| 4th Session (45 Minutes) | Reports |
| Sorts | |
| Data Security (Backups) |
What preparations are required for Training ?
Before training begins, get prepared so training time is used more efficiently. This will help you become familiar with Fleetbase quickly.
Prepare for training
1. Decide how you want to track PMs (Preventive Maintenance).
Each vehicle in your fleet must be linked to one (1) Service Class. Similar types of vehicles belong to the same Service Class, e.g. car, van, truck. Try to keep it simple. However, if one Service Class for all cars is not adequate for tracking preventive maintenance, then set up Service Classes for sales cars, service cars, highway driven cars, executive cars, etc.
Each Service Class can have up to ten (10) different types of repeating PM schedules, e.g. Oil Change every 3000 miles, Check brakes every 24 weeks or 10,000 miles, etc.
Note: 10 PMs should be more than enough for tracking preventive maintenance. Remember, Fleetbase can also record other Operating Costs such as unexpected repairs.
2. Have some real data available for training sessions:
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list of PMs you want to track for each Service Class of vehicle
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list of cost centers or departments
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list of suppliers
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list of drivers
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list of vehicles with descriptive information ( make, model, purchase price, etc)
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several fuel invoices
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several invoices for maintenance
What functions do all the buttons perform ?
The Fleetbase main screen consists of the following:
The main Record Screen (the main data entry area) is blank when the system is initially accessed.
A standard Menu Bar along the top of the window (File, Record, Options, Reports, Updates and Help menus).
A Button Bar across the top of the main record screen (Save, Page, Print, Form, Add, Find, Prev, Next, and Zoom), but below the Menu Bar.
Record Buttons run vertically down the left side of the Record Screen.
Left and right status panels are at the foot of the window. The left status panel displays the title of the current record, and system messages. The right status panel indicates the current page number for the record
Tips About Fleetbase
Left Status Panel
Check the left status panel (at the foot of the window) to see what file is open (e.g.. if you want to find or add a Supplier record, ensure that the left status panel indicates “Supplier”). Whenever you enter the Fleetbase software, the Vehicle file is open.
Right-Mouse Button
Use to move to different pages in a multi-page record (e.g.. Vehicle records have multiple pages), or move to different files (if at the main screen).
Zoom Button (Zoom+)
Use to view more detail (i.e. zoom in) on a record (e.g. when in a Vehicle record, zoom to see Operating Cost History, Fuel/Trip History, etc. Alternatively, you can click on the appropriate record button on the left side of the screen).
Abort/Zoom-
Use to retrace your steps through records; no matter how many screens you have entered, by using the Abort/Zoom- you will eventually get to the Fleetbase main screen.
Next and Prev
Use to scroll through records in a file. E.g. when in the Vehicle file, scroll forward and backward through your vehicle records.
Insert Key
Use to add items to special pick-lists (e.g.. Make/Model field and Location field in the Vehicle file).
Free Type
When “Free Type” appears in a pick-list, it has two meanings
- user can add items to the pick-list
- user can add a unique item to the field, without adding it to the pick-list (e.g. a vintage car is part of your fleet but is a one-of-a-kind, and so does not need to be part of the Make/Model pick-list).
How do I Add Records to Fleetbase Files ?
- Select the file you want by clicking the right-mouse button or clicking on a record button. E.g. to add a new vehicle, make sure the bottom of the screen ( the Left Status Panel) indicates “Vehicle”. To add a new driver, make sure the bottom of the screen indicates “Driver”
- Once the left status panel at bottom of screen displays the correct file, click ADD (from the Button Bar).
- Enter data into the data fields, then click SAVE (from the Button Bar).
How do I Find Existing Records in Fleetbase ?
Select the file you want by clicking the right-mouse button or clicking on a record button. E.g. to find a vehicle, make sure the bottom of the screen ( the Left Status Panel) indicates “Vehicle”. To find a driver, make sure the bottom of the screen indicates “Driver”
- Once the left status panel at bottom of screen displays the correct file, click FIND (from the Button Bar).
- You will be prompted to enter search information (e.g. by default when you search for a Vehicle record, search by Unit Number appears
- Note: If you want to Find a record by another field (e.g. VIN or License Number), click on the arrow, then choose the preferred search field from the pick-list
- To Find all records in a file, do not enter any information in the search box, just click the Find option at the bottom of the box. This will pull up a Full Listing of whatever file you are searching (e.g. Vehicle Full Listing)
To Find a specific record, type in the appropriate data (e.g. in Vehicle file, if searching by Unit Number, type “001” to call up the Vehicle record for Unit 001.
How Do I Build the Fleetbase Database ?
Follow the instructions in the section, “Adding Records to Fleetbase Files”. Chapters 4 and 5 of the Fleetbase manual describe Supporting and Main Files.
The following is the recommended order for entering data into Fleetbase:
Set up Supporting Files
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Service Class File
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Create up to 10 PMs (preventive maintenance schedules) per Service Class. Each vehicle must be linked to a Service Class
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Cost Center File
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It is highly recommended that data be entered into the following fields, all others are optional:
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Cost Center (enter the cost center number)
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Cost Center Name
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Supplier File
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It is highly recommended that data be entered into the following field, all others are optional:
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Supplier Name
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Set Up Main Files
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Driver Files
It is highly recommended that data be entered into the following fields, all others are optional:
- First Name
- Last Name
- Employee Number (if you want to FIND a driver by employee #)
- Social Security (if you want to FIND a driver by social security #)
- Imputed Income Required (if need to track Personal Mileage)
- Vehicle
File
It is highly recommended that data be entered into the following fields, all others are optional:
- Unit Number (enter unit #1 as “001” or “0001”, not as “1”)
- License Number
- VIN
- Year
- Make/Model (create a pick-list using the Insert Key)
- Clock Type (Miles, KMs, or Hours)
- Service Class (linked to up to 10 PMs)
- In Service Date (when vehicle became a current vehicle in your fleet)
- Driver Name
- Location
- Cost Center (cost center or department responsible for vehicle)
- Usage (driver, pool, or un-assigned)
- Status (“current” is the status for all active vehicles)
- For Deletion (“No” for all active vehicles)
- Dealer (where purchased)
- Leased or Owned
- Purchase Price
- Monthly Depreciation (if tracking depreciation)
- Lease Company (where leased)
- Lease or Dep’n Date (lease start date/when started to depreciate)
- Lease Fee (Monthly lease fee)
- Contract Term(Months) (# of months to keep before replacing)
- Contract Odometer (when to replace owned or leased vehicles)
- Warranty Expiry (for bumper-to-bumper warranty)
- Warranty Number
- Warranty Term
- License State
- License Month (Month when license is renewed)
- Renewal Year (Every year, only even years, or only odd years)
- Insurance Renewal (Month when insurance is renewed)
- Inspection Date (for annual inspection)
How do I Add Transactional Data ?
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Fuel and Mileage Data:
Note: Chapter 9 of the Fleetbase manual describes how to process a batch.
To enter fuel and mileage records, open the Batch Fuel Mileage Entry file (make sure the Left Status Panel at the bottom of the screen indicates, “Batch Fuel Mileage Entry”). The purpose of entering data into Batch Fuel Mileage Entry is to speed up the data entry of fuel receipts
Click the ADD button ( from the Button Bar)
Enter mileage data into the appropriate fields (e.g. unit#, driver, date of odometer reading, latest odometer). Fleetbase will compare the latest odometer reading you enter with the previous odometer (start odometer) to calculate the Total Miles.
If you are tracking Personal and Business mileage, enter one of these values into the appropriate field. Fleetbase will calculate the difference and enter it into the other field.
Enter fuel data into the appropriate fields (e.g. fuel quantity, unit (i.e. gallons), fuel cost. Fleetbase will calculate the Cost Per Unit.
Enter other fields if important (e.g. Oil Qty, Misc. Cost).
Once done entering data, click the SAVE button
Click the ADD button to add the next record. Continue to add all the fuel and mileage records you want to add into the batch. When you have entered all your records, return to the main menu of Fleetbase.
To review all records in the batch, click the FIND button, do not enter a specific unit number, just click FIND at the bottom of the search box to see the Batch Fuel Mileage Entry Full Listing screen.
If necessary, edit any of the records in the batch.
Once you are satisfied that the data is accurate, process the batch (Updates/ Batch Processing Section/ Process a Batch).
Note: Once the records in the batch are processed, they become Fuel Trip History records (i.e. Fuel/Trip Logs) in the appropriate Vehicle records.
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Operating Cost History (Maintenance Data):
Note: Operating Cost History records are stored by transaction date, so the newest record is always the first. Chapter 6 of the Fleetbase manual describes how to add Operating Cost History.
Enter all costs associated with maintaining a vehicle ( invoices for Preventative maintenance and other repairs), open the appropriate vehicle record.
Click the Operating Cost History button ( or click the Zoom button, then Choose the Operating Cost History). The Left Status Panel at the bottom of the screen should indicate “Operating Cost History”.
Click the ADD button (from the Button Bar).
- Enter data into the first half of the screen (e.g. transaction date, paid date, latest odometer (if you have an odometer reading at this time), etc). If you are recording a preventative maintenance, then choose one from the pick-list in the PM performed field. Note: the pick-list will only display the PMs that have been set up for the Service Class to which the vehicle belongs.
- Enter expense code data into the second part of the screen (e.g. if you want to record a tire expense, click on the expense code field and type "TI" and hit the enter key. This will retrieve to the screen a listing of all the expense codes for TIRES. Pick (double-click) the most appropriate code to describe the work done. Add the cost for parts and labor. Then add another expense code if necessary. Note: You can add up to seven (7) expense codes/line items per operating cost history record
- Once done entering data, click the SAVE (a purchase order number will be assigned.)
What are the End of Period Routines ?
Note: Chapter 10 of the Fleetbase manual describes End of Period Routines.
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End of Month
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On a monthly basis you must update the End of Month period. Once completed, you can see the current month displayed on the 4th page of any vehicle’s record (Vehicle Record – Period Ending Summary).
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Year End
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Run the Year End routine at the end of the fiscal or calendar year.
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How Do I Run the Reports, Sorts & Export Functions in Fleetbase ?
Note: Chapter 8 of the Fleetbase manual describes Fleetbase Reports.
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Before running reports, update all your Sorts globally by clicking on the Reports menu, Sorts, Run.
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To run any of the Fleetbase reports, click on the Reports menu, Single Reports.
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To run a batch of reports that you previously set up (e.g. month end reports), click on the Reports menu, Batch Reports.
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Several Reports can be exported from Fleetbase for import to spreadsheet software. Click on the Reports menu, Single Reports, Export Module.
How do I Backup The Fleetbase Data ?
Backup your Fleetbase data regularly so if you ever have to restore your data, you have the latest (or at least recent data). All of your Fleetbase data is contained in your FRSAPP directory.
Backup Suggestions:
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Windows 98/NT 2000
In the Start, Programs, Accessories of the above 2 Operating Systems resides a program called Backup. This is a simple to use Backup and Restore program with a Wizard to walk you through the process. With this program, use the Normal method of Backup, selecting on the FRSAPP folder.
WinZip
Visit the Nico Mak Computing Web Site at http://www.winzip.com/ and download the current version of WinZip. Once installed, in Windows Explorer, Right Mouse the FRSAPP folder and them Add to zip with the zip file being created on the Floppy Drive A:
When to Backup:
Backups should happen at least once a day, either at the start or end of the day. Each Backup should be updated on a different disk, and about 10 disks required for good rotation. 5 for Monday through Friday. One for a Month-End and Weekend Backups and one for Ad-Hoc Backups.
Ad-Hoc backups should occur prior to a lot of data changing in the system, e.g. Month-end, Importing fuel/maintenance data, processing fuel/maintenance data etc.
For the few minutes a backup takes, this time can save you hours/days of effort in recovery with things go wrong, AND IT IS ONLY A MATTER OF TIME !!!