Vehicle Fleet Manager 3.

0
User guide

Table of content
Vehicle Fleet Manager 3.0.........................................................................................................................3
Main window............................................................................................................................................ 4
Menus bar..............................................................................................................................................6
"File" menu.......................................................................................................................................... 7
"Tools" menu....................................................................................................................................... 8
"Security" menu...................................................................................................................................9
Setup of security options................................................................................................................ 10
Access levels.................................................................................................................................. 11
Users............................................................................................................................................... 13
"Configuration" menu........................................................................................................................ 15
Vehicle groups management.......................................................................................................... 16
Selection fields management..........................................................................................................18
General settings.............................................................................................................................. 19
Options............................................................................................................................................ 21
Connection to database..................................................................................................................23
"?" menu............................................................................................................................................25
Tools bar.............................................................................................................................................. 26
"Employees" window......................................................................................................................... 28
"Contact info." tab........................................................................................................................... 30
"Vehicles driven" tab....................................................................................................................... 31
"Accidents" tab................................................................................................................................ 32
"Attached files" tab..........................................................................................................................33
"Reports" tab................................................................................................................................... 34
"Vendors" window..............................................................................................................................35
"Parts" window.................................................................................................................................. 37
"Services" (master list) window......................................................................................................... 39
Service template management....................................................................................................... 41
"Reminders" window......................................................................................................................... 43
"Reports" window.............................................................................................................................. 45
"Other reports" tab.......................................................................................................................... 47
"Fuel consumption" tab...................................................................................................................48
Tabs..................................................................................................................................................... 49
"Purch./leasing info." tab...................................................................................................................50
"Insurance/misc." tab.........................................................................................................................51
"Service schedule" tab...................................................................................................................... 52
Service complete............................................................................................................................ 54
"Services completed" tab.................................................................................................................. 55
"Parts used/guaranteed" tab............................................................................................................. 56
"Fuel log" tab.....................................................................................................................................57
"Tyres" tab......................................................................................................................................... 58
"Other fees" tab.................................................................................................................................59
"Accidents" tab.................................................................................................................................. 60
"Breakdown" tab................................................................................................................................61
"Odo. reading" tab.............................................................................................................................62
"Drivers" tab...................................................................................................................................... 63
"Attached files" tab............................................................................................................................64
"Reminders" tab................................................................................................................................ 65
How to setup the network edition......................................................................................................... 67

Vehicle Fleet Manager 3.0

Vehicle fleet manager allow you to gather and track data, create service schedule and generate detailed
reports and graphs regarding your vehicle fleet. It is suitable for service and commercial enterprise as well
as for big transportation corporation.

Main window

Menu bar
Access to menus

Tools bar

Tools bar

Tabs
Access to tabs

List of vehicles

The list of vehicles. You can filter this list using the search frame.

Show inactive vehicles

Hide or show inactive vehicles in the list

Search

Allow you to filter the results of the list of vehicles

Add, edit or delete

Add, edit or delete a vehicle.

Menus bar

"File" menu

Backup database
Allo you to do a copy of the database file. The database file is GESTIONFLOTTE.FDB.
In standalone mode, the default path of the database file is "C:\Program Files\Vehicle Fleet Manager
3.0 Data\".
If you use the Network Edition, the database could be installed on any computer on your local
network. This computer will be the "Database server". See section How to setup the network edition
for more details. The default path of the database file remains the same, say : "C:\Program Files
\Vehicle Fleet Manager 3.0 Data\".

Restore database
Indicates how to restore a database file.
To restore the database, you must shut down Vehicle Fleet Manager first. If you are using the
Network edition, make sure that Vehicle Fleet Manager is shut down on every client computer.
For users of the Standalone edition :
Replace the file "C:\Program Files\Vehicle Fleet Manager 3.0 Data\GESTIONFLOTTE.FDB" (this is the
default path of the database file) with a backup file (*.gbk) and rename it with the usual database
name, say : GESTIONFLOTTE.FDB
For users of the Network edition :
Connect to any client computer, run Vehicle Fleet Manager and go to menu "Configuration Connection to database". There you will find the name of the computer (this is the database server)
as well as the path where the database file is installed. Log on the database server and replace the
file GESTIONFLOTTE.FDB in the specified path with a backup file (*.gbk). Rename this file with the
usual database name, say : GESTIONFLOTTE.FDB

Exit
To shut down Vehicle Fleet Manager

"Tools" menu

Global management
This menu let you access the global management windows. Those windows let you show, edit and
delete records among all vehicles.
These windows can be useful when it comes to the typing of a batch of records from several vehicles

Global list of reminders

Lets you view and manage the list of current reminders for all vehicles.

Global list of scheduled services

Lets you view and manage the list of scheduled services for all vehicles.

Import fuel log from MS Excel spreadsheets

To import fuel log from MS Excel spreadsheets.

Services completed
Global management of completed services.

Fuel log
Global management of fuel log.

Tyres
Global management of tires.

Other fees
Global management of other fees.

"Security" menu

Setup of security options

To setup the security otpions including the "admin" password as well as the activation and deactivation of the security features.

Access levels
To create and configure access levels. Access levels are used for limiting access to certain features
of the software to users. See the Users window for more details about how to configure users.

Users
To create, configure and show users. Users are used for limiting access to certain features of the
software to certain people.
This function works the same way as the microsoft windows login. You have to enter a username and
a password in the login window to identify you. This login will let you have access to the features you
are allowed to access only.

Setup of security options

Activate users logins

Activate or deactivate users login (security features). If activated, username and password will be
required to identify the user and run the program.

Lock the program

Sets the locking parameters of the software. You can choose to lock the program after a certain time
or never to lock. Once the software is locked, a user must enter their username and password in
order to unlock.

Modify "admin" password

Let you change the "admin " password. The username "admin" is configured by default with a blank
password. This username lets you access all the features of the software and can not be deleted. You
can change this password using this button.

Save/cancel

Save or cancel changes

Access levels

You can set access levels and users. This limits access to various features of the software for some users. To
enable the management of users, you must check the "Activate users login"of the Setup of security options
window. When opening the software, a window will prompt the user to log in with his username and its
password.
The username "admin" is configured by default with a blank password. This username lets you access all
the features of the software and can not be deleted. You can change the "admin" password using the button
provided for this purpose in the Security Options window.

List of access levels

Search

Allow you to filter the results of the list of access level

Add, edit or delete

Add, edit or delete an access level.

Users

This window lets you manage users.

You can set access levels and users. This limits access to various features of the software for some users. To
enable the management of users, you must check the "Activate users login"of the Setup of security options
window. When opening the software, a window will prompt the user to log in with his username and its
password.
The username "admin" is configured by default with a blank password. This username lets you access all
the features of the software and can not be deleted. You can change the "admin" password using the button
provided for this purpose in the Security Options window.

List of users

Search

Allow you to filter the results of the list.

Add, edit or delete

Add, edit or delete a user.

"Configuration" menu

Vehicle groups management

Lets you view and manage the vehicle groups.

Selection fields management

Lets you view and manage the selection fields.

Language
Lets you modify the language of the software.

General settings
Lets you view and manage the general settings.

Options
Lets you view and manage options.

Connection to database
Lets you view and manage the database connection settings.

Vehicle groups management

Vehicle groups let you easily find your vehicles. Using the "Assign users to this group link", they can also be
used to limit the access of some users to a particular type of vehicle.

List of vehicle groups

List of vehicles from the selected group

The list of vehicles that belongs to the vehicle group selected in the left list.

Search

Allow you to filter the results of the list.

Assign users to this group

Allows you to assign some users to the selected group. For example, you could restrict access to the
user "Mike Smith" to service vehicles only.

Add, edit or delete

Add, edit or delete a group of vehicle.

Add or delete

Add or delete a vehicle from the selected group.

Selection fields management

The selection fields are values used in several areas of software.

Selection fields

Liste des champs de slection modifiable par l'usager.

Values of the selected selection field

Shows the possible values for the selection field.

Add, edit or delete

Add, edit or delete a value from the selection field.

General settings

Information about your company

Allows you to define information about your company as the name, address, etc. Those informations
will be used in some reports.

User defined fields (vehicles)

Allows to include the names of two custom fields associated with vehicles.

Unit of measure

Allows you to define the unit of measure to show.

Default number of days before a reminder

This is the default number of days before a reminder is generated when you create a service in the
master list of services.

Save/cancel

Save or cancel changes

Options

Tab shown in the main window

Allows you to define which tabs are to show or hide in the main window.

Odometer reading when editing fuel records

Allows you to choose the action to take on the end odometer of the last fuel record when editing or
creating a fuel record.

Save/cancel

Save or cancel changes

Connection to database

Allows you to set the database connection settings.

Database server name

Lets you set the database server name. If you are using Vehicle Fleet Manager in standalone mode,
this field should always be "(local)".
If you are using the "Network" edition, you have to the select the computer where the database is
installed. See the How to setup the network edition section for more details.

Path of the database file on the server

This field let you set the path of the database file you want to connect to. The name of the database
file is GESTIONFLOTTE.FDB and it's default path is "C:\Program Files\Vehicle Fleet Manager 3.0
Data".
If you are using the "Network" edition, you have to type the path where the database is installed on
the database server computer. For example, if the database file (GESTIONFLOTTE.FDB) is located
on the database server "SERVER1" in folder "C:\Program Files\Vehicle Fleet Manager 3.0 Data",
you have to select the database server name "SERVER1" and type "C:\Program Files\Vehicle Fleet
Manager 3.0 Data" as the path of the database file. See the How to setup the network edition section
for more details

Save/cancel

Save or cancel changes

"?" menu

Help
Access to help files

Check for updates

Automatically check if an update is available

Report a bug
Lets you submit issues, bug or comments to our programmers.

Tools bar

Employees

Access to the list of employees

Vendors

Access to the list of vendors

Parts

Access to the list of parts and material

Services

Access to the master list of services

Reminders

Access to the list of reminders. If this button is flashing red, it indicates that there is "not
recognized" reminders.

Reports

Access to the reports window

Help

Access to help files.

"Employees" window

List of employees

Search

Allow you to filter the results of the list.

Add, edit or delete

Add, edit or delete an employee.

"Contact info." tab

Contact information of the selected employee

"Vehicles driven" tab

The list of vehicles driven by the selected employee. This list is automatically updated when a driver is
associated to a vehicle. You can update this list manually.

"Accidents" tab

The list of accidents by this employee

"Attached files" tab

The files attached to this employee

"Reports" tab

Employee's related reports

"Vendors" window

List of vendors

Show the map

Show the location of the vendor using google maps.

Search

Allow you to filter the results of the list.

Add, edit or delete

Add, edit or delete a vendor.

"Parts" window

List of parts and material

Liste des pices et du matriel inscrit l'inventaire.

Search

Allow you to filter the results of the list.

Add, edit or delete

Add, edit or delete a part or material.

"Services" (master list) window

Master list of services

Search

Allow you to filter the results of the list.

Management of services templates

Lets you create and manage service templates.

Add, edit or delete

Add, edit or delete a service from the master list of services.

Service template management

List of "Service templates"

Services that belongs to the selected template

Add, edit or delete

Add, edit or delete a service template.

Add or delete

Add or delete a service from the selected list of services.

"Reminders" window

Actual list of reminders

Edit reminder

Lets you modify the state of a reminder.

Mark as "Not recognized"

Lets you mark the selected reminder(s) as "Not recognized".

Mark as recognized

Lets you mark the selected reminder(s) as "Recognized".

Search

Allow you to filter the results of the list.

"Reports" window

This windows let you generate most of the reports.

List of vehicles

The list of vehicles. Vehicle reports requires the selection of one or more vehicles in this list.
For example, if you want to print or show an expenses report for vehicles #1 and #2, select those
two vehicles in the list then select the "Expenses" report in the list of reports.

Show before print

Show the report according to the selected parameters.

Select the report to print

Lets you select the kind of report to print.

Select the period

Lets you select the period from which you want to show data.

Vehicles selection mode

Lets you choose if the report will include all the vehicles or only the ones who are selected in the list.

Select the type of expenses

For expenses reports only. Lets you choose the expenses to show on the report.

Select the service items

For services reports only. Lets you choose which items are to show in the report.

Search

Allow you to filter the results of the list.

"Other reports" tab

This tab lets you generate reports that are not related to vehicles (for example, the list of vendors).

"Fuel consumption" tab

This tab lets you show a fuel consumption graph for the selected vehicle(s).

Tabs

"Purch./leasing info." tab

Lets you set information about the purchase/leasing of a vehicle.

A vehicle could be :

1. Purchased
2. Rented

You can set automatic payments for your vehicles, no matter if they are rented or purchased. According
to the settings you made, payments will be automatically added to the list of payments of the vehicle. The
payments can be shown in expenses reports. You can manually edit the list of payments using the "Add",
"Edit" or "Delete" buttons.

"Insurance/misc." tab

Lets you define insurance, technical inspection and license of the vehicle information.
For each one of these information, you can set an expiration date. A reminder will be generated when it
expires.

"Service schedule" tab

Lets you setup a service schedule for your vehicles.

Services in red are due.
Services in yellow are almost due. It's a reminder before due.

Service complete

Lets you mark service(s) as completed.

Clicking this button will popup the Service complete window, allowing you to select the vendor and/
or technician in charge of the service as well as the date and the odometer when the service was
completed.
When a service is completed, the "Last performed" and "Next due" date are updated and a new
completed service is created in tab "Services completed".

Skip this service

Skip this service. The "Last performed" and "Next due" date are updated.

Frequency
The frequency at which the service needs to be performed.

Last performed
The last time the service was performed.

Next due
The date or odometer when the service will be due again.

Apply a service template

Lets you apply a service template rather than having to manually select each service.

Add, edit or delete

Add, edit or delete a service from the service schedule.

Service complete

This window allows you to select the vendor and/or technician in charge of the service as well as the date
and the odometer when the service was completed.
When a service is mark as "Completed", a new "completed service" record is created in the "Services
completed" tab.

Save/cancel

Save or cancel changes

"Services completed" tab

This window shows the list of completed services for the selected vehicle.

List of completed services

The list of services done on this vehicle.

Please note that when a service is "Completed" in the "Service schedule" tab, a service is
automatically created here.

List of expenses from the selected service

The list of expenses of the selected service. The total ammount of this list is shown in column "Cost"
of the corresponding service in the services list.
There is four type of items you can find in this list :

1.
2.
3.
4.

Parts - From the list of parts/material

Material - From the list of parts/material
Man power - You can assign a technician
Others - Other fees that could have been involved for this service

"Parts used/guaranteed" tab

This tab shows the list of parts that has been used for this vehicle. So, if you add a part to a service or a
breakdown, it will be shown here. You can also add parts manually using the "Add" button.
This list could be very useful for your technicians to easily find out which replacement part must be install on
a vehicle. It will also be very helpful to know if a warranty expired on a part.

Show related service

Lets you show the service for which the selected part was used for the last time.

"Fuel log" tab

The list of fuel records of the selected vehicle.

Import from MS Excel

Lets you import fuel records from MS Excel spreadsheets.

"Tyres" tab

The list of tire purchases of the selected vehicle.

"Other fees" tab

The list of other fees related to the selected vehicle.

"Accidents" tab

The list of accidents related to the selected vehicle.

"Breakdown" tab

This window shows the list of breakdown for the selected vehicle.

List of breakdown

The list of brekadowns that occurs on this vehicle, including the breakdown and reactivation date.

List of expenses from the selected breakdown

The list of expenses of the selected breakdown. The total ammount of this list is shown in column
"Cost" of the corresponding breakdown in the breakdowns list.
There is four type of items you can find in this list :

1.
2.
3.
4.

Parts - From the list of parts/material

Material - From the list of parts/material
Man power - You can assign a technician
Others - Other fees that could have been involved for this breakdown

"Odo. reading" tab

All odometer reading taken from this vehicle.

An odometer reading is created every time you type in an odometer value on most of the records of the
software (fuel record, completed service, breakdown, etc.).
You can also manually add, edit or delete odometer reading.

Show item related to this odometer reading

If the odometer reading was automatically created while creating a fuel record, a completed service,
a breakdown or other record, you can use this button to directly access this record.

"Drivers" tab

The list of drivers who drove the selected vehicle. This list is automatically updated when a driver is
associated to a vehicle. You can update this list manually.

"Attached files" tab

Files attached to the selected vehicle.

"Reminders" tab

The list of reminders for the selected vehicle.

Show the cause of this reminder

Lets you view the record that is causing this reminder to show.

Edit reminder

Lets you modify the state of a reminder.

Recognized

Lets you mark the selected reminder(s) as "Recognized".

Not recognized

Lets you mark the selected reminder(s) as "Not recognized".

How to setup the network edition

To setup Vehicle Fleet Manager on your local network (Network edition only), please download and follow
carefully this procedure : http://www.vinitysoft.com/download/NetworkSetupVFM.pdf