The Unit Main frame allows you to add new units and receive them into your fleet. You can create a new unit or receive them into inventory as the last step in the unit request process. You can use this frame to manage information about the assets throughout their life cycle.
Enter a new Unit number. The unit number must be unique (for example, not a component number). Limited to 30 characters. System Flag 1000 determines how new unit numbers are entered or generated. The Action Required window opens.
Select Create to create the new unit number.
Enter a Description of the new unit. Limited to 75 characters.
Enter the Alternate Unit No. Limited to 30 characters.
Select
SAVE to create the new unit.
Enter the Unit number or select from the List of Values.
Make changes to the fields, as applicable.
Select SAVE to update the unit record.
Enter the Unit number or select from the List of Values.
Select the Unit number field.
Select DELETE. The Action Required window opens to verify you want to delete the unit.
Select Delete to confirm the deletion.
Select SAVE.
Notes
You can only delete a unit when it is not in use on other tables in the system.
For units no longer in your fleet or will be removed from the fleet, see the Unit Disposal frame for information about managing your vehicle retirement and sale process.
Read-only fields. Displays the year, manufacturer, make, and model of the unit associated with a Tech Spec number.
Serial Number - System Flags1055 and 1056 determine if the field is required and if the value must be unique.
MCC - Maintenance Class Code of the unit created and maintained on the MCC Main frame. Groups units together with the same meter types, expected usage, seasonality, and PM schedule. Mandatory field for new units when System Flag 5502 is Y.
Activity - The type of activity the unit performs in the fleet (for example, snow removal or emergency services). Created and maintained on the Activity Codes frame.
Tech Spec Number - Groups units together with the same year, manufacturer, make, and model. Created and maintained on the Tech Spec Main frame.
Gross Vehicle Weight - Read-only field. Displays the weight of the vehicle.
Asset Category - Displays based on the value in the Tech Spec Number field. The codes are assigned to tech specs and define the budget amounts, life cycle, and depreciation terms of the unit. Created and maintained on the Category Main frame.
Asset Class - Automatically populates based on the value in the Tech Spec Number field. This value is the highest level of classification for units (for example, a sedan or truck). The value is entered on the Category Main frame. Created and maintained on the Asset Class Codes frame.
Asset Type - Allows you to categorize assets into various groups (for example, units, tools, or machinery). Created and maintained on the Unit Asset Types frame.
Equipment Type - Allows a secondary classification within the asset type associated with a specific SKU. For example, tools can be broken down into torque or generator equipment types. Created and maintained on the Equipment Types/SKU frame.
SKU - Displays as read-only when the equipment type is entered.
License Class Code - The driver license class code.
License Class Code Description - Description of the driver license class code.
Retrofitted - A item has been retrofitted (for example, an exhaust system). Select the checkbox to unlock the Retrofitted Description field.
Retrofitted Description - Free form field. Enter a description of what was retrofitted (for example, an exhaust system). Limited to 150 characters.
Billing - Indicates how the unit is billed. The description, Type, Effective Date, and Rental Rate fields display as read-only. Created and maintained on the Billing Codes frame.
High Priority - Select the checkbox to designate high priority units.
Passive GPS - Select the checkbox to check the amount of vehicle licenses available for the module. Displays if your organization has the license for the module.
Driver Behavior - Select the checkbox to check the amount of vehicle licenses available for the module. Displays if your organization has the license for the module.
Calibration Date - Date the equipment was calibrated.
Calibration Expires - Date the equipment needs to be re-calibrated.
Condition Code - User-defined codes that describe the equipment condition. Created and maintained on the Equipment Conditions frame.
Employee Owned - Select the checkbox to indicate the employee owns a piece of equipment (for example, a technician owns a tool box and tools).
Employee Number - Number of the employee who owns the equipment.
Check In/Out Status - Check In indicates the equipment was returned. Check Out indicates the equipment was issued.
Check In/Out Date - Check In indicates the equipment return date. Check Out indicates the equipment issue date.
Serial Number - Serial number information of an attachment associated to a single unit.
Tech Spec Number - The attachment tech spec number.
Unit Condition - Value of zero through nine. Used in replacement modeling calculations.
Last Inventory Date - The last date the unit was counted for a physical inventory and the condition was determined.
Last Verified By - Name of the person who verified the last count.
Meter Date - Read-only field. Date of the last meter entry. The field is blank when creating a new unit.
Work Order Date - Read-only field. Date of the last work order. The field is blank when creating a new unit.
Fuel Issue Date - Read-only field. Date of the last fuel issue to the unit. The field is blank when creating a new unit.
Allows you to attach a file.
Department information is used for reporting and billing purposes. Departments are setup and maintained on the Department Main frame. The effective dates display when you save the new unit record.
Customer - The customer code and description. Used to support specific customer commercialization functionality.
Owning - The department which owns the vehicle. Must be a valid department on Department Main.
Effective Date - Effective date the unit is transferred between departments.
Using - The department which uses the vehicle. Must be a valid department on Department Main.
Effective Date - Effective date the unit is transferred between departments.
Locations are setup and maintained on the Location Main frame. System flag settings determine location field values and the required fields.
Parking - Location of where the unit is parked. Used for reporting.
Maintenance - Location where the unit is maintained for service. Used for reporting and forecasting.
Fueling - Fueling location for the unit. Used for reporting.
Delivery - Location where the unit is delivered after purchase. User for reporting.
Current - Current location of the unit.
Bin No - Bin location of the unit. Used for inventory purposes.
Operator - Assigned operator of the unit. Refer to System Flags 2010 and 5505.
Name - Name of the operator.
Phone - Operator phone number.
Additional Operator Information - See System Flag 2010. Displays Operator, Name, and Phone fields.
Share Pool - Select the checkbox to flag units that do not have a motor pool billing code type.
Motor Pool Class - Rental class of the unit. Rental classes are created and maintained on the Motor Pool Rental Class frame.
Motor Pool Location - Motor pool location for the unit. Must be a valid location on Location Main with the motor pool designation.
Shift Code - The time the unit is expected to be in operation. Used for operational downtime measurement and scheduling forecasted work. You can enter up five shift codes.
Description - Read-only field. Description displays based on the shift code.
User defined codes setup and maintained on the User Class Codes frame. System Flags 1181-1185 determine if the fields are mandatory or new units.
You can enter up to five Class codes. The description displays as read-only based on the user class code.
Indicates a grouping of units by how they are used. Operational class is used within the unit availability module to assure that enough of a given type of vehicle is available for the end user at any given time of day. Codes are setup and maintained on the Operational Class Codes frame. The Spare checkbox indicates if there is a spare unit available.
This information displays as read-only. The meter types are determined by the MCC entered for the new unit. As meter readings are entered in the system, the Reading, Date, and LTD Usage fields update with the information.
Primary Meter - Primary meter reading at the time of acquisition.
Secondary Meter - Secondary meter reading at the time of acquisition.
Acquisition Date - Acquired date of the unit. The unit status updates to Inactive. This is a required field.
Arrival Date - Date of the physical arrival at the delivery location.
You can enter In-Service Meter Information at the time of creation or later on when the unit is ready to be placed into service. The in-service date and meter readings calculate when a whole unit warranty expires.
Primary Meter - Primary meter reading when the unit is placed into service.
Secondary Meter - Secondary meter reading when the unit is placed into service.
In-Service Date - Date the unit is placed into service. The unit status updates to Active.
Requisition Number - Requisition number used to purchase the unit. Displays if using the unit request process.
Manufacture Date - Date the unit was manufactured. The date displays or you can manually enter the date.
Markup Scheme - Markup scheme can be applied to the unit or applied to charges on work orders or part issues. Created and maintained on the Markup Scheme frame.
PO Number - Purchase order number used to purchase the unit. Displays if using the unit request process.
Total Purchase Price - Purchase price displays if a PO exists for the unit purchase or you can manually enter the purchase price.
Tax Exemption - Select the checkbox to flag if the unit is exempt from all taxes.
LTD Maint Cost - Read-only field. Total updates throughout the life of a vehicle as it accrues maintenance costs.
FTD Maint Cost - Read-only field. Total updates over the course of the fiscal year as it accrues maintenance costs.
System Flag 2015 determines if you can enter license information on the Unit Main frame. If the system flag value is Y, you must enter license information on the License/Permit Admin frame. Units can have multiple licenses or permits assigned to the unit record.
License - The license number of an existing license. You can create a new license on this frame.
Expiration Date - Date the license or permit expires. This field is required when System Flag 5085 is Y.
State - State where the license is valid or issued.
Country - Country where the license is valid or issued.
Weight - Weight restriction or requirement associated with the license or permit type.
Fee - Fees associated with the license or permit.
Type - Type of license or permit (for example, city parking permit). You must create the Type codes on the License/Permit Types frame.
Description - Description of the license or permit type. The field displays when you enter a value in the Type field.
Title Number - Number of the title on the unit.
Asset Number - A separate number that identifies the equipment (for example, tag from an external asset tracking accounting system).
VED Information is customer specific for managing vehicle taxation. Displays VED Class, VED Expiry, and Last VED Fee fields.
Displays Licence No, Operating Center, Traffic Area, and Unit Disc Status fields.
Free form fields to enter additional information.
Unit Notes - You can enter additional notes and information about the unit.
Unit WO Notes - The note information you enter prints on each work order for the unit, if the location at which the work order is opened has the Included Unit, Tech Spec, and Using Dept WO Notes on Work Order checkbox selected on the Maintenance tab of Location Main.
Customer Notes - Customer specific notes and information.
Displays interfaced data about the unit from an external GPS system that tracks the unit’s location. Enter the Start Date and End Date, and select the Retrieve button. The GPS History i-frame displays the results.
This is a licensed product. Displays only when the Telematics control is added to the Unit Main frame.
Telematics - Select the checkbox to use telematics data.
Use telematics cloud meter when fueling - Select the checkbox to pull the meter reading EV charge transactions from the telematics cloud.
Telematics Data Source - Indicates a vendor integrated in the Telematics Cloud or that is supported by the data science provider.
Protocol - Indicates the valid Telematics Service provider communication protocol.
Data Science Provider - Identifies assets enrolled in the Predictive program and controls which assets and history are sent to the data science provider.
Data Group - Free form field that allows you to assign assets to groups in the data science provider application. Limited to 100 characters.
Keyless Reservation - Select the checkbox to indicate a keyless device is installed in the vehicle.
Keyless Provider - Displays existing providers.
The WO Reason and Description fields now display when you add the Work Order List control to the Unit Main frame. The Work Order List i-frame displays on the Unit Main frame within the Dept/Locations tab.
The values that populate are the same as the Reason field on the Visit Information control on the Work Order Main frame.
Note: The Reason field also displays on the Work Order Information control.
See the System Flags Table for a complete listing of system flags.
See the Role Privileges Table for a complete listing of role privileges.
Work
Order Main
Asset
Management Application Training
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.