Setting up a Fleet

With this feature you can track your fleet sales and generate reports that contain a sales history of each fleet.

Navigate to Fleet Management:( Home tab, Miscellaneous, Store Setup, Software Setup, Fleet Data Management and enter PIN)

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To Add a New Fleet Account

To add a new fleet, click the Add button. Enter each field of information for the new fleet. Once you're done entering all the data your fleet will be saved. You also have optional additional fields you can configure for each fleet. These are described briefly below:

Authorizations - When a fleet requires authorization before services are performed, you can specify what type of authorization is needed by selecting one option in this box.

Information Required on Receipt - The technician will not be able to cash out this fleet until all the items marked here as "required" are entered in the Point-of-Sale. These items will also print out on the invoices for future reference.

Pricing/Discounts - You can set these parameters for each individual fleet. When the fleet buys a service, the previously configured dollar discount will be automatically applied.

Cash Only - If this is checked, the software will not allow you to charge the ticket to this fleet. They MUST be cashed out as CASH or some other form of payment must be received.

Tax Exempt - This may apply to government vehicles or any vehicle that would be exempt from paying taxes. If this is checked, tax will not be applied to the ticket when this fleet is cashed out.

Checklist

Using the checklist feature, you can type in items that need to be done when a particular fleet comes in. There is a master checklist that will be accessed when you click on the Check List button. From this screen you can both add items to the master list, or add items to the selected fleet by clicking on Copy Item to Fleet Below. You can also move the order the items are listed under the fleet name, by using the Move Up, Move Down, or Delete buttons.

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Modifying Accounts

If you've entered some data wrong on a fleet or need to change it for any reason you can select the radio button next to the line you want to change and then edit the field individually.

If you'd like to delete an account, simply select the fleet by highlighting the fleet name and click Delete. Click Yes to confirm delete.

Cashing-Out a Fleet Customer

The process for cashing-out a fleet customer is basically the same as cashing out a Regular customer with two exceptions: Entering the fleet name and selecting the Fleet payment type.

Select the Fleet Account

1. Click Customer and then select Fleet Customer.

2. Enter the VIN number, or license plate.

3. Type in the first few letters of the fleet's name and press <Enter> to pull up the fleet list.

4. Click on the appropriate fleet name to select it.
   
   

   
   Note: If this does not pull up a list of your fleets, verify that fleet lookup is set to “ON” in store setup and verify that you have set up your fleet accounts.

Continue to input data for the transaction as you would any regular customer.

Fleet Options

When you have a fleet customer in your Point-of-Sale, your Fleet button becomes active. You can click on the Fleet button anytime during the transaction to review options that were specifically configured for this fleet. Some items will require you to enter data or confirm the service has been done. To enter data in the Required Fleet Information box, click on the checkbox next to the line you want to edit.

Select the Fleet Payment Type

At the Payment menu, select Fleet.

Your fleet options box will pop-up on the screen so you can make sure everything was completed to specifications. If any required information is not filled in, you will not be able to cash out this fleet until it is. Click Go Back when you are ready to continue.

Click Final OK to cash out the fleet.
As long as you selected the fleet account from the fleet list at the beginning, the fleet's account number and any required information will appear on the receipt. You will get three copies of your fleet invoice: one for you, one for the driver and one to bill with.

Fleet Sales Report

If you have setup your fleet accounts you can generate a sales report which gives a breakdown of the vehicles, receipt numbers, and total charges for each of your fleet accounts.

From the Cash tab on the main menu, select Sales Reports, Past Sales Reports, enter PIN and then Fleet Sales.
Select the dates you wish to be on your report and click OK.

Select the fleet names you want on your report and click OK.

Note: If you select a large range of dates, or all Fleets are selected, this report might take a few minutes to generate.

To view a sample fleet report, please go to the Reports section of this manual.