2050 larkin avenue, suite 200 elgin, il 60123 1.800.980.2555 table of contents general vehicles –...

2050 Larkin Avenue, Suite 200Elgin, IL 601231.800.980.2555www.fleet-maintenance.com

• Table of Contents• General

• Vehicles– General – Meters– Specs– Warranties– Assets– User Fields– Notes and Document Attachments– Month End Meters

• Work Order– General Information– Adding a Service– Adding a Part– Other Information

• Service and Parts

• PM Schedule


• Table of Contents (continued)• Expenses

• Reported Problems

• Fuel/Oil

• Daily Logs

• Licensing & Permits

• Tire Tracking

• Vehicle Parts Reference

• Employee Training

• Vendors

• Employee/Staff– General Information– Physicals– Licensing/Certifications– Violations– Training– Fueling


• Table of Contents (continued)• Employee/Staff (continued)

– Daily Logs– Services– Work Orders

• Customers

• Service Codes

• PM Service Groups

• Reminders

• User Security

• Parts Inventory– Part Record– Purchase Orders– Part Check In– Part Check Out– Adjustments


• Table of Contents (continued)

• Parts Inventory (continued)– Order Details– Cross Reference– Physical Inventory– Site Transfers

• File Menu– Settings

• Company Information• Global• Service • Site Information• Service Record• Work Order/Invoice• Vehicle• Parts Inventory• Barcode Options• Web Portal• Employee• E-mail Reminder


• Table of Contents (continued)

• File Menu (continued)• Document Links• Auto Updates• Local Settings

– Printer Setup– Export

• Spreadsheet Wizard

– Import

• E-mail Reminders

• Reports– Query– Report Wizard


Truck Tracker is vehicle centric. Every record entered must refer back to a vehicle.


Individual vehicle record entry and transactional history side bar

Vehicle Screen – ability to view entire list of fleet and related transactional historical records.

Bulk Entry Menu Bar


Vehicles

Click on Vehicle icon in menu tool bar to open Vehicle list.

Update vehicle meters using batch entry update by clicking on “Batch Meter Update” button.

Update vehicle end of month meter readings in batch format.

Vehicle Batch Meter Update

Add, copy, change, deactivate or delete the highlighted vehicle record by clicking on the “Add”, “Copy”, “Change”, “Deactivate” or “Delete” buttons.


Vehicles

Selecting the “Add” button allows you to create a new vehicle record entering all detailed information pertaining to the specific vehicle.

Vehicle general information, meter details, vehicle warranties, specs, attached assets, extra user defined fields, notes, documents and month end meter reading logs are recorded in this window by selecting the appropriate tab.


Vehicles(General)

Enter unique Vehicle ID #

The Vehicle “General” tab allows you to enter basic information relating to the vehicle.

Enter vehicle current Meter readings

Enter vehicle Year, MakeAnd Model.

Enter Vehicle Group name tobe used defining employee training records.

Enter Style, Class and Colorof vehicle along with type of fuel used.

Enter vehicle license plateInformation.

Enter vehicle PurchaseDate and Price along withdate put In Service. VehicleSold Date and Price may alsobe recorded.

Enter main Location of vehicle

Enter Primary Driver and PrimaryCustomer for vehicle.

Enter PM Group this vehicle belongs toDefining PM Schedule.

Check box if meter reading isRequired on a work order form.

Check box if want to be alerted whena part replacement to vehicle or work order is possibly under warranty.

Fields used when importing fuel datainto Truck Tracker.


Vehicles (Meters)

The Vehicle “Meters” tab allows you to define the meters relating to the vehicle.

Define the vehicle meters.

Records last Fuel Meter Reading

Used to calculate Total Lifetime Meters on vehicle. Lifetime Meter is used when scheduling PM’s.

Click “Replace Meter” button when replacing a meter on the vehicle.enter in the meter reading from old meter and then the replacement (new)meter reading.


Vehicles (Specs)

The Vehicle “Specs” tab allows you to define the vehicle specifications.

Enter Engine andTransmission description.

Enter Front and Rear AxleDescription.

Record weight limitvehicle Licensed For.

Enter detailed axle information by clicking on the “Add” button.


Vehicles (Warranties)

The Vehicle “Warranties” tab allows you to define the other assets on the vehicle.

Enter warranty information to vehicle by clicking on the “Add” button.

List of warranties on vehicle.Enter Warranty Type

Enter Date, Meter 1 and Meter 2 that Vehicle Warranty Begins.


Vehicles (Assets)

The Vehicle “Assets” tab allows you to define the other assets on the vehicle.

Enter asset information to vehicle by clicking on the “Add” button.

List of assets currently on vehicle.

Enter Asset Code andDescription.

Enter Status of asset.

Enter amount of asset onvehicle and unit cost. Enter any notes related to asset.


Vehicles (User Fields)

The Vehicle “User Fields” tab allows you to define up to 10 additional fields on the vehicle.

Label the UserFields in the Vehicle Settingsunder the Filemenu.

Enter the vehicle value for these User Defined Fields.


Vehicles (Notes and Document Attachment)

The Vehicle “Notes” tab allows you to record additional notes on the vehicle.

Enter vehicle notes here.

The Vehicle “Documents” tab allows you to attach Word,Picture, or PDF documents to a vehicle record.

Add, Change or Delete a document attachmentRecord by clicking on the “Add”, “Change” or“Delete” buttons.

Select Document File to beattached to vehicle record.

Enter brief user Descriptionof document.

Attach document to a Work Order as well as vehicle record by indicating Work Order # in this field.


Vehicles (Month End Meter)

The Vehicle “Month End” tab allows you to record meter readings on the vehicle at the end of the month.

Click “Add” to record end of month meterreadings for vehicle.

Historical list of month end meter reading records for vehicle.


Click to view Open, Closed, and Completed Work Orders for highlighted Vehicle record.

View, Add, Change, Delete, E-mail or Print Open, Closed, or Completed Work Orders or Invoices for a specific vehicle.May also open the Work Order List for the entire fleet by selecting the View All button.

Work Orders

Select date range for list view.


Work Orders

To add services to a work order select the “Add” button and fill in the information on the “Adding a Service” window.

Designate status of work order.

Indicate who performed the work.

Check for any outstanding PM’s or Reported Problems when highlighted.

Enter the Vehicle ID# and current meter readings.

Check box to add a shop fee (overhead shop costs) to work order.


Work Orders(Adding a Service)

Enter a Service Code.

Enter the actual amount of labor hours.

Enter the hourly rate. - optional

Enter VMRS code.

Indicate which mechanic performed this service.

If invoicing out work, indicate whether service is tax exempt and invoice labor rate.

Click on “Documents” tab to view any documents for this specific service.

Enter notes for this specific service.


Work Orders

To add a part to a work order click on “Add” and fill in the information on the “Adding Parts Check-Out” window.

Check box to add a parts fee. (percentage of total parts cost)


Work Orders(Adding a Part)Enter the part number.

Check box if part is not being taken out of inventory.

Check box if part is to be credited back.

Enter quantity used.

Enter the service that part is being used for.

Enter VMRS code.

May enter part warranty information.

If invoicing out work, check box to indicate part is tax exempt, enter retail price or markup percentage.

Check box if part is a requisitioned item.


Work Orders

By selecting the “Other ” tab on a work order you may enter more details and invoicing information. Notes to the work order or invoice are added in this window.

Click on the “Documents” tab to attach documents to the work order.

Enter vendor invoice number here if work performed outside.

Enter your purchase order number here for the work to be performed by outside vendor.

Enter customer code and check boxes to indicate what taxes should be applied to on the invoice.

Enter Work Order Notes Enter Invoice Notes


Click to view list of Services Performed and/or Parts Usage history for highlighted vehicle.

Add, View, Change, and Delete service or parts to a vehicle record. May also open the Service History or Parts Usage List for the entire fleet by selecting the View All button.

Service / Parts


Service / Parts

Click on the “Parts Usage” tab in the Services Performed/Parts Used window and then selecting the “Add”button opens up the “Adding Parts” window to directly add a part record to the vehicle without using a work order.

Click on the “Services Performed” tab in the Services Performed/Parts Used window and then selecting the “Add”button opens up the “Adding a Service” window to directly add a service record to the vehicle without using a work order.



Click to view the PM Schedule for highlighted Vehicle record.

Add, Change, View, Copy or Delete a PM to the Vehicle PM Schedule. May also open the PM Schedule List for the entire fleet by selecting the View All button.

PM Schedule


PM ScheduleClick on the “add” button to add a PM to the existing PM Schedule.

Enter a Vehicle ID #.

Add Notes to PM by clicking on notes tab.

Enter Service Code/PM.

Enter in the date PM was last performed and the meter readings at the time of performance.

Indicate if the PM is a one time occurrence.



Click to view the Expense records for the highlighted vehicle.

View, Add, Change or Delete the Expense records for a vehicle. May also open the Expense List for the entire fleet by selecting the View All button.

Expenses


ExpensesClick on the “Add” button to add Expense recordsto the vehicle.

Choose one of the drop down items toIdentify the type of expense.

Enter GL Number used in your Accounting as a cross reference to this expense.

May indicate a particular project that the expense was incurred.

Record the vendor invoice number.

Enter total meter(s) incurred during timeof expense.

Enter current meter(s) reading during timeof expense.



Click to view or add Reported Problems for highlighted Vehicle record.

Add, Change, Delete or View Reported Problems list for vehicle. May also open the Reported Problems List for the entire fleet by selecting the View All button.

Reported Problems


Reported Problems

Enter which employee reported the problem.

Click on the “Add” button to record a ReportedProblem.

Vehicle meter(s) reading at time of reported problem.

Enter service code for problem being reported.

Click on “Notes” tab and provide a moredetailed description of problem.

Provide a brief description of problem

A user will be notified of outstanding reported problems on work orders (highlighted button), by e-mail or byvisiting the “Reminders” list section in Truck Tracker.



Click to view the Fuel/Oil records for the highlighted vehicle.

View, Add, Change or Delete Fuel /Oil records for a vehicle. May also open the Fuel/Oil Records List for the entire fleet by selecting the View All button.

Fuel / Oil


Fuel / Oil

Click on the “Add” button to add a fuel record.

Enter vehicle number.

Enter fuel vendor code.

Enter employee code.Enter meter(s) reading at last fill up and current meter(s) reading.

Record the amount of gallons purchased.

Enter the fuel price per gallon.

Clicking on the “Other” tab allows you to record the fuel tax information for IFTA reporting and oil consumption.



Click to view any Trip Log records for highlighted Vehicle record.

View, Add, Change, or Delete Trip Log records for vehicle. May view the Daily Logs Records for the entire fleet by selecting the “View All” button.

Daily Logs


Daily Logs

Click the “Add” button to insert a driver’s log record.

Enter general trip information for the Daily Log record entry by Selecting the “Daily Log” tab.



Daily LogsEnter trip expense details by selecting the “Expense Details” tab.

Enter the driver’s hours detail for the trip by selecting the “Hours/Remarks” tab.

Record the shipment details for the trip by clicking on the “Shipments” tab.

Enter the mileage driven in each state for the trip by selecting the “State Mileage” tab.


Click to view Licensing and Permits records for the highlighted vehicle record.

Add, View, Change or Delete the Vehicle Licensing and Permits records. May view the Licensing & Permits records for the entire fleet by selecting the “View All” button.

Licensing & Permits


Licensing & Permits

Click on the “Add” button to enter a License orPermit Record.

Vehicle Code should be prefilled for you.

Enter application date for permit or license.

Record type of permit or license.

Enter the state and /or county.

Enter cost for permit or license.

Record date the permit or license will expire.

Indicate whether you wish to be reminded when license or permit is nearing expiration.



Click to view Tire Tracking records for the highlighted vehicle.

Add, View, Copy or Change Tire records for a vehicle.

Tire Tracking


Tire TrackingClick on the “Add” button toInsert a Tire record for the vehicle.

Enter notes for tire here.

Select the “Other” tab to enter the tire purchase information and warranty information.

Click on the “General” tab to enter detailed tire information (Make, Model, Serial #, Placement, Size, etc…). Record the vehicle meter of when tire was put into service and taken out of service . Record tread depth to track the wear on the specific make and model tires.


Add, View, Change or Delete the parts that can be used on vehicle by referencing parts that have been used on vehicles that are similar year, make and model.

Vehicle Parts Reference


Vehicle Parts Reference

Click on the “Add” button to enter a parts reference record.

Enter part number that can be used on this vehicleor vehicles with similar Make/Model/Year.


Click to view the list of Employees Trained on the highlighted vehicle.

Add, View, Change or Delete to the list of Employees that are trained to operate or service the specified vehicle.

Employee Training


Employee Training

Click on “Add” button to add an employeetraining record.

Enter the employee number for employee who is trained to operate and/or service the vehicle.

Enter the vehicle group that the employee istrained to operate and/or service.

Enter date that employee was trained and date that training expires.

Check box if want to be warned when training is approaching expiration date.

Enter the type of employee training.

Enter employee training notes here.

Select the correct training status and results.


VendorsClick on “Vendors” icon in the tool bar menu to open the vendors list window.

Click on to view the transaction history for the highlighted vendor.

Click to add, change, deactivate or delete a vendor record.


Vendors

Click “Add” to insert a new vendor record.

Enter a unique vendor code and vendor name.

Enter vendor contact information.

Enter vendor type.

Enter vendor warranty information.

Enter the vendor sales tax to be applied to Truck Tracker parts purchase orders.


Employee / Staff

Individual employee record entry and transactional history side bar.

Access the Employee/Staff list screenby clicking on the “Staff” icon in the menu tool bar.


Employee / Staff

Click on “Add” to enter a new employee record.

Enter Employee code and Type.

Enter general information, record notes, create up to five additional fields to track further employee information, and/or attach documents to employee records by selecting the “General”, “Other”, “Notes” and/or “Documents” tabs.

Enter employee title andContact information.

In the “Other” tab enter employee sensitive information. This information can be blocked from user view by declining permissions in the Security setup feature by user login.


Employee / Staff(Physicals)

Click to view the “Physicals” records for the highlighted employee.

Enter date of Physical, date Physical expires and reason for Physical. Check box to be reminded when employee physical is coming due.

View employee physicals list history. Add, Change or Delete employee physicals record by selecting one of the below Buttons.

Enter additional notes here relating to the employee physical record.


Employee / Staff(Licensing/Certifications)

Click to view the “Licenses/Certifications” records for the highlighted employee.

View employee licenses and certifications list history. Add, Change or Delete employee licenses and certifications record by selecting one of the below buttons.

Check box to be reminded when employee license or certifications are coming due.

Enter any restrictions relating to the employee license or certification record.

Enter License or Certification number, description,Issued by, date issued, and expiration date.


Employee / Staff(Violations)

Click to view the “Violations” records for the highlighted employee.

Check box to be reminded when employee violation is reaching expiration.

Enter employee ID number, vehicle number, date of violation, violation ID and type of violation.

View employee violations list history. Add, Change or Delete employee violations record by selecting one of the below buttons.

Enter description of Violation, location that violation took place, fines, number of injuries, severity, and expiration date.

Enter any notes or attach documents relating to the employee violation record.

Indicate what action has been taken for this violation.


Employee / Staff(Training)

Click to view the “Training” records for the highlighted employee.

Check box to be reminded when employee training is reaching expiration.

View employee training list history. Add, Change or Delete employee training record by selecting one of the below buttons.

Enter employee ID number, vehicle group trained on, date of training, training expiration date and type of training received.

Enter any notes relating to the employee training record.


Employee / Staff(Fueling)

Click to view the “Fueling” records for the highlighted employee.

View employee fueling history. Add, Change or Delete employee fueling record by selecting the “Add”, “Change” or “Delete” buttons.


Employee / Staff(Daily Logs)

Click to view the “Daily Logs” records for the highlighted employee.

View employee daily logs history. Add, Change or Delete employee daily logs record by selecting the “Add”, “Change” or “Delete” buttons.


Employee / Staff(Services)Click to view the “Services”

records for the highlighted employee.

View employee services history. Add, Change or Delete employee services record by selecting the “Add”, “Change” or “Delete” buttons.


Employee / Staff(Work Orders)

Click to view the “Work Order” records for the highlighted employee.

View employee work orders history. Add, Change or Delete employee work orders record by selecting the “Add”, “Change” or “Delete” buttons.Select date range for list box view.

Print out work order or invoice that is highlighted by selecting the “Add Work Order”or “Print Invoice” button.


Customers

Click on the “Customers” icon in thetool bar menu to open up the customers list.

Click to view the transaction historyfor the highlighted customer.

Click to add, change, deactivate or delete a customer record.


Customers

Click on “add” to insert a customer record.

Enter customer contact information.

Enter unique customer code.

Enter credit limit and terms for customer.

Record a Parts Markup % and Labor Rate for customer along with customer tax rates to be applied when invoiced.

Enter a parts fee and/or service fee for customer tobe applied when work performed.


Service Codes

Click on the “Service Code” icon inthe tool bar menu to access service codes.

Click to view transaction history for the highlightedservice code.

Click to add, change, deactivate or delete a service code record.

Select to create a PM schedule for vehicle groupsand define Types of Vehicle Warranties .


Service CodesClick the “Add” button to enter a service code record.

Enter unique service code and description.

Enter category for service code and VMRS code.

Check box if service code is a PM and then set up intervals the PM is to be performed by. (May schedule up to 3 intervals per PM.

Enter the amount of time it should take to perform service.

Enter invoice labor rate for service and indicate whether service is tax exempt.


Service Codes

Click on “Notes” tab to enter notes for the service code here.

Click on the “Parts Assembly” tab to list the parts that should be used with the specified service.

Click the “Add” , “Change” or “Delete” button to add, change or delete a part to the service code assembly list.

Click on the “PM Links” tab to link more than one PM together. LinkingPM’s will instruct Truck Tracker to automatically update the PM schedulewhen the one PM service code is added to a work order.

Click the “Add” or “Delete” button to add or delete a PM link record.


PM Service Groups

Click on the “PM Service Groups”button on the Service Code List screento create a PM Schedule for a group of Vehicle.

Click “Add” to add a PM Group.

Click “Add” to add a PM service code the highlighted PM Group schedule.


Reminders

Select the “Reminders” iconin the tool menu bar to viewreminder items list.

Click on the appropriate tab to view those reminders.Print out reminder list.

PM Reminders - list of all PM that are coming due.Reported Problems – list of all outstanding reported problems.Tags – list of all licenses and permits that are reaching expiration or have expired.Tire Life – list of all tires that are approaching or have reached their life expectancy.Physicals – list of employees who have physicals that have expired or reaching expiration date.Licenses – list of employees that have licenses coming due or have already expired.Violations – list of employees that have violations that are coming due or have expired.Training – list of employees that have training coming due or has expired.Reorder Parts - list of parts that have reached their reorder point and need to be ordered.

*Reminders may be set up to be e-mailed to specified recipients. See the E-mail Reminders section.


User Security

Select the “Security” icon inthe tool bar menu to access user security permissions.

Select either the “User” tab to view the list of users set up for security permissions orThe “Groups” tab to view the list of user groups set up for security permissions.

Click on “Add”, “Change” or “Delete”button to add, change, or delete users/user groups security permissions.


User Security

By clicking the “Add” button you mayadd a user name and specify permissions.

Create a user log in name and password.

Enter site for user log in. Indicate whether user has “Full Access” and if user belongs to a user group.

For each “Area” in Truck Tracker there are “Doors” that you can“Grant” or “Deny” access.


Parts Inventory

Truck Tracker Parts Inventory is part centric. Every transaction in the inventory must tie to a part record.


Parts Inventory

Click on “Parts” icon in the tool bar menu to open the parts list window.

Parts Check-In will check in a part that is highlighted into inventory.Parts Check-Out will check a part that is highlighted out of inventory and directly to a vehicle.On Hand/Adjustments displays adjustment history for highlighted part during specified date period.Cross Reference list of parts that can be used in place of the highlighted part record.Physical Inventory a step by step physical inventory process.Purchase Orders create and manage purchase orders for parts.Site Transfers handle transfers of parts from another parts inventory site.

View current On Hand records for highlighted part in list box above. Also have ability to “Add”, “Change” or “Delete” On Hand Part record.

Print Bar Code label forHighlighted part.

“Adjust Quantity”, “Add”, “Copy”, “Change”, “Deactivate” or “Delete” a part record.


Parts Inventory(Part Record)

Select the “General” tab to enter part informationdetails. Select “Other” tab to record part warranty information and utilize User Defined fields. Choose the “Documents” tab to attach documents to a part record. Select “Parts Assembly” tab to add part to a service code parts assembly list. Select “Notes” tab to add notes on part.

Enter part number and description.and supplier.

Enter last cost of part, the parts unit of measure, mark up percentage when invoicing and/or parts retail price. Indicate whether the part is exempt from taxes.

Warranty Provider

Enter VMRS code.

Select a part reorder process for this particular part.Formula, Minimum/Maximum, or none. For Min/Max indicate the quantity amounts.

Enter part storage location in stock room.


Parts Inventory(Part Record)

Indicate whether a Core Part and Core Value.

Warranty Provider

5 additional User Defined Fields per part.

Provide Warranty details for part.


Parts Inventory(Purchase Orders)

Click to view open, closed, and all Purchase Orders.

View purchase order list, print out purchaseorder, check in entire purchase order, add, change or delete purchase order from thiswindow. A purchase order can also be created for a vendor that supplies parts that have reached their reorder point.

E-mail or Print highlighted purchase order.



Fill in the requested information when creating a purchase order.

Select a vendor.Enter date of purchase order.

Enter any notes pertaining to the purchase order or purchase.

Record the purchase order number from Accounting Department as a reference if different than Truck Tracker order reference number.

Record vendor invoice number.

Check box to record freight charge and enter freight cost.

Check box to apply sales tax to parts cost andindicate the percentage. Click on “Add”, “Change” or “Delete” to add,

change or delete parts on a purchase order.

Click on this button to add parts requisitioned for a work order to the purchase list.



Click “Add” to add another part record topurchase order.

Enter part to be added to purchase order.

Enter the purchase quantity for the part.

Check box if part is a credit item (being returned to vendor) or is exempt from purchase order sales taxes.

Record actual unit price for part.

Record the expected parts receive dateand vendor invoice number.

Enter any notes related to this part.


Parts Inventory(Part Check In)

Click on “Check-In” icon in menu tool bar tocheck in a variety of parts into inventory.

Select the “Part Check-In” button in the Parts Listing box to check in the part highlighted on the list.

Part Check-In window provides you a historicallist of part check records between the specified date period.

Click “Add Batch”, “Add” or “Delete” button toadd or delete a part check in record.



Click on the “Add Batch “ or “Add” buttonto check parts into inventory.

Click “Add PO Details” button to check in parts from a specified Truck Tracker purchase order.

Click “Add” to check parts into inventory. Parts on order quantity on the purchase order will automatically be reduced by the amount being checked in. The purchase order selected is matched by vendor code used on parts check in record and vendor code indicated on the purchase order.

After entering parts check in records have option to print out bar code labels by clicking on “Complete and Print” button.

Batch List Check In window.



Select Truck Tracker purchase order that parts are being received from.

Select the quantity of part that is being received off purchase orderby double clicking the line item.

Add parts to check in queue by clicking on button.

Enter part number and description.

Enter vendor code for part being check in.

Enter actual unit cost and quantity of part received into inventory.


Parts Inventory(Part Check Out)

Click on the “Part Check Out” button to check parts out of inventory and apply directly to a vehicle.

View a usage history for the specific part being checkedout of inventory during a specified date range.

Add, change, delete, a part from Inventory by selecting the “Add”, “Change”, “Delete” button. Go to the Batch Part Check Out Screen by selecting the “Browse All” button.


Parts Inventory(Part Check Out)

Clicking on the “Add” button will open up the “Adding Parts Check-Out” window.

Enter vehicle code that part is being checked out to.

Enter part number and description of part being checked out.

Check box if part is a non inventory , credit or requisitioned item.

Enter the part quantity used on vehicle.

Enter service code, VRMS code and date that part was used.

Enter warranty information on part.

Add comments.

Enter current meterreadings on vehicle.

Add Comments


Parts Inventory(Adjustments)

Click “Adjustments” button to view anymanual changes made in the quantity of parts onhand.

View adjustment history for part bya defined date period.

Click on the “Browse All” button to view adjustment history for entire parts inventory.


Parts Inventory(Adjustments)

Click “Adjust Quantity” button to make changes to the highlighted part on hand quantity.

Enter the new quantity on hand.

Record the reason for the adjustment.


Parts Inventory(Order Details)

Click on the “Order Details” button to view all the outstanding purchases on TruckTracker purchase orders for highlighted part.

Click on the “Browse All” button to view list of all purchase orders. Highlight a purchase order and click “Change” button to make any changes to the order.

View list of purchase orders for highlighted part and click “Change” button to make anychanges to the order.


Parts Inventory(Cross Reference)

Click on the “Cross Reference” buttonto view a list of parts that can be usedin place of the highlighted part.

Add, change or delete all parts cross reference records for thehighlighted part by selecting “Add”, “Change”, “Delete” button. Also view current on hand inventory for the cross referenced parts.

When adding a part crossreference record, enter part number and description of part that can be used in place of the original part.

Enter any comments here.


Parts Inventory(Physical Inventory)

Click on the “Physical Inventory” button to begin the Physical Inventory process.

Truck Tracker’s Physical Inventory takes you through a three step organized process to help you match up your Physical Inventory counts to your Truck Tracker Parts On Hand counts giving you a true inventory value.


Parts Inventory(Site Transfers)

Click on Site Transfers to requestparts from other sites inventory and manage part transfers.

Select “Force Transfer To” button to directly transfera part from your site to another site.

View and manage all incoming parts transfer requests, outgoing parts transfer requests and a log of all parts transfers among sites.



Select the “ Incoming Transfers Request” tab to check in, delete, edit, or forcecompletion of highlighted part transfer record. Also request a part transferFrom this window.

Requesting a part from another location requiresa part number and site location that part isbeing requested from.

Enter the part quantity being requested and enter additional comments.

Once the part number is defined a list of all the available on handpart records for each site will appear. Select one of these records.



Select the “ Outgoing Transfers Requested” tab to view any parts requestmade to your site, approve and/or check out any highlighted part transfer request. Print a Transfer Packing List.

When checking out a parts transfer this message will appear.

Copy of Transfer Packing List



Select the “Transfers Completed” tab to view the historical listof all incoming parts transfers received and outgoing parts transfersgranted by the site the user is logged into.


File Menu(Company Information,Settings, and Utilities)

Switch Site - to be used with multiple sitelicenses. A convenient way to switch the siteuser is logged into.Settings - set up company information, software global settings, service settings,current site settings and local user settings.Printer Setup – set up default printer to beused in Truck Tracker.User Security - configure individual users orgroups permissions in the software.Backup and Restore – to perform a TruckTracker database full backup or restore.Export and Import - export data lists from Truck Tracker and/or import data lists and selected transactional history into TruckTracker.Restart – launches a quick restart of theTruck Tracker application.

Configure Company Information and Truck Tracker Settings or access various utilities by clicking on the “File” menu in the menu lists tool bar.


File Menu(Settings – Company Information)

Select “Settings” in the “File” menu to configure the Company and Site Information along withTruck Tracker Global, Site, and User Settings.


File Menu (Settings – Global Settings)


Enter location for database backup to be stored.

Designate whether using Actual or Average costing method for parts.

Indicate the perimeters to be forewarnedwhen specific reminders are coming due.

Ability to use multiple currencies. Designateone base currency and then provide exchange rates for other currencies used.


File Menu (Settings – Service Settings)


Configure Automatic Database Backup Serviceby indicating days you want backup to be per-formed, time of day to perform service, and how long to retain backup.

Check box if you want reminders to bee-mailed.

Indicate time of day e-mail remindersare to begin sending. Designate howfrequently e-mails are sent.

Enable automatic fuel data import for FuelMaster program only. Indicate time of day fuel data is to begin import and how frequently the imports occur.

Enable web portal synchronization for dealers. Indicate time of day to sync the parts information into the dealer portal.


File Menu (Settings – Site Information)


Enter company Site contact information.

Company Groups


File Menu(Settings – Service Record Settings)


Indicate the default settings for Service Records. Set the default hourly wage, default actual hours and default hourly invoice rate to be used if not previously indicated in service code record.

Check box if you want the Actual Service Hoursand Service Code Notes to appear on the work order/invoice.


File Menu (Settings – Work Order/Invoice)


Enter employee type to select from whencreating an in house work order.

The automatic sequential numbering of work orders will begin at the number following the one indicated here.

Indicate part markup percentage whenInvoicing.

Insert Company Logo for Invoices. Label taxes to be used on invoices, tax rates, and whether to apply on part, labor or both.

Check boxes if Service Fee and/or Parts Fee should be applied to workorder. Indicate the percentage rateof each fee.


File Menu (Settings – Vehicles)


Label the 10 vehicle user defined fields.

Designate what placement value you wantFuel costs to be rounded off too.

Enter default fuel price per gallon.

Enter default meter labels for vehicles.

Multi Sites – check box if want to see only vehicles located at the site logged into. Check box if want to see reminders for all sites.


File Menu (Settings – Parts Inventory)


Enter default unit of measure for parts.

Indicate next purchase order number for automatic sequential numbering, prefix and suffix to be added to purchase order numbersand default purchase order sales tax rate.

Check boxes if…-Ability to create Pending Status purchase orders-Include purchase order sales tax on parts cost-When checking in a part record last vendor checked in and invoice reference # used will appear on check in record.-Automatically close out purchase order when checked in all parts

Update formula reorder points for parts based on current usage history.

Label 5 user defined fields for part record.


File Menu (Settings – Barcode Options)


Designate barcode printer.

Indicate number of characters to be ignored whenScanning out a part barcode.

Check boxes if…-Parts cost is to be shown on barcode-Date part is received into inventory appears on barcode-Have prompt appear asking whether to print barcode labels on Check-In

Indicate characters to be ignored whenScanning out a part barcode.


File Menu (Settings – Web Portal)


Test to ensure Dealer Portal communication is open.

Select one of the Automatic Parts Reorder ProcessOptions.

Enter Dealer ID#, Customer Username and Customer Password provided when registered for Dealer Portal access.

Web Portal will directly link your parts purchase orders with your selected parts supplier.


File Menu (Settings – Employees)


Enter labels for the 5 employeeuser defined fields.


File Menu (Settings – E-mail Reminder)


Enter SMTP server or IP address that youare connecting to.

Enter the port number on the server youare connecting to.

Check box if SMTP server uses SSL encryption.

Check box to allow user to specify the Windows domain name required forauthentication.

E-mail address that reminder will be sent from.

Enter the number of days to wait beforeresending an outstanding reminder.


File Menu (Settings – Document Links)


Designate location for documentattachments to be stored.


File Menu (Settings – Auto-Updates)


Check box if you want Truck Tracker to automatically check for updates whenlaunched.

Check box if you want to save the Installation file at a specific location.

Indicate where you would like to downloadthe updates from.

Manually check for software updates byclicking on the “Check for Updates”button.


File Menu (Settings – Local Settings)


Check box to eliminate reminder iconsfrom appearing on Vehicle, Employee,and/or Parts Inventory window screen.This may decrease screen load time.

Indicate whether you want screen to“Page-Load” or “File-Load”.

Click this button to reset all Listboxformats back to the default settings.

Click on this button to reset all windowsizes and locations back to default settings.

Select which screens you would like to beLaunched when starting up Truck Tracker.


File Menu (Printer Setup)

Select “Printer Setup” in the “File” menu to configure the default printer.

Setup default printer to be used in Truck Tracker.


File Menu (Export)

Select “Export” in the “File” menu to export data from Truck Tracker.

Select which fields and contents you wish to export by clicking on the field and then selecting the “Add” button. Rearrange order of fields by selecting the “Remove”, “Shift Up” or “Shift Down” button.

Save your export job. Click “Job” button to rerun the saved job at another time.


File Menu (Export – Spreadsheet Wizard)

Select “Export” in the “File” menu to configure a spreadsheet report.

“Modify” an existing spreadsheet report or “Design” a new spreadsheet report.

“Select” one of the previously saved reports to run.



Select “Export” in the “File” menu to create a spreadsheet export.

Identify the fields to include in the spread sheet report.

Rearrange the order of the columns using the up and down arrows.

Step 1

Step 2




Select a Group Sort Order for the Spreadsheet.

Custom define the Group Sort Order.

Step 3

Step 4




Select a saved Spreadsheet template from your files or designate the row and column for data entry location to begin.


Step 5

Step 6

Enter any notes for the Spreadsheet.

Click on “OK” when finished entering notes. Then double click on the Spreadsheet Description to generate the spreadsheet export.


File Menu (Import)


Match the fields from your import document to the Truck Tracker fields. Click the “Assign” button to match them up.

Save your import job. Click “Job” button to rerun the saved job at another time.


E-mail Reminders

Select “Email Reminders” in the “Lists” menu to configure the email recipients for the reminders.

View the lists of configured e-mailreminders. Add, change, or deletee-mail reminders by clicking on the“Add”, “Change” or “Delete buttons.

Click on the “Email Error Log” button toview a list of e-mails that were not sent and a brief description of the error.


E-mail Reminders

Configure a new E-mail Reminder by selectingthe “Add” button.

Enter a title for the new E-mail configuration.

Enter e-mail reminder recipients e-mail address.

Click the “Add”, “Change”, or “Delete”button to add, change or delete a alertfrom the e-mail reminder configuration.

Click the “Add”, “Change”, or “Delete” buttonto add, change, or delete an exclusion alert fromthe e-mail reminder configuration.


E-mail Reminders

Indicate what Specific Vehicle or Group of Vehicles or All Vehicles you want included in this reminder.

Indicate what Specific Vehicle or Group of Vehicles or All Vehicles you want excluded in this reminder.

Define the type of reminder that you aresetting the inclusions or exclusions for.

Set the Included and Excluded Alerts.The Excluded Alerts are subtractedfrom the set Included Alerts.


Reports

Truck Tracker has over 80 predesigned reports to select from. Most of the reports offer filtering techniquesallowing the user to generate a report to match their data results needs.

To access the reports click on the“Reports” drop down list.

Select one of the report categoriesand then choose from a specificreport under that category.

Many reports allow you to specify date range and design a query to filter the data generated.


Reports (Query)

To set up a query select the “Query” tab.

Select Custom Query.

Select the field to filter report by.

Select the operation to filter report by.Enter the value of the field filter.

Step 1:

Step 2:

Step 3:

Step 4:

Step 5:


Reports (Query)

Select additional conditions if they exist.

Indicate whether saving query . If save query, provide a description.

Step 3:

Step 7:

Step 6:

Step 8:

Click on “Go” button to print report.


Reports(Report Wizard)

Select a report to build.

“Select” one of the previously saved reports to run.

“Modify” an existing spreadsheet report or “Design” a new spreadsheet report.

Step 1


Reports(Report Wizard)Step 1

Identify the fields to include in the spread sheet report.

Rearrange the order of the columns using the up and down arrows.

Step 2

Step 3

Click on “Advanced” to specify which columns should be totaled or averaged and select “Modify” to define column headers and columns widths.



Select a Group Sort Order for the Spreadsheet.


Step 4

Step 5

Reports(Report Wizard)


Reports (Report Wizard)

Step 6


Reports (Report Wizard)

Step 7

Enter notes for report here.

Click on “OK” when finished entering notes. Then double click on the Report to preview and print.

Queries can be run on these reports to filter the information further.

2050 larkin avenue, suite 200 elgin, il 60123 1.800.980.2555 table of contents general vehicles –...

Documents

larkin avenue

update vehicle meters

vehicle icon

vehicle centric

highlighted vehicle

vehicle batch meter

open vehicle list

parts pm schedule slide