Overview

The assets section of the workshop module is where you set up the vehicles, plant & equipment that the workshop team will be maintaining.

Assets defined as fleet will be available for the operations team to allocate to driving jobs.

Assets defined as plant will not appear for the operations team when allocating but will be visible in the workshop module to allow for maintenance & servicing of those assets.

Prerequisites

• Set up Owners (required).

Asset fields

The following are common fields for all assets:

1. Category: Defines whether the asset is either fleet or plant as described below.
   • Fleet - Indicates that the asset can be allocated to operations jobs such as urban route services, school services and charters. ❕Note: Only the following subcategories are available for fleet assets: bus, car and trailer.
   • Plant - Specifies that the asset will not be available for allocating to operations jobs, but will be maintained by the workshop team. An example of plant equipment would be a golf buggy used within the depot.

❕Note: Once the asset has been created, the category cannot be changed.

1. Subcategory: Defines the type of asset, such as a bus, car or workshop equipment.

   ❕Note: Depending on the subcategory chosen, some further information may be required when creating or updating the asset. The icon shown for this asset when viewed on workshop schedules will also be based on the chosen subcategory.

2. Owner: Allows you to define who owns the asset. This allows the workshop team to record assets that belong to both the company, as well as other parties and still track services and repairs accordingly. Learn more

3. Garaged at: Select where the asset is currently located. ❕Note: Setting the garaged at field to ‘owner’ allows the workshop team to indicate that the the asset is parked at the owners premises.

4. Asset Group: Defines the service plan this asset belongs to.

5. Engine Model: The engine model will be used when scheduling services to determine the parts required. Learn more

Fleet fields

The following fields are shown when the asset category is Fleet:

1. Seat Capacity: How many passengers can the asset have onboard*.*

   ❕Note: The order in which assets are shown in operations views will be based on the seat capacity.

2. Vehicle type: Allows you to select from one of the predefined vehicle types . Learn more

3. License Class: This field can be set to ensure that only staff members with the selected license class can be allocated to a job involving this asset.

Registerable asset fields

The following fields are shown when the asset subcategory is Bus, Car or Trailer:

1. Does this asset need heavy vehicle inspections: Indicate if this vehicle is subject to transport department heavy vehicle inspections. Setting this field to Yes will allow you to enter the last Inspection No and the current Inspection Expiry Date.

2. Inspection No: Allows you to record the current heavy vehicle inspection number for this asset.

3. Inspection Expiry Date: Allows you to record when the current heavy vehicle inspection expires.

   ❕Note: The HV Machinery Schedule will show assets coming due for inspection based on their inspection expiry date.

4. Registration Number: Enter the current registration number.

5. First Registered: Record when this asset was first registered.

6. Registration Due: Record when the registration of this asset is due.

Bus fields

The following fields are shown when the asset subcategory is Bus. This is in addition to the registerable asset fields outlined above.

1. Is Low Floor: Indicate if this asset is a low floor bus.

   ❕Note: When viewing the workshop schedules, assets that are marked as being low floor will appear with a green highlight.

2. Fatigue Regulated Vehicle: Indicate if this asset is a heavy vehicle that is subject to fatigue regulations. Setting this value to No will mean that jobs allocated to this asset will be excluded from fatigue rule checks.

Creating an asset

1. Navigate to Workshop → Assets.
2. Click ➕ in the header to add a new asset.
3. On the Create an Asset page, complete the relevant information as per the fields outlined above. ❕Note: Fields marked with an * are mandatory fields. ❕Note: The asset name must be unique.
4. To save the new asset, click Submit.

Viewing an asset

1. Navigate to Workshop → Assets.

2. Find the asset you want to view by scrolling, using filters or using the search tool 🔍.

3. Click on the Name to open the Manage Asset page.

   

Editing an asset

1. On the Manage Asset page, click on the Edit button ✏️.
2. Make the required changes and click Submit. ❕Note: If changing the asset name, the new name must be unique.

Decommissioning an asset

Decommissioning the asset will clear any scheduled inspections and services as well as removing the ability to allocate the asset to jobs. You also won’t be able to raise defects or create purchase orders for the asset.

1. On the Manage Asset page for the asset you are wanting to decommission, select Decommission from the Triple Dot Menu.
2. You will be prompted to confirm that you want to proceed with decommissioning the asset. If so, click OK

❕Note: This action is permanent

❕Note: You cannot decommission an asset if it still has active workshop tasks assigned to it.

Asset Reports

The following reports are available from the Asset list page Triple Dot Menu:

Export to Excel: Exports the asset details, component and parts registers and tech specs.

Export Oils, Filters & Belts to Excel: Exports the list of assets along with their Oils, filters and belts as per their parts register.

Export Service Details to Excel: Exports the list of assets along with their last service information and next service information.

Export CUBIC Info for All Assets: Exports the list of assets with relevant CUBIC information.

Export Components Register to Excel: Exports the list of the assets and all component register information.

Export Fuel Report to Excel: Exports a detailed list of all fuel entries within a specified date range, with each entry itemised by asset.

Export Fuel Consumption Report: Exports a list of assets along with their fuel consumption, which is calculated from the total distance they have travelled and the sum of all fuel records for each asset.

❕Note: The list of assets included in the exports can be limited based on the filters applied to the list page.

The following reports are available from within the Manage Asset page:

Generate Asset Job Detailed Parts And Labour Report: Outputs the overall cost of parts and labour and a list of parts used to repair or service the asset.

1. Enter the start and end dates of the time period you want the report to cover.
2. Select if the report is for internal or external use. Internal - shows the internal costs of parts and labour External - Shows the charged cost of parts and labour.

Generate KMs Report: Outputs the overall kilometres travelled during a given time period.

Generate Asset Report: Output the full specifications including the asset details, tech specs and parts register.

In This Topic

Related Topics

• Owners
• Vehicle Type
• Engine Model