Managing Vehicles

Vehicle Module Overview

The PSTracker Vehicle Module allow agencies to track and manage agency vehicles.

Manage => Vehicles

Navigate to Manage => Vehicles to view the list of agency vehicles.

Manage Vehicles Sub-menu

At the top right of the management page is the vehicle sub-menu.

• Add Vehicle: Add a new vehicle to the system.
• Vehicles: View the list of vehicle.
• Archived: View archived vehicles.
• Makes: Manage Vehicle Makes.
• Models: Manage Vehicle Models.
• Colors: Manage Vehicle Colors.
• Fuels: Manage Vehicle Fuel Types.
• Status: Manage Vehicle Statues
• Maint (Maintenance) Types: Manage types of maintenance performed on vehicles.
• Photos: Manage all vehicle photos from a single page.
• Funding: Manage Agencys Funding Types (Agency wide setting).
• Vendors: Manage Agency's Vendors (Agency wide setting).

View - Edit Vehicles

To view a vehicle, click the Number for the specific vehicle.

You are shown the Vehicle Detail, optionally up to four photos of the vehicle.

There are multiple tabs at the bottom allowing you to view and/or manage other modules associated with this vehicle.

The tabs visible are dependent on the modules your agency uses, but can include:

Maintenance

To add a maintenance entry for this vehicle, click the Add Maintenance button at the top right of the maintenance list. A window opens allowing you to create a maintenance entry for the specific vehicle.

If you are a Vehicle Manager, you will also see Edit links at the far right of each maintenance entry. Clicking the Edit link allows you to edit a specific maintenance entry.

Files

Adding files to a vehicle is a great way to scan in and attach paper documents such as receipts, purchase orders, or even photos to store and associate with this vehicle.

If your agency allows file uploads and your user account has the File Upload group permission, you will see the dropzone field below the list of files. Drag and drop files into the dropzone area to add files.

If you have the ability to Rename or Delete files you will see the Rename and Delete File buttons at the far right of each file entry. Clicking the Rename link allows you to rename that specific file. Clicking the Delete link permanently removes that specific file.

Add Vehicle

To add a new vehicle, at the top right click Add Vehicle.

This will open a modal allowing you to add a new vehicle.

Fill in the fields as appropriate.

Explanation of Vehicle fields:

• Number: The vehicles Number.
• Year: The vehicles Year.
• Make: The vehicles Make.
• Model: The vehicles  Model.
• Color:  The vehicles   Color.
• Vin: The vehicles Vin.
• License: The vehicle license plate.
• Mileage: The vehicle current mileage.
• Hours: The vehicle current engine hours.
• Department: Generally Police (unless your  agency  uses the multi-department  feature )
• Unit (Optional): This vehicle can be tied to a specific unit.
• Details: Vehicle details.
• Other: Agency customizable variables we can set unique to your agency.
• Funding (Optional): The funding source.
• Employee: The employee this vehicle is assigned to.
• Fuel: The type of fuel this vehicle uses.
• Notes: Administrative notes to assist in managing this vehicle .
• Sunday Template: Inspection template used on Sundays.
• Use Sundays Template for Every Day: Sets every days Template to same as Sunday.
• Tuesday Template: Inspection template used on Tuesdays.
• Wednesday Template: Inspection template used on Wednesdays.
• Thursday Template: Inspection template used on Thursdays.
• Friday Template: Inspection template used on Fridays.
• Saturday Template: Inspection template used on Saturdays.
• Next Maintenance Date: Date you wish to perform the next maintenance.
  • Note: Emails will be sent to selected personnel notifying that maintenance is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
• Purchase Date: Date this vehicle  was purchased.
• Purchase Price: Cost of this vehicle .
• Sales Date: Date this vehicle  was sold.
• Sales Price: Amount this vehicle  was sold for.
• Inspection List: Is this vehicle shown on Vehicle Inspection select lists.
• StatusBoard: is this vehicle displayed on vehicle stats boards.
• Track Mileage: Does this vehicle track miles on vehicle inspections.
• Track Hours: Does this vehicle track hours on vehicle inspections.
• Checkout: Can this vehicle  be checked out within the checkout module.
• Show in Work Order List: Is this vehicle  in the Work Order select list.
• Active: The status of this vehicle . Active means the vehicle is currently in use.
• Archive: This means the vehicle is no longer in use. You archive a vehicle rather than delete a vehicle so that you will always have a historical record of the vehicle.

Edit Vehicle

There two ways to edit a vehicle.

• From the list of vehicles (within the grid).
• From the Edit Vehicle Page

From the list of vehicles (within the grid).

Double click in one of the cells on the vehicle grid to edit that cell. Then click Enter or click anywhere outside the edited cell complete the edit.

From the Edit Vehicle Page

From the vehicle grid, click the edit button for the specific vehicle.

Alternatively, view the vehicle and then click  Edit Vehicle button at the upper left.

This brings you to the Edit Vehicle page.

Make your changes and click Save to complete the process.

Adding / Editing Photos

Each vehicle can have up to 4 photos.

To add or edit a photo:

• Click on the photo or photo placeholder.

• A modal opens allowing you to add or replace the photo.

  

• Select the photo and click Add / Replace photo to complete the process.

Adding / Updating Barcode (Check-in/out Module Only)

If your agency uses the check-in/out module, you can manage a vehicles items barcode from the Edit Vehicle details page.

If the vehicle item has already been assigned a barcode, you will see the existing barcode and an Edit Barcode button.

if the vehicle item does not have a barcode, there will be an Add Barcode button. 

Add New Barcode

To add a new barcode, click the add barcode button.

A window will popup allowing you to add a new barcode to this item.

Click Add Barcode to complete the process.

if you have not done so already, do not forget to also set the vehicle as available for use in checkout.

Edit Existing Barcode

To edit an existing barcode, click the edit barcode button.

A window will popup allowing you to edit the existing barcode.

There are two options you can select both of which are explained on the modal.

Click Edit Barcode to complete the process.

Viewing Archived Vehicles

To view your archived vehicles, click Archived on the sub-menu

To return to the active list, click the sub-menu button Hide Archived.

Exporting Vehicle List

To export your list of vehicles, right click anywhere in the grid, in the popup menu select Export and then CVS or Excel.

Managing Vehicle Grid, Creating and Saving Views

The New Vehicle Grid system allows you to create and save views that meet a specific set of needs. You can move (drag), hide (right click on header), sort (click header), filter (click filter icon), and pin (right click on header), columns. Simply manipulate the columns to meet your needs and then use the Create View button at the upper right to save that view for later use.

To change views, select a new view from the list.

Reports

If you have the Reports-Vehicle permission you will be able to viewr the vehicle reports.

Navigate to Reports => Vehicles to view the available reports.