Creating vehicle tickets

Create vehicle tickets that will track the issuing and returning of fleet vehicles from the motor pool. The motor pool is a grouping of vehicles that are either rented to employees on a short term basis (pool/loaner vehicles) or are provided as a long-term means of transportation (assignment vehicles).

Note: You must have specific vehicle ticket authorizations to insert, update, and delete vehicle ticket records.

To create vehicle tickets:

  1. Select Work > Fleet > Fleet Vehicle Tickets.
  2. Click New Record.
    The system automatically populates Date Created and Created By.
  3. Specify this information:
    Ticket Type
    Choose one of the following options:
    • Pool
      Select to indicate that the vehicle is a pool vehicle.
    • Loaner
      Select to indicate that the vehicle is a loaner vehicle.
    • Assignment
      Select to indicate that the vehicle is an assignment vehicle.
    Ticket Status
    Choose one of the following options:
    • Issued
      Select to indicate that the vehicle will be issued.
    • Returned
      Select to indicate that the vehicle has been returned.
    • Completed
      Select to indicate that the ticket is complete and ready to be billed.
    Vehicle
    Specify the vehicle to associate with the vehicle ticket. The system automatically populates the vehicle description, Vehicle Org., Shop, Vehicle Status, Issued Fuel Level, Issued Parking Location, and Issued Mileage.
    Received Vehicle
    Specify the received vehicle to associate with the vehicle ticket. The system automatically populates the received vehicle description, Received Vehicle Org., and Received Vehicle Status.
    Note: You can only specify a Received Vehicle for loan tickets.
    Issued To
    Specify the employee to which to issue the vehicle. The system automatically populates Cost Code, Fleet Customer, Fleet Customer Org., License No., and Phone No.
    Cost Code
    Specify the cost code with which to associate the vehicle ticket.
    License No.
    Specify the employee’s driver’s license number.
    Other
    Specify the visiting employee to which to issue the vehicle.
    Note: You must enter an employee in Issued To and/or Other.
    Phone No.
    Enter the employee’s phone number.
    Fleet Customer
    Specify the fleet customer with which to associate the vehicle ticket. The system automatically populates Fleet Customer Org.
    Ticket Class
    Specify the class of the ticket.
    Issued Fuel Level
    Specify the amount of fuel in the vehicle at the time it is issued. The system retrieves the amount from the last ticket, if available.
    Issued Parking Location
    Specify the location of the vehicle at the time it is issued. The system retrieves the location from the last ticket, if available.
    Issued Mileage
    Specify the mileage of the vehicle at the time it is issued. The system retrieves the mileage from the greater of the last ticket or meter reading.
    Issued Date/Time
    Specify the date and time that the vehicle is issued.
    Note:  Issued Date/Time cannot be after the system date/time or the Returned Date/Time.
    Est. Return Date/Time
    Specify the estimated date and time that the vehicle is expected to be returned.

    Use the following fields for returning previously issued vehicles:

    Returned Fuel Level
    Specify the amount of fuel in the vehicle at the time it is returned.
    Returned Parking Location
    Specify the location of the vehicle at the time it is returned.
    Returned Mileage
    Specify the mileage of the vehicle at the time it is returned.
    Returned Date/Time
    Specify the date and time that the vehicle is returned. The system automatically populates Hours Used and Mileage Used.
    Hours
    Specify the number of hours for which to bill the vehicle.
    Mileage
    Specify the number of miles for which to bill the vehicle.
  4. Click Save Record. The system automatically populates Ticket, Issued Date/Time, and Issued By. The system also automatically populates the Billing Code and Markup Code associated with the Vehicle, Class, Category, Type, and the Fleet Customer.
    Note: If exceptions have been associated with the vehicle ticket, Exceptions is selected.

    Upon saving a vehicle ticket with a status of Returned, the system automatically populates Returned To, Hours Cost and the currency, Mileage Cost and the currency, Exceptions Cost and the currency, Total Cost and the currency, and Period End Date.

    Upon saving a vehicle ticket with a status of Completed, the system automatically populates Completed Date/Time.

    Click Assignment Billing to view billing details for each period in which the assignment ticket has been billed.