTE.FDB" (this is the default path of the database file) with a backup file (*.gbk) and rename it with the usual database name, say : GESTIONFLOTTE.FDB For users of the Network edition : Connect to any client computer, run Vehicle Fleet Manager and go to menu "Configuration Connection to database". There you will find the name of the computer (this is the database server) as well as the path where the database file is installed. Log on the database server and replace the file GESTIONFLOTTE.FDB in the specified path with a backup file (*.gbk). Rename this file with the usual database name, say : GESTIONFLOTTE.FDB Exit To shut down Vehicle Fleet Manager

8 "Tools" menu Global management This menu let you access the global management windows. Those windows let you show, edit and delete records among all vehicles. These windows can be useful when it comes to the typing of a batch of records from several vehicles Global list of reminders Lets you view and manage the list of current reminders for all vehicles. Global list of scheduled services Lets you view and manage the list of scheduled services for all vehicles. Import fuel log from MS Excel spreadsheets To import fuel log from MS Excel spreadsheets. Services completed Global management of completed services. Fuel log Global management of fuel log. Tyres Global management of tires. Other fees Global management of other fees.

9 "Security" menu Setup of security options To setup the security otpions including the "admin" password as well as the activation and deactivation of the security features. Access levels To create and configure access levels. Access levels are used for limiting access to certain features of the software to users. See the Users window for more details about how to configure users. Users To create, configure and show users. Users are used for limiting access to certain features of the software to certain people. This function works the same way as the microsoft windows login. You have to enter a username and a password in the login window to identify you. This login will let you have access to the features you are allowed to access only.

10 Setup of security options Activate users logins Activate or deactivate users login (security features). If activated, username and password will be required to identify the user and run the program. Lock the program Sets the locking parameters of the software. You can choose to lock the program after a certain time or never to lock. Once the software is locked, a user must enter their username and password in order to unlock. Modify "admin" password Let you change the "admin " password. The username "admin" is configured by default with a blank password. This username lets you access all the features of the software and can not be deleted. You can change this password using this button. Save/cancel Save or cancel changes

11 Access levels You can set access levels and users. This limits access to various features of the software for some users. To enable the management of users, you must check the "Activate users login"of the Setup of security options window. When opening the software, a window will prompt the user to log in with his username and its password. The username "admin" is configured by default with a blank password. This username lets you access all the features of the software and can not be deleted. You can change the "admin" password using the button provided for this purpose in the Security Options window. List of access levels Search Allow you to filter the results of the list of access level Add, edit or delete

12 Add, edit or delete an access level.

13 Users This window lets you manage users. You can set access levels and users. This limits access to various features of the software for some users. To enable the management of users, you must check the "Activate users login"of the Setup of security options window. When opening the software, a window will prompt the user to log in with his username and its password. The username "admin" is configured by default with a blank password. This username lets you access all the features of the software and can not be deleted. You can change the "admin" password using the button provided for this purpose in the Security Options window. List of users

14 Search Allow you to filter the results of the list. Add, edit or delete Add, edit or delete a user.

15 "Configuration" menu Vehicle groups management Lets you view and manage the vehicle groups. Selection fields management Lets you view and manage the selection fields. Language Lets you modify the language of the software. General settings Lets you view and manage the general settings. Options Lets you view and manage options. Connection to database Lets you view and manage the database connection settings.

16 Vehicle groups management Vehicle groups let you easily find your vehicles. Using the "Assign users to this group link", they can also be used to limit the access of some users to a particular type of vehicle. List of vehicle groups List of vehicles from the selected group The list of vehicles that belongs to the vehicle group selected in the left list. Search Allow you to filter the results of the list. Assign users to this group Allows you to assign some users to the selected group. For example, you could restrict access to the user "Mike Smith" to service vehicles only.

17 Add, edit or delete Add, edit or delete a group of vehicle. Add or delete Add or delete a vehicle from the selected group.

18 Selection fields management The selection fields are values used in several areas of software. Selection fields Liste des champs de sélection modifiable par l'usager. Values of the selected selection field Shows the possible values for the selection field. Add, edit or delete Add, edit or delete a value from the selection field.

19 General settings Information about your company Allows you to define information about your company as the name, address, etc. Those informations will be used in some reports. User defined fields (vehicles) Allows to include the names of two custom fields associated with vehicles. Unit of measure Allows you to define the unit of measure to show. Default number of days before a reminder This is the default number of days before a reminder is generated when you create a service in the master list of services. Save/cancel

20 Save or cancel changes

21 Options Tab shown in the main window Allows you to define which tabs are to show or hide in the main window. Odometer reading when editing fuel records

22 Allows you to choose the action to take on the end odometer of the last fuel record when editing or creating a fuel record. Save/cancel Save or cancel changes

23 Connection to database Allows you to set the database connection settings. Database server name Lets you set the database server name. If you are using Vehicle Fleet Manager in standalone mode, this field should always be "(local)". If you are using the "Network" edition, you have to the select the computer where the database is installed. See the How to setup the network edition section for more details. Path of the database file on the server This field let you set the path of the database file you want to connect to. The name of the database file is GESTIONFLOTTE.FDB and it's default path is "C:\Program Files\Vehicle Fleet Manager 3.0 Data". If you are using the "Network" edition, you have to type the path where the database is installed on the database server computer. For example, if the database file (GESTIONFLOTTE.FDB) is located on the database server "SERVER1" in folder "C:\Program Files\Vehicle Fleet Manager 3.0 Data", you have to select the database server name "SERVER1" and type "C:\Program Files\Vehicle Fleet Manager 3.0 Data" as the path of the database file. See the How to setup the network edition section for more details

24 Save/cancel Save or cancel changes

25 "?" menu Help Access to help files Check for updates Automatically check if an update is available Report a bug Lets you submit issues, bug or comments to our programmers.

26 Tools bar Employees Access to the list of employees Vendors Access to the list of vendors Parts Access to the list of parts and material Services Access to the master list of services Reminders Access to the list of reminders. If this button is flashing red, it indicates that there is "not recognized" reminders. Reports Access to the reports window

27 Help Access to help files.

28 "Employees" window List of employees Search Allow you to filter the results of the list.

29 Add, edit or delete Add, edit or delete an employee.

30 "Contact info." tab Contact information of the selected employee

31 "Vehicles driven" tab The list of vehicles driven by the selected employee. This list is automatically updated when a driver is associated to a vehicle. You can update this list manually.

32 "Accidents" tab The list of accidents by this employee

33 "Attached files" tab The files attached to this employee

34 "Reports" tab Employee's related reports

35 "Vendors" window List of vendors Show the map Show the location of the vendor using google maps. Search Allow you to filter the results of the list.

36 Add, edit or delete Add, edit or delete a vendor.

37 "Parts" window List of parts and material Liste des pièces et du matériel inscrit à l'inventaire. Search

38 Allow you to filter the results of the list. Add, edit or delete Add, edit or delete a part or material.

39 "Services" (master list) window Master list of services

40 Search Allow you to filter the results of the list. Management of services templates Lets you create and manage service templates. Add, edit or delete Add, edit or delete a service from the master list of services.

41 Service template management List of "Service templates" Services that belongs to the selected template

42 Add, edit or delete Add, edit or delete a service template. Add or delete Add or delete a service from the selected list of services.

43 "Reminders" window Actual list of reminders Edit reminder Lets you modify the state of a reminder. Mark as "Not recognized" Lets you mark the selected reminder(s) as "Not recognized".

44 Mark as recognized Lets you mark the selected reminder(s) as "Recognized". Search Allow you to filter the results of the list.

45 "Reports" window This windows let you generate most of the reports. List of vehicles The list of vehicles. Vehicle reports requires the selection of one or more vehicles in this list. For example, if you want to print or show an expenses report for vehicles #1 and #2, select those two vehicles in the list then select the "Expenses" report in the list of reports. Show before print Show the report according to the selected parameters.

46 Select the report to print Lets you select the kind of report to print. Select the period Lets you select the period from which you want to show data. Vehicles selection mode Lets you choose if the report will include all the vehicles or only the ones who are selected in the list. Select the type of expenses For expenses reports only. Lets you choose the expenses to show on the report. Select the service items For services reports only. Lets you choose which items are to show in the report. Search Allow you to filter the results of the list.

47 "Other reports" tab This tab lets you generate reports that are not related to vehicles (for example, the list of vendors).

48 "Fuel consumption" tab This tab lets you show a fuel consumption graph for the selected vehicle(s).

49 Tabs

50 "Purch./leasing info." tab Lets you set information about the purchase/leasing of a vehicle. A vehicle could be : 1. Purchased 2. Rented You can set automatic payments for your vehicles, no matter if they are rented or purchased. According to the settings you made, payments will be automatically added to the list of payments of the vehicle. The payments can be shown in expenses reports. You can manually edit the list of payments using the "Add", "Edit" or "Delete" buttons.

51 "Insurance/misc." tab Lets you define insurance, technical inspection and license of the vehicle information. For each one of these information, you can set an expiration date. A reminder will be generated when it expires.

52 "Service schedule" tab Lets you setup a service schedule for your vehicles. Services in red are due. Services in yellow are almost due. It's a reminder before due. Service complete Lets you mark service(s) as completed. Clicking this button will popup the Service complete window, allowing you to select the vendor and/ or technician in charge of the service as well as the date and the odometer when the service was completed. When a service is completed, the "Last performed" and "Next due" date are updated and a new completed service is created in tab "Services completed". Skip this service Skip this service. The "Last performed" and "Next due" date are updated.

53 Frequency The frequency at which the service needs to be performed. Last performed The last time the service was performed. Next due The date or odometer when the service will be due again. Apply a service template Lets you apply a service template rather than having to manually select each service. Add, edit or delete Add, edit or delete a service from the service schedule.

54 Service complete This window allows you to select the vendor and/or technician in charge of the service as well as the date and the odometer when the service was completed. When a service is mark as "Completed", a new "completed service" record is created in the "Services completed" tab. Save/cancel Save or cancel changes

55 "Services completed" tab This window shows the list of completed services for the selected vehicle. List of completed services The list of services done on this vehicle. Please note that when a service is "Completed" in the "Service schedule" tab, a service is automatically created here. List of expenses from the selected service The list of expenses of the selected service. The total ammount of this list is shown in column "Cost" of the corresponding service in the services list. There is four type of items you can find in this list : Parts - From the list of parts/material Material - From the list of parts/material Man power - You can assign a technician Others - Other fees that could have been involved for this service

56 "Parts used/guaranteed" tab This tab shows the list of parts that has been used for this vehicle. So, if you add a part to a service or a breakdown, it will be shown here. You can also add parts manually using the "Add" button. This list could be very useful for your technicians to easily find out which replacement part must be install on a vehicle. It will also be very helpful to know if a warranty expired on a part. Show related service Lets you show the service for which the selected part was used for the last time.

57 "Fuel log" tab The list of fuel records of the selected vehicle. Import from MS Excel Lets you import fuel records from MS Excel spreadsheets.

58 "Tyres" tab The list of tire purchases of the selected vehicle.

59 "Other fees" tab The list of other fees related to the selected vehicle.

60 "Accidents" tab The list of accidents related to the selected vehicle.

61 "Breakdown" tab This window shows the list of breakdown for the selected vehicle. List of breakdown The list of brekadowns that occurs on this vehicle, including the breakdown and reactivation date. List of expenses from the selected breakdown The list of expenses of the selected breakdown. The total ammount of this list is shown in column "Cost" of the corresponding breakdown in the breakdowns list. There is four type of items you can find in this list : Parts - From the list of parts/material Material - From the list of parts/material Man power - You can assign a technician Others - Other fees that could have been involved for this breakdown

62 "Odo. reading" tab All odometer reading taken from this vehicle. An odometer reading is created every time you type in an odometer value on most of the records of the software (fuel record, completed service, breakdown, etc.). You can also manually add, edit or delete odometer reading. Show item related to this odometer reading If the odometer reading was automatically created while creating a fuel record, a completed service, a breakdown or other record, you can use this button to directly access this record.

63 "Drivers" tab The list of drivers who drove the selected vehicle. This list is automatically updated when a driver is associated to a vehicle. You can update this list manually.

64 "Attached files" tab Files attached to the selected vehicle.

65 "Reminders" tab The list of reminders for the selected vehicle. Show the cause of this reminder Lets you view the record that is causing this reminder to show. Edit reminder Lets you modify the state of a reminder. Recognized Lets you mark the selected reminder(s) as "Recognized".

66 Not recognized Lets you mark the selected reminder(s) as "Not recognized".

67 How to setup the network edition To setup Vehicle Fleet Manager on your local network (Network edition only), please download and follow carefully this procedure :