Vehicle Fleet General Tab
Location
FLEET
Purpose
Use this menu item to create, modify or delete active fleet records for every vehicle in your rental fleet.
The Vehicle Fleet program has several additional toolbar buttons:
Damage/Image – This screen is used to record damage on a vehicle. To add damage indicators, first choose the "Change" toolbar button and then the damage button. Drag-and-drop damage icons to the appropriate places. This screen can also show an image of the vehicle (see the Image field below) This screen can also be accessed from the Contract - Vehicle tab.
Notes – Notes can be added to the vehicle with this screen. If the vehicle has notes on it, the toolbar button will be checked-off: 
Maintenance Alert – Use this button to view the maintenance alerts on this vehicle. If the vehicle has alerts on it, the toolbar button will be checked-off: 
Claims – Use this button to view the claims on this vehicle. If the vehicle has claims on it, the toolbar button will be checked-off: 
Fields – General Tab
Product – Select a product code for this vehicle. We recommend always just using "VEHICLES" as your only product code. This would have set up in Settings->Fleet Setup->Products.
Unit # - Enter a unique unit number for the vehicle.
VIN - Enter the VIN/Serial number of the vehicle as provided by the vehicle manufacturer. If you select the VIN verification for owned vehicles in System Settings, the VIN you enter here will be validated and must be correct before you can update the record.
Current Status
This section displays the current status of the selected vehicle. It is automatically updated for every transaction involving this vehicle. This same information can be viewed and modified via Status Modify.
Status – The current status of the vehicle will be displayed in this area.
Location – The current location of the vehicle be displayed in this area. If the vehicle is On Rent, the Renting Location will be displayed.
Odometer – The current odometer reading (as automatically updated from the last vehicle transaction) will be displayed in this area.
Current Fuel Level - Current fuel level in 8ths of a tank.
Vehicle Information
Year/Make/ Model – Enter the appropriate year, make, and model of the vehicle.
Description – Enter a general description of the vehicle, (i.e.: 2dr, 4dr, convertible, etc.)
Class – Select the vehicle class code assigned to this vehicle. This would have set up in Settings->Fleet Setup->Class Codes.
Trim Line
Ext. Color – Enter the vehicle’s exterior color.
Int. Color – Enter the vehicle’s interior color.
Engine/Transmission/Drivetrain - Engine displacement or description, transmission (Automatic or Manual), and drivetrain (4WD, FWD, etc.)
Image – If you have an image of this particular vehicle, enter its filename here. The path to the image directory is set in System Settings. If left blank, the image defined for the Class will be used.
Doors - the number of doors on the vehicle.
Smoking - Check if smoking is allowed in this vehicle.
Fuel Information
Type – Select the appropriate fuel code associated with this vehicle. This code determines how gas should be charged. Any charge with a type of Fuel can be used as the Fuel Code. (If you sell Prepaid Fuel, be sure to create a Miscellaneous Charge with a type of Prepaid Fuel but with the same Code as that for the record with a type of Fuel.)
Tank Size – Enter the fuel tank size of the vehicle. This value is used to calculate the number of gallons to charge for fuel.
Fuel Economy/Fuel Charged by Distance Ceiling - These values relate to the process of charging by the distance travelled, in miles or kilometers, rather than charging by fuel level. The calculation when charging by distance is used when the number of miles or kilometers travelled is under the “Fuel Charged By Distance Ceiling”. It is calculated by dividing the distance driven by the “Fuel Economy” and multiplying that by the fuel “per unit” charge as set up in the Location Fuel Pricing program. This charge would include whatever markup was defined. The Location Fuel Pricing record is chosen based on the “Fuel Type” of the Vehicle Fleet record and the location out on the rental agreement
License Information
Lic # – Enter the vehicle’s current license plate number in this field. You may also use "Temp" for vehicles with temporary license plates.
St – Enter the appropriate abbreviation for the licensing state or province of the vehicle.
Exp Date – Enter the date that the current license plate expires.
Lic Amount – Enter the YEARLY amount paid for licensing and registration for this vehicle.
Reg# – Registration number of the vehicle.
VLF Amt – This Vehicle License Fee amount will automatically be calculated if this field is set to zero prior to entering an amount in the "Lic Amount" field. This amount reflects 1/365 of the yearly vehicle license amount. See Fees and Taxes for more information on setting up VLF.
First Reg – First registration date of the vehicle.
Date Posted – Date posted using the Fleet Additions Report/Posting procedure. This figure is automatically filled in by RentWorks.
Key Codes
Ignition - Use this field to note the code for the ignition key.
Trunk Key Code - Use this field to note the code for the trunk key.
Misc Key Code - Use this field to note the code for any additional key(s).
Due Back Information
These fields are updated by the system each time this vehicle is rented.
Location - Location to where the vehicle is to return.
Date/Time - Date and time when the vehicle is to return.
RA # - Rental agreement number to which the vehicle is attached.
Last Movement
Date/Time - Date and time of the last movement of this vehicle. These fields are updated by the system each time a transaction is entered for the vehicle. They are used to determine whether the transaction being entered is historical or not. If the date and time of the transaction being entered occurred after the last movement data and time, the system updates the vehicle’s status, the due back date/time, and the current RA#. If the transaction being entered occurred before the last movement date and time, the system does not update the vehicle record; it assumes that a historical transaction is being entered.
Options
Available Options – This list box contains all of the equipment options that have been set up. If a vehicle has a certain option, select that option and use the "Add" button to move it to the Applicable Options list. This would have set up in Settings->Fleet Setup->Option Codes.
Applicable Options – This list box contains all of the equipment options that are on the vehicle. If a vehicle does not have one of these options, select that option and use the "Del" button to move it back to the Available Options list.