Power Point Presentation

2050 Larkin Avenue, Suite 200

Elgin, IL 60123

1.800.980.2555

www.fleet-maintenance.com

Table of Contents

•

General

•

Vehicles

–

General

–

Meters

–

Specs

–

Assets

–

User Fields

–

Notes and Document Attachments

–

Month End Meters

•

Work Order

–

General Information

–

Adding a Service

–

Adding a Part

–

Other Information

•

Service and Parts

•

PM Schedule

Table of Contents (continued)

•

Expenses

•

Reported Problems

•

Fuel/Oil

•

Daily Logs

•

Licensing & Permits

•

Tire Tracking

•

Vehicle Parts Reference

•

Employee Training

•

Vendors

•

Employee/Staff

–

General Information

–

Physicals

–

Licensing/Certifications

–

Violations

–

Training

–

Fueling


Elgin, IL 60123

1.800.980.2555



•

Employee/Staff (continued)

–

Daily Logs

–

Services

–

Work Orders

•

Customers

•

Service Codes

•

PM Service Groups

•

Reminders

•

User Security

•

Parts Inventory

–

Part Record

–

Purchase Orders

–

Part Check In

–

Part Check Out

–

On Hand/Adjustments


Elgin, IL 60123

1.800.980.2555



•

Parts Inventory (continued)

–

Part Purchases

–

Cross Reference

–

Physical Inventory

–

Site Transfers

•

File Menu

–

Settings

•

Company Information

•

global

•

Service

•

Site Information

•

Service Record

•

Work Order/Invoice

•

Vehicle

•

Parts Inventory

•

Employee

•

E-mail Reminder


Elgin, IL 60123

1.800.980.2555



•

File Menu (continued)

–

Document Links

–

Auto Updates

–

Listbox

–

Start Up Options

–

Printer Setup

–

Export

–

Import

•

E-mail Reminders

•

Reports/Query


Elgin, IL 60123

1.800.980.2555


Truck Tracker is vehicle centric. Every record entered must refer back to a vehicle.


Elgin, IL 60123

1.800.980.2555


Bulk Entry

Menu Bar

Individual vehicle record entry and transactional history side bar

Vehicle

Screen

–

ability to view entire list of fleet and related transactional historical records

.


Elgin, IL 60123

1.800.980.2555


Update vehicle meters using batch entry update by clicking on “Batch

Meter Update” button.

Update vehicle end of month meter readings in batch format.

Vehicle Batch Meter Update


Elgin, IL 60123

1.800.980.2555


Vehicles

Click on Vehicle icon in menu tool bar to open Vehicle list.

Add, copy, change, deactivate or delete the highlighted vehicle record by clicking on the “Add”, “Copy”,

“Change”, “Deactivate” or “Delete” buttons.

Selecting the “Add” button allows you to create a new vehicle record entering all detailed information pertaining to the specific vehicle.


Elgin, IL 60123

1.800.980.2555


Vehicles

Vehicle general information, meter details, specs, attached assets, extra user defined fields, notes, documents and month end meter reading logs are recorded in this window by selecting the appropriate tab.

The Vehicle “General” tab allows you to enter basic information relating to the vehicle.

Enter vehicle current Meter readings

Enter unique Vehicle ID #

Enter vehicle Year, Make

And Model.

Enter Vehicle Group name to be used defining employee training records.

Enter vehicle Purchase

Date and Price along with date put In Service. Vehicle

Sold Date and Price may also be recorded.

Fields used when importing fuel data into Truck Tracker.

Enter PM Group this vehicle belongs to

Defining PM Schedule.

Vehicles

(General)

Enter Style, Class and Color of vehicle along with type of fuel used.

Enter vehicle license plate

Information.

Enter main Location of vehicle

Enter Primary Driver and Primary

Customer for vehicle.

Check box if meter reading is

Required on a work order form.

Check box if want to be alerted when a part replacement to vehicle or work order is possibly under warranty.


Elgin, IL 60123

1.800.980.2555


The Vehicle “Meters” tab allows you to define the meters relating to the vehicle.

Vehicles

(Meters)

Define the vehicle meters.

Records last Fuel Meter Reading

Used to calculate Total Lifetime Meters on vehicle. Lifetime

Meter is used when scheduling PM’s.

Click “Replace Meter” button when replacing a meter on the vehicle.

enter in the meter reading from old meter and then the replacement (new) meter reading.


Elgin, IL 60123

1.800.980.2555


Enter Engine and

Transmission description.

Record weight limit vehicle Licensed For.

The Vehicle “Specs” tab allows you to define the vehicle specifications.

Vehicles

(Specs)

Enter Front and Rear Axle

Description.

Enter detailed axle information by clicking on the “Add” button.


Elgin, IL 60123

1.800.980.2555


The Vehicle “Assets” tab allows you to define the other assets on the vehicle.

Vehicles

(Assets)

List of assets currently on vehicle.

Enter Asset Code and

Description.

Enter Status of asset.

Enter amount of asset on vehicle and unit cost.

Enter any notes related to asset.

Enter asset information to vehicle by clicking on the “Add” button.


Elgin, IL 60123

1.800.980.2555


Label the User

Fields in the

Vehicle Settings under the File menu.

The Vehicle “User Fields” tab allows you to define up to 10 additional fields on the vehicle.

Vehicles

(User Fields)

Enter the Accounting General Ledger number for this vehicle asset.

Enter the vehicle value for these User Defined Fields.


Elgin, IL 60123

1.800.980.2555


The Vehicle “Notes” tab allows you to record additional notes on the vehicle.

Vehicles

(Notes and Document Attachment)

The Vehicle “Documents” tab allows you to attach Word,

Picture, or PDF documents to a vehicle record.

Enter vehicle notes here.

Add, Change or Delete a document attachment

Record by clicking on the “Add”, “Change” or

“Delete” buttons.

Select Document File to be attached to vehicle record.

Enter brief user Description of document.

Attach document to a Work Order as well as vehicle record by indicating Work Order # in this field.


Elgin, IL 60123

1.800.980.2555


The Vehicle “Month End” tab allows you to record meter readings on the vehicle at the end of the month.

Vehicles

(Month End Meter)

Historical list of month end meter reading records for vehicle.

Click “Add” to record end of month meter readings for vehicle.


Elgin, IL 60123

1.800.980.2555


Enter the Vehicle ID# and current meter readings.

Indicate who performed the work.

Work Orders

Designate status of work order.

Check for any outstanding

PM’s or Reported Problems when highlighted.

To add services to a work order select the “Add” button and fill in the information on the “Adding a Service” window.

Check box to add a shop fee (overhead shop costs) to work order.


Elgin, IL 60123

1.800.980.2555


View, Add, Change, Delete, or Print Open, Closed, or

Completed Work Orders for a specific vehicle.


Elgin, IL 60123

1.800.980.2555


Work

Orders

Click to view Open, Closed, and Completed Work Orders for highlighted Vehicle record.

Work Orders

(Adding a Service)

Enter a Service Code.

Enter the actual amount of labor hours.

Enter the hourly rate.

- optional

Enter VMRS code.

Indicate which mechanic performed this service.


Elgin, IL 60123

1.800.980.2555


Click on “Notes” tab to enter any notes for this specific service.

If invoicing out work, indicate whether service is tax exempt and invoice labor rate.


Elgin, IL 60123

1.800.980.2555


To add a part to a work order click on “Add” and fill in the information on the “Adding Parts Check-Out” window.

Work Orders

Check box to add a parts fee. (percentage of total parts cost)

Enter the part number.

Check box if part is not being taken out of inventory.

Enter quantity used.

Enter the service that part is being used for.

Enter VMRS code.

Check box if part is to be credited back.


Elgin, IL 60123

1.800.980.2555


Work Orders

(Adding a Part)

May enter part warranty information.

If invoicing out work, check box to indicate part is tax exempt, enter retail price or markup percentage.

Click on the “Documents” tab to attach documents to the work order.

Enter customer code and check boxes to indicate what taxes should be applied to on the invoice.

By selecting the “Other Information” tab on a work order you may enter more details and invoicing information. Notes to the work order or invoice are added in this window.


Elgin, IL 60123

1.800.980.2555


Work Orders

Enter vendor invoice number here if work performed outside.

Enter your purchase order number here for the work to be performed by outside vendor.

Service

/ Parts

Click to view list of Services

Performed and/or Parts Usage history for highlighted vehicle.


Elgin, IL 60123

1.800.980.2555


Add, View, Change, and Delete service or parts to a vehicle record.

Click on the “Parts Usage” tab in the

Services Performed/Parts Used window and then selecting the “Add” button opens up the “Adding Parts” window to directly add a part record to the vehicle without using a work order.


Elgin, IL 60123

1.800.980.2555


Service

/ Parts

Click on the “Services Performed” tab in the Services Performed/Parts Used window and then selecting the “Add” button opens up the “Adding a Service” window to directly add a service record to the vehicle without using a work order.

PM Schedule

Click to view the PM Schedule for highlighted Vehicle record.


Elgin, IL 60123

1.800.980.2555


Add, Change, View, Copy or Delete a PM to the Vehicle PM

Schedule.

Enter Service Code/PM.

Enter in the date PM was last performed and the meter readings at the time of performance.


Elgin, IL 60123

1.800.980.2555


Click on the “add” button to add a PM to the existing PM Schedule.

PM Schedule

Add Notes to PM by clicking on notes tab.

Enter a Vehicle ID #.

Expenses

Click to view the Expense records for the highlighted vehicle.


Elgin, IL 60123

1.800.980.2555


View, Add, Change or Delete the Expense records for a vehicle.

Enter current meter(s) reading during time of expense.

Enter total meter(s) incurred during time of expense.

Record the vendor invoice number.


Elgin, IL 60123

1.800.980.2555


Expenses

Click on the “Add” button to add Expense records to the vehicle.

Choose one of the drop down items to

Identify the type of expense.

May indicate a particular project that the expense was incurred.

Enter GL Number used in your Accounting as a cross reference to this expense.

Reported Problems

Click to view or add Reported

Problems for highlighted Vehicle record.


Elgin, IL 60123

1.800.980.2555


Add, Change, Delete or View Reported Problems list for vehicle.

Reported Problems

Click on the “Add” button to record a Reported

Problem.

Click on “Notes” tab and provide a more detailed description of problem.

Enter which employee reported the problem.

Vehicle meter(s) reading at time of reported problem.

Enter service code for problem being reported.

Provide a brief description of problem

A user will be notified of outstanding reported problems on work orders (highlighted button), by e-mail or by visiting the “Reminders” list section in Truck Tracker.


Elgin, IL 60123

1.800.980.2555


View, Add, Change or Delete

Fuel /Oil records for a vehicle.


Elgin, IL 60123

1.800.980.2555


Fuel / Oil

Click to view the Fuel/Oil records for the highlighted vehicle.

Enter vehicle number.

Enter vendor invoice/receipt number.

Enter meter(s) reading at last fill up and current meter(s) reading.

Record the amount of gallons purchased.

Enter the fuel price per gallon.


Elgin, IL 60123

1.800.980.2555


Click on the “Add” button to add a fuel record .

Fuel / Oil

Clicking on the “Other

Information” tab allows you

To record the fuel tax

Information for IFTA reporting.

Enter fuel vendor code.

Enter employee code.


Elgin, IL 60123

1.800.980.2555


Daily Logs

Click to view any Trip Log records for highlighted Vehicle record.

View, Add, Change, or Delete

Trip Log records for vehicle.


Elgin, IL 60123

1.800.980.2555


Daily Logs

Click the “Add” button to insert a driver’s log record.

Enter general trip information for the Daily Log record entry by

Selecting the “Daily Log” tab.

Enter trip expense details by selecting the “Expense

Details” tab.

Daily Logs

Enter the driver’s hours detail for the trip by selecting the

“Hours/Remarks” tab.

Record the shipment details for the trip by clicking on the “Shipments” tab.

Enter the mileage driven in each state for the trip by selecting the “State Mileage” tab.


Elgin, IL 60123

1.800.980.2555


Add, View, Change or Delete the Vehicle

Licensing and Permits records.


Elgin, IL 60123

1.800.980.2555


Licensing & Permits

Click to view Licensing and

Permits records for the highlighted vehicle record.

Vehicle Code should be prefilled for you.

Enter application date for permit or license.

Record type of permit or license.

Enter the state and /or county.

Enter cost for permit or license.

Record date the permit or license will expire.

Indicate whether you wish to be reminded when license or permit is nearing expiration.


Elgin, IL 60123

1.800.980.2555


Licensing & Permits

Click on the “Add” button to enter a License or

Permit Record.

Tire Tracking


Elgin, IL 60123

1.800.980.2555


Click to view Tire Tracking records for the highlighted vehicle.

Add, View, Copy or Change Tire records for a vehicle.


Elgin, IL 60123

1.800.980.2555


Tire Tracking

Click on the “Add” button to

Insert a Tire record for the vehicle.

Select the “Other” tab to enter the tire purchase information and warranty information.

Enter notes for tire here.

Click on the “General” tab to enter detailed tire information (Make,

Model, Serial #, Placement, Size, etc…). Record the vehicle meter of when tire was put into service and taken out of service . Record tread depth to track the wear on the specific make and model tires.

Vehicle Parts

Reference


Elgin, IL 60123

1.800.980.2555


Click to view the Parts

Reference for the highlighted vehicle.

Add, View, Change or Delete the parts that can be used on vehicle by referencing parts that have been used on vehicles that are similar year, make and model.

Enter part number that can be used on this vehicle or vehicles with similar Make/Model/Year.


Elgin, IL 60123

1.800.980.2555


Vehicle Parts

Reference

Click on the “Add” button to enter a parts reference record.

Employee Training


Elgin, IL 60123

1.800.980.2555


Click to view the list of

Employees Trained on the highlighted vehicle.

Add, View, Change or Delete to the list of Employees that are trained to operate or service the specified vehicle.

Employee Training

Click on “Add” button to add an employee training record.

Enter the employee number for employee who is trained to operate and/or service the vehicle.

Enter the vehicle group that the employee is trained to operate and/or service.

Enter date that employee was trained and date that training expires.

Enter the type of employee training.

Select the correct training status and results.


Elgin, IL 60123

1.800.980.2555


Enter employee training notes here.

Check box if want to be warned when training is approaching expiration date.

Click to add, change, deactivate or delete a vendor record.


Elgin, IL 60123

1.800.980.2555


Vendors

Click on “Vendors” icon in the tool bar menu to open the vendors list window.

Click on to view the transaction history for the highlighted vendor.

Enter vendor type.

Enter vendor warranty information.

Enter the vendor sales tax to be applied to

Truck Tracker parts purchase orders.


Elgin, IL 60123

1.800.980.2555


Vendors

Click “Add” to insert a new vendor record.

Enter a unique vendor code and vendor name.

Enter vendor contact information.

Access the Employee/Staff list screen by clicking on the “Staff” icon in the menu tool bar.

Employee / Staff

Individual employee record entry and transactional history side bar.


Elgin, IL 60123

1.800.980.2555


Click on “Add” to enter a new employee record.


Enter general information, record notes, create up to five additional fields to track further employee information, and/or attach documents to employee records by selecting the “General”, “Notes”, “User Fields” and/or “Documents” tabs.

Enter Employee code and

Type.

Enter employee title and

Contact information.

Record employee hire date.

Enter employee sensitive information. This information can be blocked from user view by declining permissions in the Security setup feature by user login.


Elgin, IL 60123

1.800.980.2555


Enter date of

Physical, date

Physical expires and reason for Physical.


Elgin, IL 60123

1.800.980.2555



(Physicals)

Click to view the “Physicals” records for the highlighted employee.

View employee physicals list history. Add, Change or Delete employee physicals record by selecting one of the below

Buttons.

Check box to be reminded when employee physical is coming due.

Enter any additional notes relating to the employee physical record.

Enter License or

Certification number, description,

Issued by, date issued, and expiration date.


Elgin, IL 60123

1.800.980.2555



(Licensing/Certifications)

Click to view the “Licenses/Certifications” records for the highlighted employee.

View employee licenses and certifications list history. Add,

Change or Delete employee licenses and certifications record by selecting one of the below buttons.

Check box to be reminded when employee license or certifications are coming due.

Enter any restrictions relating to the employee license or certification record.

Enter employee ID number, vehicle number, date of violation, violation ID and type of violation.

Enter description of

Violation, location that violation took place, fines, number of injuries, severity, and expiration date.


Elgin, IL 60123

1.800.980.2555



(Violations)

Click to view the “Violations” records for the highlighted employee.

View employee violations list history. Add, Change or Delete employee violations record by selecting one of the below buttons.

Enter any notes or attach documents relating to the employee violation record.

Check box to be reminded when employee violation is reaching expiration.

Indicate what action has been taken for this violation.

Enter employee ID number, vehicle group trained on, date of training, training expiration date and type of training received.


Elgin, IL 60123

1.800.980.2555



(Training)

Click to view the “Training” records for the highlighted employee.

View employee training list history. Add, Change or Delete employee training record by selecting one of the below buttons.

Check box to be reminded when employee training is reaching expiration.

Enter any notes relating to the employee training record.

View employee fueling history. Add, Change or Delete employee fueling record by selecting the “Add”, “Change” or



Elgin, IL 60123

1.800.980.2555



(Fueling)

Click to view the “Fueling” records for the highlighted employee.

View employee daily logs history. Add, Change or Delete employee daily logs record by selecting the “Add”, “Change” or “Delete” buttons.


Elgin, IL 60123

1.800.980.2555



(Daily Logs)

Click to view the “Daily Logs” records for the highlighted employee.

View employee services history. Add, Change or Delete employee services record by selecting the “Add”, “Change” or



Elgin, IL 60123

1.800.980.2555



(Services)

Click to view the “Services” records for the highlighted employee.


Elgin, IL 60123

1.800.980.2555



(Work Orders)

Click to view the “Work Order” records for the highlighted employee.

View employee work orders history. Add, Change or Delete employee work orders record by selecting the “Add”,

“Change” or “Delete” buttons.

Print out work order or invoice that is highlighted by selecting the “Add Work Order” or “Print Invoice” button.


Elgin, IL 60123

1.800.980.2555


Click to add, change, deactivate or delete a customer record.

Customers

Click on the “Customers” icon in the tool bar menu to open up the customers list.

Click to view the transaction history for the highlighted customer.

Customers

Click on “add” to insert a customer record.

Select the “Notes” tab to enter additional information regarding the customer.

Enter customer contact information.

Enter unique customer code.

Enter credit limit and terms for customer.

Record a Parts Markup % and Labor Rate for customer along with whether customer is exempt from taxes when invoiced.


Elgin, IL 60123

1.800.980.2555


Enter a parts fee and/or service fee for customer to be applied when work performed.

Select to create a PM schedule for vehicle groups.

Click to add, change, deactivate or delete a service code record.


Elgin, IL 60123

1.800.980.2555


Service Codes

Click on the “Service Code” icon in the tool bar menu to access service codes.

Click to view transaction history for the highlighted service code.

Service Codes

Click the “Add” button to enter a service code record.

Enter unique service code and description.

Enter category for service code and VMRS code.

Enter the amount of time it should take to perform service.


Elgin, IL 60123

1.800.980.2555


Enter invoice labor rate for service and indicate whether service is tax exempt.

Check box if service code is a PM and then set up intervals the PM is to be performed by. (May schedule up to 3 intervals per PM.

Click on “Notes” tab to enter notes for the service code here.

Click on the “PM Links” tab to link more than one PM together. Linking

PM’s will instruct Truck Tracker to automatically update the PM schedule when the one PM service code is added to a work order.

Service Codes

Click on the “Parts Assembly” tab to list the parts that should be used with the specified service.

Click the “Add” , “Change” or “Delete” button to add, change or delete a part to the service code assembly list.

Click the “Add” or “Delete” button to add or delete a PM link record.


Elgin, IL 60123

1.800.980.2555


Click on the “PM Service Groups” button on the Service Code List screen to create a PM Schedule for a group of

Vehicle.


Elgin, IL 60123

1.800.980.2555


PM Service Groups

Click “Add” to add a PM Group.

Click “Add” to add a PM service code the highlighted PM Group schedule.

Click on the appropriate tab to view those reminders.

Print out reminder list.

* Reminders may be set up to be e-mailed to specified recipients. See the E-mail Reminders section.


Elgin, IL 60123

1.800.980.2555


Reminders

Select the “Reminders” icon in the tool menu bar to view reminder items list.

PM Reminders - list of all PM that are coming due.

Reported Problems – list of all outstanding reported problems.

Permits – list of all licenses and permits that are reaching expiration or have expired.

Tire Life – list of all tires that are approaching or have reached their life expectancy.

Physicals – list of employees who have physicals that have expired or reaching expiration date.

Licenses – list of employees that have licenses coming due or have already expired.

Violations – list of employees that have violations that are coming due or have expired.

Training – list of employees that have training coming due or has expired.

Reorder Parts - list of parts that have reached their reorder point and need to be ordered.

Select either the “User” tab to view the list of users set up for security permissions or

The “Groups” tab to view the list of user groups set up for security permissions.


Elgin, IL 60123

1.800.980.2555


User Security

Select the “Security” icon in the tool bar menu to access user security permissions.

Click on “Add”, “Change” or “Delete” button to add, change, or delete users/user groups security permissions.

User Security

Create a user log in name and password.

By clicking the “Add” button you may add a user name and specify permissions.

Enter site for user log in. Indicate whether user has “Full Access” and if user belongs to a user group.

For each “Area” in Truck Tracker there are “Doors” that you can

“Grant” or “Deny” access.


Elgin, IL 60123

1.800.980.2555


Truck Tracker Parts Inventory is part centric. Every transaction in the inventory must tie to a part record.

Parts Inventory


Elgin, IL 60123

1.800.980.2555


Print Bar Code label for

Highlighted part.

Adjust highlighted part quantity or add, change, deactivate or delete a part record by clicking on the “Adjust Quantity”,

“Add”, “Change”, “Deactivate”, or “Delete” button.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

Click on “Parts” icon in the tool bar menu to open the parts list window.

Parts Check-In will check in a part that is highlighted into inventory.

Parts Check-Out will check a part that is highlighted out of inventory and directly to a vehicle.

On Hand/Adjustments make adjustments to the highlighted part’s quantity on hand.

Cross Reference list of parts that can be used in place of the highlighted part record.

Physical Inventory a step by step physical inventory process.

Purchase Orders create and manage purchase orders for parts.

Site Transfers handle transfers of parts from another parts inventory site.

Parts Inventory

(Part Record)

Select the “General” tab to enter part information details. Select “Notes” tab to add notes on part. choose the “Documents” tab to attach documents to a part record. Select “Parts Assembly” tab to add part to a service code parts assembly list.

Warranty Provider

Enter part number and description.

Enter part supplier.

Enter last cost of part, the parts unit of measure, mark up percentage when invoicing and/or parts retail price. Indicate whether the part is exempt from taxes.

Select a part reorder process for this particular part.

Formula, Minimum/Maximum, or none. For

Min/Max indicate the quantity amounts.

Enter VMRS code.

Enter part warranty terms.


Elgin, IL 60123

1.800.980.2555


View purchase order list, print out purchase order, check in entire purchase order, add, change or delete purchase order from this window. A purchase order can also be created for a vendor that supplies parts that have reached their reorder point.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(Purchase Orders)

Click to view open, closed, and all Purchase

Orders.

Fill in the requested information when creating a purchase order.

Parts Inventory


Enter any notes pertaining to the purchase order or purchase.

Select a vendor.

Enter date of purchase order.

Record the purchase order number from Accounting Department as a reference if different than Truck Tracker order reference number.

Record vendor invoice number.

Check box to record freight charge and enter freight cost.

Check box to apply sales tax to parts cost and indicate the percentage.


Elgin, IL 60123

1.800.980.2555


Click on “Add”, “Change” or “Delete” to add, change or delete parts on a purchase order.

Enter the purchase quantity for the part.

Record actual unit price for part.

Record the expected parts receive date and vendor invoice number.

Enter any notes related to this part for purchase.


Elgin, IL 60123

1.800.980.2555


Parts Inventory


Click “Add” to add another part record to purchase order.

Enter part to be added to purchase order.

Check box if part is a credit item (being returned to vendor) or is exempt from purchase order sales taxes.

Part Check-In window provides you a history list of part check records in to date.

Click “Add Check-In” or “Delete” button to add or delete a part check in record.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(Part Check In)

Click on “Check-In” icon in menu tool bar to check in a variety of parts into inventory.

Select the “Part Check-In” button in the Parts

Listing box to check in the part highlighted on the list.

Click on the “Add Check-In “ button to check parts into inventory.

Parts Inventory

(Part Check In)

Clicking on the corresponding tabs allows you to view your current part check in list or the history of parts that have been checked in.

Click “Add PO Details” button to check in parts from a specified Truck Tracker purchase order.

Click “Add” to check parts into inventory. Parts on order quantity on the purchase order will automatically be reduced by the amount being checked in. The purchase order selected is matched by vendor code used on parts check in record and vendor code indicated on the purchase order.

After entering parts check in records have option to print out bar code labels by clicking on “Complete and Print” button.


Elgin, IL 60123

1.800.980.2555


Enter part number and description.

Parts Inventory

(Part Check In)


Elgin, IL 60123

1.800.980.2555


Enter vendor code for part being check in.

Enter actual unit cost and quantity of part received into inventory.

Select Truck Tracker purchase order that parts are being received from.

Select which part line items are being checked in off purchase order by double clicking in the box.

Click “Select All” to check in all parts from purchase order.

Add selected to check in queue by clicking on button.

Add, change, delete, or batch check out parts from

Inventory by selecting the “Add”, “Change”, “Delete” or “Batch Check Out” button.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(Part Check Out)

Click on the “Part Check Out” button to check parts out of inventory and apply directly to a vehicle.

View a usage history for the specific part being checked out of inventory.

Check box if part is a non inventory item or credit item.

Enter the part quantity used on vehicle.

Enter service code, VRMS code and date that part was used.

Add comments.

Parts Inventory

(Part Check Out)

Clicking on the “Add” button will open up the

“Adding Parts Check-Out” window.

Enter vehicle code that part is being checked out to.

Enter part number and description of part being checked out.

Enter current meter readings on vehicle.

Enter warranty information on part.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(On Hand/Adjustments)

Click “On Hand / Adjustments” button to manually change quantity of parts on hand or unit costs.

View current on hand quantity and records for inventory by selecting the “Inventory On Hand” tab.

View adjustment history records for inventory by selecting the “Adjustment History” tab.

Add, change, delete, or make batch check adjustments to Inventory by selecting the “Add”, “Change”, “Delete” or “Batch Adjustments” button.


Elgin, IL 60123

1.800.980.2555


Enter the new quantity on hand.

Enter the new actual unit cost for part.

Record the reason for the adjustment.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(On Hand/Adjustments)

Click “Add” button to make changes to the highlighted part on hand quantity or actual cost.

Enter part number record to be adjusted.

Enter vendor code for part record.

View list of purchase orders for highlighted part and click “Change” button to make any changes to the order.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(Part Purchases)

Click on the “Part Purchases” button to view all the outstanding purchases on Truck

Tracker purchase orders for highlighted part.

Parts Inventory

(Cross Reference)

Click on the “Cross Reference” button to view a list of parts that can be used in place of the highlighted part.

When adding a part cross reference record, enter part number and description of part that can be used in place of the original part.

Enter any comments here.


Elgin, IL 60123

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Add, change, delete or view all parts cross reference records for the highlighted part by selecting “Add”, “Change”, “Delete” or “View

All” button.

Truck Tracker’s Physical Inventory takes you through a three step organized process to help you match up your Physical Inventory counts to your Truck Tracker Parts On Hand counts giving you a true inventory value.


Elgin, IL 60123

1.800.980.2555


Parts Inventory

(Physical Inventory)

Click on the “Physical Inventory” button to begin the Physical Inventory process.

View and manage all incoming parts transfer requests, outgoing parts transfer requests and a log of all parts transfers among sites.


Elgin, IL 60123

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Parts Inventory

(Site Transfers)

Click on Site Transfers to request parts from other sites inventory and manage part transfers.

Select the “ Incoming Transfers Request” tab to check in, delete, edit, or force completion of highlighted part transfer record. Also request a part transfer

From this window.

Parts Inventory


Requesting a part from another location requires a part number and site location that part is being requested from.

Enter the part quantity being requested and enter additional comments.

Once the part number is defined a list of all the available on hand part records for each site will appear. Select one of these records.


Elgin, IL 60123

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Select the “ Outgoing Transfers Requested” tab to view any parts request made to your site, approve and/or check out any highlighted part transfer request. Print a Transfer Packing List.

Parts Inventory


Copy of Transfer Packing List

When checking out a parts transfer this message will appear.


Elgin, IL 60123

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Select the “Transfers Completed” tab to view the historical list of all incoming parts transfers received and outgoing parts transfers ranted by the site user is logged into.

Parts Inventory



Elgin, IL 60123

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Configure Company Information and Truck Tracker Settings or access various utilities by clicking on the “File” menu in the menu lists tool bar.


Elgin, IL 60123

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File Menu

(Company Information,

Settings, and Utilities)

Switch Site - to be used with multiple site licenses. A convenient way to switch the site user is logged into.

Settings - set up company information, software global settings, service settings, current site settings and local user settings.

Printer Setup – set up default printer to be used in Truck Tracker.

User Security - configure individual users or groups permissions in the software.

Backup and Restore – to perform a Truck

Tracker database full backup or restore.

Export and Import - export data lists from

Truck Tracker and/or import data lists and selected transactional history into Truck

Tracker.

Restart – launches a quick restart of the

Truck Tracker application.

Select “Settings” in the “File” menu to configure the Company and Site Information along with

Truck Tracker Global, Site, and User Settings.


Elgin, IL 60123

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File Menu

(Settings – Company Information)




Elgin, IL 60123

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File Menu

(Settings – Global Settings)

Enter location for database backup to be stored.

Designate whether using Actual or

Average costing method for parts.

Indicate the perimeters to be forewarned when specific reminders are coming due.

Ability to use multiple currencies. Designate one base currency and then provide exchange rates for other currencies used.




Elgin, IL 60123

1.800.980.2555


File Menu

(Settings – Service Settings)

Configure Automatic Database Backup Service by indicating days you want backup to be performed, time of day to perform service, and how long to retain backup.

Check box if you want reminders to be e-mailed.

Indicate time of day e-mail reminders are to begin sending. Designate how frequently e-mails are sent.

File Menu

(Settings – Site Information)

Company Groups

Enter company Site contact information.




Elgin, IL 60123

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Elgin, IL 60123

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File Menu

( Settings – Service Record Settings )

Indicate the default settings for Service

Records. Set the default hourly wage, default actual hours and default hourly invoice rate to be used if not previously indicated in service code record.

Check box if you want the Actual Service Hours and Service Code Notes to appear on the work order/invoice.

Label taxes to be used on invoices, tax rates, and whether to apply on part, labor or both.




Elgin, IL 60123

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File Menu

( Settings – Work Order/Invoice )

Enter employee type to select from when creating an in house work order.

The automatic sequential numbering of work orders will begin at the number following the one indicated here.

Indicate part markup percentage when

Invoicing.

Check boxes if Service Fee and/or

Parts Fee should be applied to work order. Indicate the percentage rate of each fee.

Label the 10 vehicle user defined fields.




Elgin, IL 60123

1.800.980.2555


File Menu

( Settings – Vehicles )

Designate what placement value you want

Fuel costs to be rounded off too.

Enter default fuel price per gallon.

Enter default meter labels for vehicles.

Multi Sites – check box if want to see only vehicles located at the site logged into.

Check box if want to see reminders for all sites.

File Menu

( Settings – Parts Inventory )

Enter default unit of measure for parts.

Indicate next purchase order number for automatic sequential numbering, prefix and suffix to be added to purchase order numbers and default purchase order sales tax rate.

Configure bar code printer by clicking on this button.

Check boxes if…

-Include purchase order sales tax on parts cost

-When checking in a part record last vendor checked in and invoice reference # used will appear on check in record.

-Automatically close out purchase order when checked in all parts.

Configure bar code scanning.

Check box to indicate what information appears on bar code labels.

Update formula reorder points for parts based on current usage history.




Elgin, IL 60123

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Elgin, IL 60123

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File Menu

( Settings – Employees )

Enter labels for the 5 employee user defined fields.




Elgin, IL 60123

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File Menu

( Settings – E-mail Reminder )

Enter SMTP server or IP address that you are connecting to.

Enter the port number on the server you are connecting to.

Check box if SMTP server uses SSL encryption.

Check box to allow user to specify the

Windows domain name required for authentication.

E-mail address that reminder will be sent from.

Enter the number of days to wait before resending an outstanding reminder.




Elgin, IL 60123

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File Menu

( Settings – Document Links )

Designate location for document attachments to be stored.




Elgin, IL 60123

1.800.980.2555


File Menu

( Settings – Auto-Updates )

Check box if you want Truck Tracker to automatically check for updates when launched.

Check box if you want to save the

Installation file at a specific location.

Indicate where you would like to download the updates from.

Manually check for software updates by clicking on the “Check for Updates” button.




Elgin, IL 60123

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File Menu

( Settings – Listbox )

Check box to eliminate reminder icons from appearing on Vehicle, Employee, and/or Parts Inventory window screen.

This may decrease screen load time.

Indicate whether you want screen to

“Page-Load” or “File-Load”.

Click on this button to reset all window sizes and locations back to default settings.

Click this button to reset all Listbox formats back to the default settings.




Elgin, IL 60123

1.800.980.2555


File Menu

( Settings – Startup Options )

Select which window to be launched automatically on startup of Truck Tracker.

May select more than one window.




Elgin, IL 60123

1.800.980.2555


File Menu

( Printer Setup )

Setup default printer to be used in Truck Tracker.

Select which fields and contents you wish to export by clicking on the field and then selecting the “Add” button. Rearrange order of fields by selecting the “Remove”, “Shift Up” or “Shift Down” button.




Elgin, IL 60123

1.800.980.2555


File Menu

( Export )

Save your export job.

Click “Job” button to rerun the saved job at another time.

Match the fields from your import document to the Truck Tracker fields.

Click the “Assign” button to match them up.

File Menu

( Import )

Save your import job.

Click “Job” button to rerun the saved job at another time. (Only Fuel

History, Expense History and Service History imports can be rerun.)




Elgin, IL 60123

1.800.980.2555


E-mail Reminders

View the lists of configured e-mail reminders. Add, change, or delete e-mail reminders by clicking on the

“Add”, “Change” or “Delete buttons.

Select “Email Reminders” in the “Lists” menu to configure the email recipients for the reminders.


Elgin, IL 60123

1.800.980.2555


Click on the “Email Error Log” button to view a list of e-mails that were not sent and a brief description of the error.

Enter e-mail reminder recipients e-mail address.

Click the “Add”, “Change”, or “Delete” button to add, change or delete a alert from the e-mail reminder configuration.

Click the “Add”, “Change”, or “Delete” button to add, change, or delete an exclusion alert from the e-mail reminder configuration.


Elgin, IL 60123

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Configure a new E-mail Reminder by selecting the “Add” button.

Enter a title for the new E-mail configuration.

Indicate what Specific Vehicle or Group of

Vehicles or All Vehicles you want included in this reminder.


Elgin, IL 60123

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Indicate what Specific Vehicle or Group of

Vehicles or All Vehicles you want excluded in this reminder.


Set the Included and Excluded Alerts.

The Excluded Alerts are subtracted from the set Included Alerts.

Define the type of reminder that you are setting the inclusions or exclusions for.

Select one of the report categories and then choose from a specific report under that category.


Elgin, IL 60123

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Reports

Truck Tracker has over 80 predesigned reports to select from. Most of the reports offer filtering techniques allowing the user to generate a report to match their data results needs.

To access the reports click on the

“Reports” drop down list.

Many reports allow you to specify date range and design a query to filter the data generated.


Elgin, IL 60123

1.800.980.2555


Step 1:

To set up a query select the “Query” tab.

Step 2:

Select Custom Query.

Step 3:

Select the field to filter report by.

Step 5:

Reports

(Query)

Step 4:

Select the operation to filter report by.

Enter the value of the field filter.


Elgin, IL 60123

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Step 6:

Select additional conditions if they exist.

Reports

(Query)

Step 3:

Step 7:

Indicate whether saving query . If save query, provide a description.

Step 8:

Click on “Go” button to print report.

Power Point Presentation

General

Work Order

Other Information

Employee/Staff

Employee/Staff (continued)

Parts Inventory (continued)

File Menu

File Menu (continued)

Truck Tracker is vehicle centric. Every record entered must refer back to a vehicle.

Vehicle

–

ability to view entire list of fleet and related transactional historical records

.

(General)

(Meters)

(Specs)

(Assets)

(User Fields)

(Notes and Document Attachment)

(Month End Meter)

Work

(Adding a Service)

(Adding a Part)

Service

Service

(Physicals)

(Licensing/Certifications)

(Violations)

(Training)

(Fueling)

(Daily Logs)

(Services)

(Work Orders)

Truck Tracker Parts Inventory is part centric. Every transaction in the inventory must tie to a part record.

(Part Record)

(Purchase Orders)

(Purchase Orders)

(Purchase Orders)

(Part Check In)

(Part Check In)

(Part Check In)

(Part Check Out)

(Part Check Out)

(On Hand/Adjustments)

(On Hand/Adjustments)

(Part Purchases)

(Cross Reference)

(Physical Inventory)

(Site Transfers)

(Site Transfers)

(Site Transfers)

(Site Transfers)

(Company Information,

Settings, and Utilities)

(Settings – Company Information)

(Settings – Global Settings)

(Settings – Service Settings)

(Settings – Site Information)

( Settings – Service Record Settings )

( Settings – Work Order/Invoice )

( Settings – Vehicles )

( Settings – Parts Inventory )

( Settings – Employees )

( Settings – E-mail Reminder )

( Settings – Document Links )

( Settings – Auto-Updates )

( Settings – Listbox )

( Settings – Startup Options )

( Printer Setup )

( Export )

( Import )

(Query)

(Query)

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