Vehicle fleet manager User guide

Vehicle fleet manager User guide

Table of Contents Vehicle fleet manager... 4 Main window... 5 Vehicles menu... 7 Expenses menu...9 Options menu... 10 Vehicles... 12 General tab...13 Fuel transactions tab...17 Oil changes transactions tab...19 Repair transactions tab... 21 Tire purchase transactions tab...23 Other fee transactions tab... 25 Rental transactions tab... 27 Odometer reading tab... 29 Images tab...31 Service schedule tab...32 Drivers... 34 Accidents tab... 36 Drivers tab... 37 Odometer statements... 38 Add/edit odometer statements... 41 Fuel log... 42 Add/edit fuel statement... 44 Repairs... 47 Add/edit repairs... 49 Details of repair...52 Add/edit repair fee... 54 Part selection... 56 Oil changes...58 Add/edit oil changes...60 Tire purchases... 62 Add/edit tire purchases... 64 Other fees... 67 Add/edit other fees... 69 Groups of vehicles...71 Add/edit groups of vehicles... 73 Master list of services...75 Add/edit service item...77 Master list of parts...78 Add/edit parts... 80 Vendors... 82 Add/edit vendors...84 Reports...85 Cost/distance tab...86 Expenses and fuel efficiency report...89 Expenses tab...90 Expenses by vehicle detailed report...92 Expenses by vehicle simple report...93 Graph tab...94 Expenses by vehicle graph...96

Expenses graph... 97 Monthly expenses graph...98 Fuel efficiency graph...99 Others tab...100 Maintenance report... 102 Vehicle detail report... 103 Odometer statements report... 104 Drivers report...105 Export database tables to excel...106 Others tab...108 Personalize... 109 Parameters...111 Security options... 113 Login... 115 Modification of "Admin" password...116 Access levels... 117 Add/edit access level... 119 Users... 121 Add/edit user... 123 Backup/Restore Database...125 Network Edition Setup... 126

Vehicle fleet manager 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.

Main window Vehicles list Access button to the Vehicles list. Drivers list Access button to the Drivers list. Master list of services Access button to the master list of services. Master list of parts Access button to the master list of parts window Reports Access button to the reports window Export to excel Access button to the excel exportation window

Odometer statements Access button to the odometer statements list. Fuel statements Access button to the fuel statements list. Oil changes Access button to the oil changes list. Repairs Access button to the repairs list. Vehicles menu Vehicles menu Expenses menu Expenses_menu Options menu Options_menu Tire purchases Access button to the tire purchase list. Other fees Access button to the other fees list.

Vehicles menu Vehicles menu. Vehicles list Allow access to the vehicles list. Manage groups of vehicles Allow access to the "Groups of vehicles" window. Odometer statements Allow access to the odometer readings Master list of services Allow access to the "Master list of services" window. Master list of parts Allow access to the "Master list of parts" window. Vendors Allow access to the "Vendors list".

Drivers Allow access to the "Drivers" window. Reports Allow access to the reports window.

Expenses menu Expenses menu. Fuel Allow access to the fuel statements list. Oil changes Allow access to the oil changes list. Repairs Allow access to the repairs list. Tire purchases Allow access to the tire purchases list. Other fees Allow access to the other fees list.

Options menu Options menu. Personalize Allow access to the personalization window Parameter Allow access to the global parameters configuration window. Backup database Backuping the database Use this menu to select the path and file name of the database backup copy you want to create. The copy will be saved with the ".gbk" extension. Restoring a database To restore the database you just have to replace the file "GESTIONFLOTTE.FDB" in the application directory (most of the time "C:\Program files\vehicle Fleet Manager\") by one of the existing backup file (.gbk) and rename it that way "GESTIONFLOTTE.FDB". Vehicle Fleet Manager must be closed to perform this operation. Security options Allow access to the security options window Users Allow access to the Users window Access levels Allow access to the Access levels window

Lock the program When the security is active, it allows the user to lock the program. The login window will then appear.

Vehicles This section is about adding, editing and consulting vehicles data.

General tab You can access this window through the menu Vehicles -> Vehicles list. This window allows you to create, configure and consult your vehicles data. Vehicles list The list of your existing vehicles. Click the list to select one. For the vehicles colors meaning, please refer to Service schedule tab Vehicles data

This frame contains general informations regarding the selected vehicle. Number : A number allowing you to easily identify you vehicles. VIN# : The vehicle identification number. Class : Ex.:Truck, van, mini, etc. Make : The maker of the vehicle Model : Vehicle's model Fuel : Gas, Diesel, Hybrid, Petrol, Biodiesel, Ethanol or others. Construction year : The year of manufacturing. Registration : Registration of the vehicle. Odometer type : Miles (or kilometers) or hours Note : Any general notes about this vehicle Insurances data This frame contains insurances informations about the selected vehicle. - Insurer - Insurance company - Date of insurance - Expiration date of insurance - Notes on coverage When insurance is almost expired, the field "Expires on" will appear in yellow as well as the line of the vehicle. If it is already expired, they will appear in red. Search Allow an easy and quick search by restricting the number of records to show. The generic character (*) is allowed. Purchase data

This frame contains purchase or rental informations about the selected vehicle. - Purchase/Rental date - Purchase cost - Odometer at purchase/rental - Vendor - Notes on purchase/rental Add Click here to add a new vehicle. Delete Delete the selected vehicle(s). Edit Edit the selected vehicle. You can also double click the vehicle's list at the left to edit a vehicle. Exit Close this window. Depreciation matrix This section allows you to calculate the annual depreciation of your vehicles. Just enter the required info and the Dpn field will show the annual depreciation.

Rental specifications This frame contains informations about the rent of this vehicle. It's possible to configure automatic rental transactions every X days. To change the automatic rental transaction parameters, click on "Edit" button. Driver Actual driver of the selected vehicle To see all the drivers who drove vehicles, please refer to Drivers report

Fuel transactions tab This tab allow you to add and edit any fuel transactions for the selected vehicle. Add a fuel transaction Click this button to add a new fuel transaction for the selected vehicle. Delete the selected(s) transaction(s) Click this button to delete the selected(s) fuel transaction(s). Fuel transactions list This list contains all fuel transactions for the selected vehicle.

Edit the selected transaction Click here to edit the selected fuel transaction. You can also double click on the transaction directly from the list.

Oil changes transactions tab This tab allow you to add and edit any oil change transactions for the selected vehicle. Add an oil change transaction Click this button to add a new oil change transaction for the selected vehicle. Delete the selected(s) transaction(s) Oil change transactions list

This list contains all oil change transactions for the selected vehicle. Edit the selected transaction Click here to edit the selected oil change transaction. You can also double click on the transaction directly from the list.

Repair transactions tab This tab allow you to add and edit any repair transactions for the selected vehicle. Add a repair transaction Click this button to add a new repair transaction for the selected vehicle. Delete the selected(s) transaction(s) Repair transactions list This list contains all repair transactions for the selected vehicle.

Edit the selected transaction Click here to edit the selected repair transaction. You can also double click on the transaction directly from the list.

Tire purchase transactions tab This tab allow you to add and edit any tire purchase transactions for the selected vehicle. Tire purchase transactions list This list contains all tire purchase transactions for the selected vehicle. Delete the selected(s) transaction(s) Add a tire purchase transaction Click this button to add a new tire purchase transaction for the selected vehicle. Edit the selected transaction

Click here to edit the selected tire purchase transaction. You can also double click on the transaction directly from the list.

Other fee transactions tab This tab allow you to add and edit any other fee transactions for the selected vehicle. Add an other fee transaction Click this button to add a new other fee transaction for the selected vehicle. Delete the selected(s) transaction(s) Other fee transactions list This list contains all other fee transactions for the selected vehicle. Edit the selected transaction

Click here to edit the selected other fee transaction. You can also double click on the transaction directly from the list.

Rental transactions tab This tab allow you to add and edit any rental transactions for the selected vehicle. You can manually add and edit rental transactions but you can also configure them to be created automatically. Click the "Edit" button of the vehicle to configure those parameters. Add a rental transaction Click this button to add a new rental transaction for the selected vehicle. Delete the selected(s) transaction(s) Rental transactions list

This list contains all rental transactions for the selected vehicle. Edit the selected transaction Click here to edit the selected rental transaction. You can also double click on the transaction directly from the list.

Odometer reading tab This tab allow you to add and edit any odometer reading for the selected vehicle. Add an odometer reading Click this button to add a new odometer reading transaction for the selected vehicle. Delete the selected(s) transaction(s) Odometer reading transactions list This list contains all odometer reading transactions for the selected vehicle. Edit the selected transaction

Click here to edit the selected odometer reading transaction. You can also double click on the transaction directly from the list.

Images tab Here you can look at images. You can add up to 10 images by vehicle. To add, edit or delete images, click on the "Edit" button. Image selection button Click one of these ten buttons to select an image.

Service schedule tab This list contains the service schedule for the selected vehicle. Service appearing in yellow are almost due and services appearing in red are due. The state of these services determines the color of the vehicle's record in the vehicle's list at the left. Add a service Click this button to add a new service to the schedule of the selected vehicle. Delete service Click this button to delete the selected(s) service(s) from the service schedule. button Click this button to edit the selected service. Service item

The description of the service to do. Last performed When was this service last performed. Frequency The frequency of this service. Next due date The date when the service will be due. Next due odometer The odometer when the service will be due. Service complete Use this button to indicates that the service(s) is done. You can complete more than one services at the same time by selecting every services you wish to mark as completed. When you click on this button you will be asked for the date and the odometer reading when the service was done.

Drivers You can access this window through the menu Vehicles -> Drivers. This window allows you to create, configure and consult your drivers data. Drivers list The list of your existing drivers. Click the list to select one. Add button Click here to add a new driver. Delete button

Delete the selected driver(s). Edit button Edit the selected driver. You can also double click the driver's list at the left to edit a driver. Exit button Close this window. Search Allow an easy and quick search by restricting the number of records to show. The generic character (*) is allowed.

Accidents tab This tab contains accidents relative to the selected driver. Accidents list The list of all accidents for the selected driver. Edit accident Click this button to edit the selected accident. Delete accident(s) Click this button to delete the selected(s) accident(s). Add an accident Click this button to add a new accident for the selected driver.

Drivers tab The list of all vehicles driven by the selected driver.

Odometer statements You can access this window through the menu Vehicles -> Odometer statements. This window allows you to create, edit and track your odometer statements. It's important to take odometer reading frequently if you want to get detailed and precise reports. List

The list of your existing odometer statements. Just click the one you want to select. A double click on an odometer statement will pop up the odometer statements editing window. Add To add new odometer statements through the add/edit odometer_statements window. Delete Delete the selected record(s). Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed. Edit Edit the selected record. Exit

Close this window.

Add/edit odometer statements This window allow you to fill the data concerning a new odometer statement or to edit data from an existing one. Vehicles list Choose the vehicle for wich you want to edit or create an odometer statement. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Date The date of the odometer statement. Odometer Odometer value. Save To save the new record or modifications. Cancel Cancel the add or edit.

Fuel log You can access this window through the menu Expenses -> Fuel. This window allows you to create, edit and track your fuel statements. List The list of your existing fuel statements. Just click the one you want to select. A double click on a fuel statement will pop up the Add/edit fuel statements window Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed.

Add To add new fuel statements through the add/edit fuel statements window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Note A note regarding the current record.

Add/edit fuel statement This window allow you to fill the data concerning a new fuel statement or to edit data from an existing one. Vehicles list Choose the vehicle for wich you want to edit or create a fuel statement. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Suppliers list Select the supplier. Date The date of the fuel statement.

Date #2 You can use this field as a second reference, if needed. Cost You can choose to enter the total cost of the invoice or the cost/l, the result will be the same. Ref. # The invoice, or reference number. City Some companies needs these infos to create tax reports... Odometer Odometer reading. Optional. When you enter a value here, an odometer statement is automatically created. Note A note about the current record. Save To save the new record or modifications. Cancel Cancel the add or edit.

Qty. The total fuel quantity purchased.

Repairs You can access this window through the menu Expenses -> Repairs. This window allows you to create, edit and track your repair. List The list of your existing repairs. Just click the one you want to select. A double click on a repair will pop up the Add/edit repairs window Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed.

Add To add new repairs through the add/edit repairs window. Detailed repair print These buttons allow you to print the details of the selected repair. See the details of repair window for more details. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Note A note regarding the current record.

Add/edit repairs This window allow you to fill the data concerning a new repair or to edit data from an existing one. Vehicles list Choose the vehicle for wich you want to edit or create a repair. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Suppliers list Select the supplier. Date The date of the repair.

Date #2 You can use this field as a second date reference, if needed. Cost The price paid! Ref. # The invoice, or reference number. Piece(s) under warranty Check this box if pieces are under warranty for this repair. Odometer Odometer reading. Optional. When you enter a value here, an odometer statement is automatically created. Description Description of the repair. Warranty ref. Reference # of the warranty. Warranty description A descritpion of the warranty. Note

A note about the current record. Save To save the new record or modifications. Cancel Cancel the add or edit. <TODO: Control Name> <TODO> Insert description text here... And don't forget to add keyword for this topic

Details of repair This window is the list of items and labour of a selected repair. List The list of items of a repair. Just click the one you want to select. A double click on an item will pop up the Add/edit repair fee window Add

To add new details through the add/edit repair fee window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window.

Add/edit repair fee This window allow you to fill the data concerning a new item of a repair or to edit data from an existing one. Qty. Enter the quantity according to the type of item you are editing : For a part : the quantity For labour : the hours For others : the quantity Save To save the new record or modifications. Cancel Cancel the add or edit.

Part option To create a new part in the detailed repair. You will have to select a part from the part selection list by clicking on the "Select a part" button. You can see below, the part number, the description and the cost/ unit of the current selected part. Labour option To create a labour item in the detailed repair. You have to enter the cost/hour. Other option To create any other fees in the detailed repair. You can enter a description and a cost/unit.

Part selection <TODO> Insert description text here... And don't forget to add keyword for this topic List

The list of parts in the system. OK button To validate your selection. Cancel button To cancel the selection.

Oil changes You can access this window through the menu Expenses -> Oil changes. This window allows you to create, edit and track your oil changes. List The list of your existing oil changes. Just click the one you want to select. A double click on an oil changes will pop up the Add/edit oil changes window Search

Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed. Add To add new oil changes through the add/edit oil changes window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Note A note regarding the current record.

Add/edit oil changes This window allow you to fill the data concerning a new oil changes or to edit data from an existing one. Date The date of the oil change. Cost The price paid! Oil type Choose the oil type used for the oil changes (standard or synthetic). Odometer Odometer reading.

Optional. When you enter a value here, an odometer statement is automatically created. If there is an oil change service in the schedule of the current vehicle, a message will prompt you if you want to update this service with the data of the current oil change. Vehicles list Choose the vehicle for wich you want to edit or create an oil change. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Suppliers list Select the supplier. Ref. # The invoice, or reference number. Note A note about the current record. Save To save the new record or modifications. Cancel Cancel the add or edit. Date #2 You can use this field as a second date reference, if needed.

Tire purchases You can access this window through the menu Expenses -> Tire purchases. This window allows you to create, edit and track your tire purchases. List The list of your existing tire purchases. Just click the one you want to select. A double click on a tire purchases will pop up the Add/edit tire purchases window Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed.

Add To add new tire purchases through the add/edit tire purchases window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Note A note regarding the current record.

Add/edit tire purchases This window allow you to fill the data concerning a new tire purchase or to edit data from an existing one. Vehicles list Choose the vehicle for wich you want to edit or create tire purchases. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Suppliers list Select the supplier. Date The date of the tire purchase.

Brand The brand. Model The model. Tire type The type (winter, summer, 4 season) Qty The quantity of tires purchased. Total cost The total price paid! Ref. # The invoice, or reference number. Approx. end of life The approximative end of life of the tires. Stocking Where are they stocked? Note A note about the current record.

Save To save the new record or modifications. Cancel Cancel the add or edit. Date #2 You can use this field as a second date reference, if needed.

Other fees You can access this window through the menu Expenses -> Other fees. This window allows you to create, edit and track your other fees. List The list of your existing other fees. Just click the one you want to select. A double click on an other fee will pop up the Add/edit other fees window Search

Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed. Add To add new other fees through the add/edit other fees window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Note A note regarding the current record.

Add/edit other fees This window allow you to fill the data concerning a new other fees or to edit data from an existing one. Vehicles list Choose the vehicle for wich you want to edit or create an other fee. You will not be able to select another vehicle than the selected one if you come from the vehicles window. Suppliers list Select the supplier. Date The date of the other fee. Cost The price!

Ref. # The invoice, or reference number. Description A description of the other fee. Odometer Odometer reading. Optional. When you enter a value here, an odometer statement is automatically created. Note A note about the current record. Save To save the new record or modifications. Cancel Cancel the add or edit. Date #2 You can use this field as a second date reference, if needed.

Groups of vehicles You can access this window through the menu Vehicles -> Manage groups of vehicles. This window allows you to create and edit groups of vehicles. Groups of vehicles list This is the list of all existing groups. Vehicles of the selected group list

This is the list of vehicles of the selected group. Add button To add new groups through the Groups of vehicles add/edit window. Delete button Delete the selected record(s). Edit button Edit the selected record. Add a vehicle to this group button To add a vehicle to the selected group. Remove vehicle(s) from this group button To remove vehicle(s) from the selected group. Exit button Close this window.

Add/edit groups of vehicles This window allow you to fill the data concerning a new group of vehicles or to edit data from an existing one. Code The code of the group. Desription A short description of the group. Note A note about the group. Users button This button is visible only if the security feature is activated. It allows you to select which users will have access to the current group. Only these users will be able to see and edit the vehicles of this group. Save button To save the new record or modifications.

Cancel button Cancel the add or edit.

Master list of services You can access this window through the menu Vehicles -> Master list of services. This window allows you to create and edit service items. First step before creating a service schedule for your vehicles is to create your "Master list of services". This list will be used for the creation of the schedule of each vehicle in the "Service schedule tab" of the "Vehicles" window. It's your template. Master list of service items

This is the list of all existing service items. Delete button Delete the selected record(s). Add button To add new services through the Services add/edit window. Edit button Edit the selected record. Exit button Close this window

Add/edit service item This window allow you to fill the data concerning a new service item or to edit data from an existing one. Frequency Enter the frequency at which the service should be done. You can enter a time value or an odometer value. Service will be marked as due when one of the two conditions is reached. Description Type here the description of the service item. Save button To save the new record or modifications. Cancel button Cancel the add or edit.

Master list of parts You can access this window through the menu Vehicles -> Master list of parts. This window allows you to create and edit parts. Parts are used to create detailed repairs. Parts list This is the list of all existing parts. Add button To add new parts through the Parts add/edit window.

Delete button Delete the selected record(s). Edit button Edit the selected record. Exit button Close this window.

Add/edit parts This window allow you to fill the data concerning a new part or to edit data from an existing one. Cost The price of the part. Supplier The supplier of the part Manufacturer The manufacturer of the part Description The description of the part Part number The number of the part Save button

To save the new record or modifications. Note A note about the part Cancel button Cancel the add or edit.

Vendors You can access this window through the menu Vehicles -> Suppliers. This window allows you to create, edit and track your suppliers. List The list of your existing suppliers. Just click the one you want to select. A double click on a supplier will pop up the suppliers editing window. Search

Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed. Add To add new suppliers through the add/edit suppliers window. Delete Delete the selected record(s). Edit Edit the selected record. Exit Close this window. Supplier data Data about the selected supplier.

Add/edit vendors This window allow you to fill the data concerning a new supplier or to edit data from an existing one. Save To save the new record or modifications. Cancel Cancel the add or edit.

Reports This section is about reports and graphs you can create.

Cost/distance tab You can access this window through the menu Vehicles -> Reports. This tab allows you to show and print reports about expenses/distance covered and fuel efficiency of your vehicles. The data in the tab cost/km at the right are calculated in function of the "Expenses to include", the period and the selected vehicle(s). List The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the same time. Expenses to include Choose wich expenses you want to include in the reports. Period

Select the period of data you want to include in your report(s). Although, reports will be created according to the nearest existing odometer statements of the selected dates and for the selected vehicle(s). For example : If you choose 2005-01-01 as the starting date, and the nearest odometer statement before the chosen date (if there is no odo. stat. before the chosen date, then, the nearest odo. stat. after the chosen date will be used) is 2004-11-29, then, this date will be used to create the report. Data from 2004-11-29 will be used, not from 2005-01-01. Show Show before printing. Print Print the report. First odometer statements The date of the first odometer statement found according to the selected period. See the "period" section for more details. Last odometer statements The date of the last odometer statement found according to the selected period. See the "period" section for more details. Expenses Data about expenses and cost in function of the distance covered of the selected vehicle (according to the selected criteria). Fuel efficiency Data about fuel efficiency of the selected vehicle and period.

Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed.

Expenses and fuel efficiency report

Expenses tab You can access this window through the menu Vehicles -> Reports -> Expenses tab. This tab allows you to show and print reports about expenses concerning your vehicles. The data in the tab "Expenses" at the right are calculated in function of the "Expenses to include", period and selected vehicle(s). List The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the same time. Expenses to include Choose wich expenses you want to include in the reports. Period

Select the period of data you want to include in your report(s). Although, reports will be created according to the nearest existing odometer statements of the selected dates and for the selected vehicle(s). For example : If you choose 2005-01-01 as the starting date, and the nearest odometer statement before the chosen date (if there is no odo. stat. before the chosen date, then, the nearest odo. stat. after the chosen date will be used) is 2004-11-29, then, this date will be used to create the report. Data from 2004-11-29 will be used, not from 2005-01-01. Do not show details Check this box if you dont want to show the detailed transactions in the report. You will only see the total cost for each selected expenses. Detailed_report Simple_report Export to excel Use this button to export the current report to Microsoft Excel. Please note that you must have MS Excel installed on your computer to perform this operation. You can generate more excel report by using the Export database tables to excel window. List of detailed repairs If there is detailed repairs created for the selected vehicles, you can print them using this button.

Expenses by vehicle detailed report

Expenses by vehicle simple report

Graph tab You can access this window through the menu Vehicles -> Reports -> Graph tab. This tab allows you to show and print graphs concerning your vehicles. List The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the same time. Expenses to include Choose wich expenses you want to include in the reports.

Period Select the period of data you want to include in your report(s). Although, reports will be created according to the nearest existing odometer statements of the selected dates and for the selected vehicle(s). For example : If you choose 2005-01-01 as the starting date, and the nearest odometer statement before the chosen date (if there is no odo. stat. before the chosen date, then, the nearest odo. stat. after the chosen date will be used) is 2004-11-29, then, this date will be used to create the report. Data from 2004-11-29 will be used, not from 2005-01-01. Fuel efficiency Show the fuel efficiency graph. X axis Select wich information you would like to show in the X axis (vehicles, month, type of expense). Expenses graph Show the expenses graph.

Expenses by vehicle graph

Expenses graph

Monthly expenses graph

Fuel efficiency graph

Others tab You can access this window through the menu Vehicles -> Reports -> Others tab. This tab allows you to show and print maintenance, vehicle data and odometer statements reports concerning your vehicles. List The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the same time. Vehicle's data report This section allow you to print a report containing detailed data about your vehicle (registration, VIN, insurance info, etc.). If you want, you can print only one vehicle by page by checking the appropriate box. Vehicle's data report

Maintenance report This section allow you to print a maintenance report. By checking the box "Print only maintenance to do", the report will contain only the service item that should be done immediately. If you want, you can print only one vehicle by page by checking the appropriate box. Maintenance report Expenses to include Choose wich expenses you want to include in the reports. Period Select the period of data you want to include in your report(s). Although, reports will be created according to the nearest existing odometer statements of the selected dates and for the selected vehicle(s). For example : If you choose 2005-01-01 as the starting date, and the nearest odometer statement before the chosen date (if there is no odo. stat. before the chosen date, then, the nearest odo. stat. after the chosen date will be used) is 2004-11-29, then, this date will be used to create the report. Data from 2004-11-29 will be used, not from 2005-01-01. Odometer statements report This section allow you to print a report containing odometer statements. By checking the appropriate box, you will print only the most recent odometer statement for each vehicle. Odometer statements report

Maintenance report

Vehicle detail report

Odometer statements report

Drivers report

Export database tables to excel This window allows you to export database tables to Microsoft Excel. You will then be able to create your own reports. List The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the same time for the report creation. Incl. explicit id. of vehicle Checking this box will include the number, Class, Brand, Model, Year of the vehicle for each record. If this box is not checked then, only the unique number of the vehicle will be included in the report. Incl. explicit id. of suppliers Checking this box will include the name and type of the supplier for each record. If this box is not checked then, only the unique number of the supplier will be included in the report.

Include unique key of the table If this box is checked, the unique number (key) of the record will be included in the report.

Others tab This tab allows you to export the vehicle database table.

Personalize You can access this window through the menu Options -> Personalize This window allows you to personalize the software parameters for this computer only. Language Choose the language of the application. Print dialog It determines if the print dialog appear before printing a report. Save

Save your modifications. Database server Here you must enter the name of the database server (the name of the computer where the database is installed). It's applicable only with the Network Edition. See Network Edition setup section for more details. If you are not using the network edition, this field must be filled with "(local)". Cancel Cancel your modifications. Path of the database file You can type the path of the database file on the database server. The default path for the database file is "C:\Program Files\Vehicle Fleet Manager Data". Service reminder Type here how many days before a service is due you want to be reminded that it will be due soon. The service and the vehicle will appear in yellow when it is almost due.

Parameters You can access this window through the menu Options -> Parameters This window allows you to configure the global parameters of the software. Modifications will be effective on every computer in the network (if applicable). Distance unit Select the distance unit. Volume unit Select the currency. Currency

Select the volume unit. Save Save your modifications. Cancel Cancel your modifications.

Security options You can access this window through the menu Options -> Security options This window allows you to configure options regarding the security of the software. It let you activate the security and change other security parameters. Activate security login Select wether or not the security logins are active. If this options is selected, users will have to enter a username and a password to access the program. See the Users and Access levels sections for more details on how to configure users and access levels. After option Selecting this options allows you to determine a period of inactivity time after which the program will be locked. The login window will then appear and user will have to enter his username and password again. Never option By selecting this option, the program will never get locked until you close it or manually lock it with the CTRL-L key or by clicking on the menu "Options - Security - Lock the program" Modify "Admin" password button This button let you get to the window Modification of 'admin' password. By default, this password is empty. The 'admin' login give the user a full access to every feature of the software including security options. It is strongly recommended that the person who will be in charge of setting the security features change this password for a stronger one and keep it in a safe place.

Save button Save modifications. Cancel button Cancel the add or edit.

Login This is the login window. It let users access the software with their own access level. Username Enter your username here. Password Enter your password here.

Modification of "Admin" password This window allows you to modify the 'admin' password. By default, this password is empty. The 'admin' login give the user a full access to every feature of the software including the security options. It is strongly recommended that the person who will be in charge of setting the security features change this password for a stronger one and keep it in a safe place. Old password You have to enter the old password before you can modify it. New password Here you can enter the new password. Confirmation Here you must re-enter the new password to confirm you have made no mistakes. Save button Save modifications. Cancel button Cancel the add or edit.

Access levels You can access this window through the menu Options -> Security -> Access levels. This window allows you 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. List

The list of existing access level. Just click the one you want to select. A double click on an access level will pop up the Add/edit access level window. Add button To add new access levels through the Add/edit access level window. Delete button Delete the selected record(s). Edit button Edit the selected record. Exit button Close this window.

Add/edit access level This window allow you to fill the data concerning a new access level or to edit data from an existing one. There is 7 main features of the software that can be given a restricted access : 1 - Vehicles data. Creation of vehicles and editing of existing ones can be limited by checking the appropriates boxes. 2 - Expenses. It includes repairs, oil changes, odometer statements (I know, it's not really an expense...), tires purchase, other fees and even suppliers. 3 - Security features. This options restrict access to the "Security options" windows only. 4 - Parts. Creation of parts and editing of existing ones can be limited by checking the appropriates boxes. 5 - Services. Creation of services in the master list of services and in the vehicles window, and editing of existing ones can be limited by checking the appropriates boxes. 6 - Groups of vehicles. Creation of groups of vehicles, and editing of existing ones can be limited by checking the appropriates boxes. 7 - Suppliers. Creation of Suppliers, and editing of existing ones can be limited by checking the appropriates boxes. Save button To save the new record or modifications.

Access level Type in the name of the access level. Cancel button Cancel the add or edit.

Users You can access this window through the menu Security-> Users. This window allows you to create, configure and consult 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 need to access only. List

The list of existing users. Just click the one you want to select. A double click on a user will pop up the Add/edit user window. Search Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed. Add button To add new users through the Add/edit user window. Delete button Delete the selected record(s). Edit button Edit the selected record. Exit button Close this window.

Add/edit user This window allow you to fill the data concerning a new user or to edit data from an existing one. First name Type in the first name of the user Last name Type in the last name of the user Username Type in the username of the user Password Type in the password of the user Access level Select the access level you want to give to this user

Save button To save the new record or modifications. Cancel button Cancel the add or edit. Access to groups of vehicles You can specify if this user can access all groups of vehicles or only the one he is allowed to. See the Goups of vehicles section for more details.

Backup/Restore Database Backup database Use this menu to select the file name and the path of the database copy you want to make. Database copy will be saved with ".gbk" extension. Restoring the database Replace the database file "GESTIONFLOTTE.FDB" in "C:\Program files\vehicle Fleet Manager Data\" with one of the backup file you have previously created (*.gbk) and rename it to "GESTIONFLOTTE.FDB". To perform this operation you will have to close Vehicle Fleet Manager.

Network Edition Setup Network Edition Setup Please follow those instructions carefully : 1. Install the Vehicle Fleet Manager programme (www.vinitysoft.com/vfm/vfm22.exe) on the computer which will be your database server. The database server can be any computer on your local network. 2. Install the Firebird component on your database server (www.vinitysoft.com/vfm/ NetworkVFM.exe). IMPORTANT!: the installer programme will ask you where you want to install the Firebird programme and will then ask you where you want to install the database. The Firebird programme needs to be installed on the same drive as the database itself. 3. Activate your server. To do this send us your server identification code and we will send you the corresponding activation code. To obtain your identification code you need to click on "Activate now" in the Vehicle Fleet Manager (trial version) start up window. 4. Make sure that the GESTIONFLOTTE.FDB database file is in your server s "C: \Program Files\Vehicle Fleet Manager Data" folder (or the folder specified during database installation). If the "Program Files" folder on your server is not on the C drive then search for it on the appropriate drive (for example: "M:\Program Files\Vehicle Fleet Manager Data"). This path will be the one that you will need to set up on your client workstation at the next stage. 5. Open Vehicle Fleet Manager on your server and go to menu "Options - Personnalize". Replace the name of the database server for the server name. If you do not know the name of the database server then, right-click on Workstation, choose "Properties" and select the Computer name tab. 6. Go to a client workstation. Install Vehicle Fleet Manager (www.vinitysoft.com/vfm/ VFM22.exe), launch the application and click on the "Options - Database connection information menu and enter your server name in the appropriate box. If you do not know the name of the database server then go to your server, right-click on Workstation, choose "Properties" and select the Computer name tab. 7. On the workstation enter the server database path at the appropriate place (for example: "C:\Program Files\Vehicle Fleet Manager Data"). 8. Close the Vehicle Fleet Manager application on your client workstation and restart it. The programme should automatically connect to the database. If it doesn t work it is probably because the database path is incorrect. If these parameters are correct your server probably has a firewall. Most computers have a firewall. If so, you need to deactivate it or set up a firewall exception. You need to set up a firewall exception for the following programme file: "C:\Program Files\Firebird\Firebird_2_0\fbserver.exe". To add a firewall exception (with Windows XP), go to "Start - Control Panel - Firewall". Click on add programme in the "Exceptions" tab, click on browse and choose the following file: "C: \Program Files\Firebird\Firebird_2_0\Bin\fbserver.exe"