Creating vehicle tickets

Create vehicle tickets that will track the issuing and returning of fleet vehicles from the motor pool. The motor pool is a grouping of vehicles that are either rented to employees on a short term basis (pool/loaner vehicles) or are provided as a long-term means of transportation (assignment vehicles).

Note: You must have specific vehicle ticket authorizations to insert, update, and delete vehicle ticket records.

To create vehicle tickets:

  1. Open the Fleet Vehicle Tickets form.
  2. Click New Record. The system automatically populates Date Created and Created By.
  3. Ticket Type—Choose one of the following options:
    • Pool—Select to indicate that the vehicle is a pool vehicle.
    • Loaner—Select to indicate that the vehicle is a loaner vehicle.
    • Assignment—Select to indicate that the vehicle is an assignment vehicle.
  4. Ticket Status—Choose one of the following options:
    • Issued—Select to indicate that the vehicle will be issued.
    • Returned—Select to indicate that the vehicle has been returned.
    • Completed—Select to indicate that the ticket is complete and ready to be billed.
  5. Vehicle—Enter the vehicle to associate with the vehicle ticket. The system automatically populates the vehicle description, Vehicle Org., Shop, Vehicle Status, Issued Fuel Level, Issued Parking Location, and Issued Mileage.
  6. Received Vehicle—Enter the received vehicle to associate with the vehicle ticket. The system automatically populates the received vehicle description, Received Vehicle Org., and Received Vehicle Status.
    Note: You can only specify a Received Vehicle for loan tickets.
  7. Issued To—Enter the employee to which to issue the vehicle. The system automatically populates Cost Code, Fleet Customer, Fleet Customer Org., License No., and Phone No.
  8. Cost Code—Enter the cost code with which to associate the vehicle ticket.
  9. License No.—Enter the employee’s driver’s license number.
  10. Other—Enter the visiting employee to which to issue the vehicle.
    Note: You must enter an employee in Issued To and/or Other.
  11. Phone No.—Enter the employee’s phone number.
  12. Fleet Customer—Enter the fleet customer with which to associate the vehicle ticket. The system automatically populates Fleet Customer Org.
  13. Ticket Class—Enter the class of the ticket.
  14. Issued Fuel Level—Enter the amount of fuel in the vehicle at the time it is issued. The system retrieves the amount from the last ticket, if available.
  15. Issued Parking Location—Enter the location of the vehicle at the time it is issued. The system retrieves the location from the last ticket, if available.
  16. Issued Mileage—Enter the mileage of the vehicle at the time it is issued. The system retrieves the mileage from the greater of the last ticket or meter reading.
  17. Issued Date/Time—Enter the date and time that the vehicle is issued.
    Note: Issued Date/Time cannot be after the system date/time or the Returned Date/Time.
  18. Est. Return Date/Time—Enter the estimated date and time that the vehicle is expected to be returned.
    Use the following fields for returning previously issued vehicles:
  19. Returned Fuel Level—Enter the amount of fuel in the vehicle at the time it is returned.
  20. Returned Parking Location—Enter the location of the vehicle at the time it is returned.
  21. Returned Mileage—Enter the mileage of the vehicle at the time it is returned.
  22. Returned Date/Time—Enter the date and time that the vehicle is returned. The system automatically populates Hours Used and Mileage Used.
  23. Hours—Enter the number of hours for which to bill the vehicle.
  24. Mileage—Enter the number of miles for which to bill the vehicle.
  25. Click Save Record. The system automatically populates Ticket, Issued Date/Time, and Issued By. The system also automatically populates the Billing Code and Markup Code associated with the Vehicle, Class, Category, Type, and the Fleet Customer.
    Note: If exceptions have been associated with the vehicle ticket, Exceptions is selected.

    Upon saving a vehicle ticket with a status of Returned, the system automatically populates Returned To, Hours Cost and the currency, Mileage Cost and the currency, Exceptions Cost and the currency, Total Cost and the currency, and Period End Date.

    Upon saving a vehicle ticket with a status of Completed, the system automatically populates Completed Date/Time.

    Click Assignment Billing to view billing details for each period in which the assignment ticket has been billed.