{"id":372,"date":"2022-03-09T09:28:23","date_gmt":"2022-03-09T08:28:23","guid":{"rendered":"http:\/\/help.securitrack.co\/?post_type=docs&p=372"},"modified":"2022-03-15T09:12:04","modified_gmt":"2022-03-15T08:12:04","slug":"vehicle-file","status":"publish","type":"docs","link":"http:\/\/help.securitrack.co\/en\/docs\/vehicle-file\/","title":{"rendered":"Vehicle file"},"content":{"rendered":"\n

Access to the vehicle’s file<\/h3>\n\n\n\n
\"\"\/<\/figure>\n\n\n\n

What is the vehicle file?<\/h3>\n\n\n\n

It is the identity card and the history of the vehicle<\/p>\n\n\n\n

The card is composed of several groups of information and tabs detailed below:<\/p>\n\n\n\n

\"\"\/<\/figure>\n\n\n\n

1. REGISTRATION – KILOMETRAGE COUNTER (by hovering over the icon  you access the type of origin of the km and the date of the last retrieval) – Make, model version. DRIVER assigned or assigned (click = open the Driver record).<\/p>\n\n\n\n

2. Assignment center, geolocation group (if applicable), carsharing pool (if applicable, contract type. ROLLING STATUS: real-time status vs. contractual data: duration, mileage…<\/p>\n\n\n\n

3. LOI DE ROULAGE: % of use, duration, mileage.<\/p>\n\n\n\n

4. ALERTS : rolling law, consumption, renewal, maintenance…<\/p>\n\n\n\n

5. TABS giving access to thematic information<\/p>\n\n\n\n

6. VEHICLE INFORMATION linked to the tab concerned: entry or parameterization possible.<\/p>\n\n\n\n

Synthesis<\/h4>\n\n\n\n

This tab presents the main information and data related to the vehicle, on the same screen:<\/p>\n\n\n\n

\"\"\/<\/figure>\n\n\n\n

1. TECHNICAL MONITORING OF THE VEHICLE: the representation differs according to the type of box. Classic telematic box = estimated GPS mileage and manual maintenance follow-up. CAN\/Constructor box = odometer reading and CAN fault codes.<\/p>\n\n\n\n

Representation with a classic telematics box :<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

2. VEHICLE: description of the vehicle and the telematics box.<\/p>\n\n\n\n

3. CONTRACT AND RENT: contractual and financial data.<\/p>\n\n\n\n

4. COSTS: evolution and breakdown of cost types.<\/p>\n\n\n\n

The characteristics<\/h4>\n\n\n\n

The characteristics of the vehicle are important for your internal management and some are essential (marked *) for the proper functioning of the application:<\/p>\n\n\n\n

\"\"\/<\/figure>\n\n\n\n

1. Internal ID: this field is not mandatory.<\/p>\n\n\n\n

2. Status: different statuses are proposed corresponding to the life cycle of the vehicle in the fleet.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

3. Type of management: rental or ownership<\/p>\n\n\n\n

4. Country: important for registration, certificate of registration and taxation.<\/p>\n\n\n\n

5. Entry\/exit dates: entry and exit of the fleet are essential for an efficient and accurate management.<\/p>\n\n\n\n

6. Make\/model\/version\/gender\/segment\/consumption\/CO2\/energy….. 6. Make\/model\/version\/genre\/segment\/CO2\/energy: the SIV database query (Vehicle Registration Service, France only, see page 19) automatically fills in certain fields. Make sure to fill in the other missing fields (especially the consumption and CO2 emissions)<\/p>\n\n\n\n

7. Do not forget to SAVE your entry.<\/p>\n\n\n\n

8. DOCUMENTS button: the application offers you an electronic management of your documents (EDM). You can download and manage all the documents you want (registration certificate, insurance, claims…)<\/p>\n\n\n\n

\"\"\/<\/figure>\n\n\n\n

Any exit from the park is final and non-retroactive<\/p>\n\n\n\n

Transfer the carsharing reservations of a vehicle that leaves the fleet<\/h4>\n\n\n\n

When a vehicle leaves the fleet, it is possible that reservations exist for dates later than the date it left the fleet.<\/p>\n\n\n\n

To SAVE a vehicle’s exit from the fleet, enter the date of exit from the fleet and SAVE :<\/p>\n\n\n\n

\"\"\/<\/figure>\n\n\n\n

If there are no subsequent reservations, the park exit is SAVE.<\/p>\n\n\n\n

If one or more reservations exist, a message appears and 2 options are presented:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Transfer reservations: the following actions take place automatically:<\/p>\n\n\n\n

  • All one-time and recurring reservations will be transferred to another vehicle. <\/li>
  • Vehicles from the same pool (or from the same “family”: sub-pool, parent pool, if the vehicles from the same pool are not available), totally or partially available at the dates and times of the reservations to be transferred, will be proposed, with priority given to vehicles with the same equipment as the initial vehicle and with the maximum availability corresponding to the reservations to be transferred <\/li>
  • Each driver will receive a modification e-mail for each reservation, indicating the new characteristics (including the new vehicle). Remember to write and SAVE the email and SMS template of the type “change of vehicle to leave the fleet” (SETTINGS > CAR SHARING > NOTIFICATION TEMPLATES).<\/li>
  • Reservations that cannot be transferred to the chosen vehicle will be cancelled (see case of cancellation)<\/li><\/ul>\n\n\n\n

    Cancel reservations: the following actions take place automatically:<\/p>\n\n\n\n

    • All corresponding reservations will be cancelled (one-time and recurring)<\/li>
    • Each driver concerned will receive an email for each reservation. This mail must be the subject of a new model of the type “cancellation for exit of park”.<\/li><\/ul>\n\n\n\n

      If a reservation is transferred to a pool to which the driver does not have access, the reservation will be cancelled.<\/p>\n\n\n\n

      If no other vehicle with the same special equipment is available, the reservation will be cancelled.<\/p>\n\n\n\n

      Certificat <\/h4>\n\n\n\n

      Attention !<\/p>\n\n\n\n

      This service is only available in France<\/p>\n\n\n\n

      This tab allows you to download quickly and free of charge all the information of your registration certificate. The application is linked to the S.I.V (Service d’Immatriculation des V\u00e9hicules) of the government (ANTS).<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      1. Prefecture and certificate number: enter this information manually.<\/p>\n\n\n\n

      2. Enter the vehicle registration in “(A) Registration number” in the format AA-111-AA or 1111-AA-11 and click on  . The application queries the SIV database and automatically fills in the certificate fields.<\/p>\n\n\n\n

      The button is then modified and becomes inactive : <\/p>\n\n\n\n

      3. If you wish to correct an error in the registration, click on <\/p>\n\n\n\n

      If the registration is different (except modification of form: space, dash…), a new interrogation of the SIV will be carried out and the new characteristics of the vehicle will replace the previous ones.<\/p>\n\n\n\n

      4. Don’t forget to SAVE your entry.<\/p>\n\n\n\n

      You can also enter all the fields of the form manually.<\/p>\n\n\n\n

      Cards and badges<\/h4>\n\n\n\n

      1. Find here the payment and service cards assigned to this vehicle: name of the supplier and card number.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      2. You can ADD a card by clicking on NEW.<\/p>\n\n\n\n

      3. A window will open in which you select the card provider and the card number.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      4. NB: These cards must have been previously SAVED in the SETTINGS > FLEET MANAGEMENT > CARD MANAGEMENT menu.<\/p>\n\n\n\n

      5. You can also DELETE cards for this vehicle. They will remain SAVE in the application but will no longer be assigned to this vehicle.<\/p>\n\n\n\n

      History<\/h4>\n\n\n\n

      All events related to the vehicle are recorded on this page.<\/p>\n\n\n\n

      All the events in the life of the vehicle are recorded and time-stamped: order, reception, allocation, assignments, carsharing reservations, incidents, accidents, repairs, maintenance, contract amendments, return…..<\/p>\n\n\n\n

      1. By default, this history is presented as a timeline, with the most recent event at the top:<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      2. You can also display it in a list in table form by dragging the slider.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      3. You can copy and export this table in a .csv format.<\/p>\n\n\n\n

      4. Search on a keyword in the list.<\/p>\n\n\n\n

      The contracts<\/h4>\n\n\n\n

      Find here all the contracts and endorsements related to this vehicle.<\/p>\n\n\n\n

      1. By default, the page displays all contracts and endorsements SAVE for this vehicle. All types of contracts can be displayed: rental, maintenance, insurance contracts….<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      2. To see the details of a contract: double-click on the line concerned or click on then <\/p>\n\n\n\n

      3. The contract details are displayed. With the list of endorsements if any.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      5. Click to view the original document if it has been scanned and uploaded.<\/p>\n\n\n\n

      6. Click to return to the main Contracts page<\/p>\n\n\n\n

      Add a contract<\/h4>\n\n\n\n

      1. Before you can CREATE\/ADD a contract, you must first have created the Products in the SETTINGS > PARK MANAGEMENT > PRODUCT DEFINITION menu to assign the contract to a product class.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      2. To add a new contract attached to this vehicle: select the supplier in the list, then a Product, enter the contract number and the start date of the contract. Then click on NEW.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      3. A form is displayed on the screen in which you must enter the contents of the contract. This one is composed of 3 parts:<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      4. Dates, duration, type of term and amount as well as the end of contract alert for renewal and periodicity of this alert.<\/p>\n\n\n\n

      5. Amounts, details and possible VAT recovery.<\/p>\n\n\n\n

      6. Contextual content of the contract. This content is adapted according to the type of contract. Drag the slider to select the options.<\/p>\n\n\n\n

      7. Click if you want to upload the original contract to DMS.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      8. Don’t forget to SAVE by clicking on CREATE<\/p>\n\n\n\n

      9. The contract will then be added to the list below.<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      Add an addendum<\/h4>\n\n\n\n

      It may be an addendum to an initial contract or to an existing amendment.<\/p>\n\n\n\n

      1. To see the details of a contract: double-click on the line concerned or click on  then <\/p>\n\n\n\n

      2. The contract details are displayed. With the list of addenda if any:<\/p>\n\n\n\n

      \"\"\/<\/figure>\n\n\n\n

      3. Click on ADD<\/p>\n\n\n\n

      4. The “Details” box appears: DETAILS AVENANT n\u00b02 – NEW.<\/p>\n\n\n\n

      5. Some fields are grayed out and cannot be modified: start date of the contract = start date of the first rider, end date of the rider<\/p>\n\n\n\n

      6. Other fields are pre-filled:<\/p>\n\n\n\n

      • Rider start date: default to today<\/li>
      • Expected duration: pre-list with the duration of the N-1 rider<\/li>
      • Mileage: pre-linked to the duration of the N-1 rider<\/li>
      • Periodicity: pre-determine with the duration of the N-1 rider<\/li>
      • Term: pre-linked to the term of the N-1 amendment<\/li>
      • Amount (fixed\/variable): pre-linked to the term of the N-1 amendment<\/li>
      • End of rider alert: pre-layout with the duration of the rider N-1<\/li><\/ul>\n\n\n\n

        7. Fill in all the fields and click on SAVE<\/p>\n\n\n\n

        Management rules<\/strong>Acquisition contracts: the rolling law is recalculated with the data of the new rider.<\/p>\n\n\n\n

        If the start date of the new rider is :<\/p>\n\n\n\n

        • Today: the previous rider (whether in progress or closed) ends at today – 1 day.<\/li>
        • Prior to today: the previous rider (whether in progress or closed) ends on D – 1 day from the start of the new rider<\/li><\/ul>\n\n\n\n

          Modify \/ close \/ delete a rider<\/h4>\n\n\n\n

          It may be an amendment to an initial contract or to an existing amendment.<\/p>\n\n\n\n

          Modifying a rider<\/strong><\/p>\n\n\n\n

          Only the last rider (in progress or closed) can be modified.<\/p>\n\n\n\n

          If the duration of an IN PROGRESS rider is modified and prior to today, the rider automatically changes to CLOSED status.<\/p>\n\n\n\n

          If the duration of a CLOSED rider is modified and after today, the rider automatically changes to IN PROGRESS status.<\/p>\n\n\n\n

          Closing a rider<\/strong><\/p>\n\n\n\n

          Click on CLOSE. This vehicle will no longer have a current contract or rider.<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          Delete a rider<\/strong><\/p>\n\n\n\n

          Only the last “current” rider can be deleted.<\/p>\n\n\n\n

          If the scheduled end date of the N-1 rider has not passed when the N rider is deleted, the N-1 rider becomes “in progress” again.<\/p>\n\n\n\n

          Click on DELETE.<\/p>\n\n\n\n

          Cost monitoring<\/h4>\n\n\n\n

          The page displays all invoices SAVE for this vehicle. <\/p>\n\n\n\n

          1. You can sort the list by clicking on a column header (ascending or descending)<\/p>\n\n\n\n

          2. You can search by keyword by entering the beginning of the word you are looking for.<\/p>\n\n\n\n

          3. You can copy the content of the table or export it in .csv format.<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          Maintenance monitoring<\/h4>\n\n\n\n

          The application offers 24 types of maintenance that have been previously configured in the SETTINGS > FLEET MANAGEMENT > DEFINE MAINTENANCE TYPES menu.<\/p>\n\n\n\n

          If you have activated these maintenance types manually or if the SIV database query has generated the automatic activation of certain maintenance types, you will find them in the records of all vehicles.<\/p>\n\n\n\n

          Maintenance follow-up (see table on the right)<\/p>\n\n\n\n

          1. AUTOMATIC: alerts are configured automatically. You don’t have to do anything except set the pre-alert.<\/p>\n\n\n\n

          2. MANUAL: For each type of maintenance, you select the follow-up mode (km, time…), enter the date and\/or the periodicity mileage of the operation. You also set the pre-alert time (in km or time) as well as the service provider concerned by this maintenance (in order to have easy access to his contact information).<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          3. The status and color gauge are displayed according to the data entered.<\/p>\n\n\n\n

          4. Don’t forget to SAVE your entry.<\/p>\n\n\n\n

          5. The alerts are displayed on the manager’s dashboard and on the vehicle file.<\/p>\n\n\n\n

          6. Click to access the maintenance history, if applicable.<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          7. Click to SAVE a maintenance operation that has taken place (km meter, supplier, amount and date)<\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n

          The activation of the maintenance types makes them appear in the vehicle files<\/strong><\/p>\n\n\n\n

          TYPES OF MAINTENANCE<\/th>ACTIVATION<\/th>MONITORING \/ ALERT<\/th><\/tr><\/thead>
          Where ?<\/td>SETTINGS <\/strong>> Fleet Management > Maintenance definition<\/td>VEHICLE SHEET<\/strong> > Maintenance tab<\/td><\/tr>
          Mode<\/td>AUTOMATIC<\/strong>\u00a0if the vehicles have been converted to SIV and a manufacturer’s maintenance plan has been submitted (activation of the types of maintenance submitted, not systematically the 24)
          MANUAL<\/strong>\u00a0for maintenance types not reported by the DB query<\/td>          		AUTOMATIC<\/strong>\u00a0whether the maintenance types are returned automatically by the DB query

          MANUAL<\/strong>\u00a0for maintenance types not automatically reported by the DB query<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

          Rolling law<\/h4>\n\n\n\n

          Know exactly where you stand with your contractual (lease) or internal (ownership) rolling law.<\/p>\n\n\n\n

          The rolling law can be contractual for your lease or “estimated” for vehicles that you own.<\/p>\n\n\n\n

          In both cases, it is important to know where you stand with regard to the renewal of your vehicles and the costs that may result.<\/p>\n\n\n\n

          According to the elements entered (start date, mileage, duration), the application gives you the state of your rolling law (LDR) and the projection of what it will be at the end of your contract or your estimated date of exit from the fleet (ownership):<\/p>\n\n\n\n

          : high underutilization (<70%) or high overutilization (> 130%)<\/p>\n\n\n\n

          : under-utilization (70 to 90%) or over-utilization (111 to 130%)<\/p>\n\n\n\n

          : conforming use (from 91 to 110%)<\/p>\n\n\n\n

          In this example, the vehicle is rented:<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          1. It is underutilized compared to the planned LDR (22%)<\/p>\n\n\n\n

          2. Duration is consistent (7 months out of the 36 contracted)<\/p>\n\n\n\n

          3. And the mileage is consistent (3,822 vs. 90,000 km planned)<\/p>\n\n\n\n

          4. In the HISTORY section, the contracts and any amendments to the leasing agreement are visible here.<\/p>\n\n\n\n

          Request an amendment to your rental contract from your rental company from the application<\/strong><\/p>\n\n\n\n

          If the driving law observed was not in accordance with the contract (you drive less or more than you had planned), you have the possibility to ask for an amendment to your renter by e-mail via the application:<\/p>\n\n\n\n

          1. Click on the button ” Ask for an amendment “.
          <\/p>\n\n\n\n

          In the window that has just opened, fill in the following fields:<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          2. E-mail address(es) of your renter. You are automatically copied on this email.<\/p>\n\n\n\n

          3. Subject of the mail<\/p>\n\n\n\n

          4. Enter the content of your mail. You can insert information about the vehicle by using the contextual menu (right click). Then click on the word concerned, the word will be inserted in your mail at the place of your cursor.<\/p>\n\n\n\n

          5. The values of your current driving law are predefined. You can drag the gauges to the desired values in your rider.<\/p>\n\n\n\n

          6. Click on SEND<\/p>\n\n\n\n

          Equipments<\/h4>\n\n\n\n

          The equipment declared and configured in the Settings are displayed in this tab.<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          1. You can select or deselect a device by dragging the cursor.<\/p>\n\n\n\n

          2. Don’t forget to SAVE<\/p>\n\n\n\n

          Settings<\/h4>\n\n\n\n

          Other miscellaneous settings are located in this section.<\/p>\n\n\n\n

          GENERAL SETTINGS<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          1. Excluded from ANTAI: this vehicle will not be declared to ANTAI (declaration of offences)<\/p>\n\n\n\n

          2. AND exemption: if the vehicle is exempt from Non-declining balance depreciation<\/p>\n\n\n\n

          3. Disable geolocation : will not be visible on the map and its trips will not be visible<\/p>\n\n\n\n

          4. Assignment center: center to which the vehicle will be attached for cost calculation.<\/p>\n\n\n\n

          5. Default holder: default vehicle driver (except for carsharing or badge identification). He will be the driver identified for the ANTAI in particular.<\/p>\n\n\n\n

          MILEAGE<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          6. Mileage counter: for vehicles without a box, enter the mileage counter regularly (at least once a month).<\/p>\n\n\n\n

          CARSHARING<\/p>\n\n\n\n

          \"\"\/<\/figure>\n\n\n\n

          7. Pool assignment: Pool in which the vehicle will be bookable.<\/p>\n\n\n\n

          8. Parking space: Level and number of assigned or spot parking space to easily find the vehicle.<\/p>\n\n\n\n

          9. Opening mode of the vehicle: Free, Key locker, Bluetooth… depending on the available options.<\/p>\n\n\n\n

          Quick access<\/h4>\n\n\n\n

          Click on a heading to access directly to the follow-up of this vehicle.<\/p>\n\n\n\n

          \"\"<\/figure>\n","protected":false},"excerpt":{"rendered":"

          Access to the vehicle’s file What is the vehicle file? It is the identity card and the history of the vehicle The card is composed of several groups of information and tabs detailed below: 1. REGISTRATION – KILOMETRAGE COUNTER (by hovering over the icon  you access the type of origin of the km and the date […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":""},"doc_category":[30],"doc_tag":[],"uagb_featured_image_src":{"full":false,"thumbnail":false,"medium":false,"medium_large":false,"large":false,"1536x1536":false,"2048x2048":false,"post-thumbnail":false,"twentytwenty-fullscreen":false,"sow-carousel-default":false},"uagb_author_info":{"display_name":"Filipe MAGALHAES","author_link":"http:\/\/help.securitrack.co\/en\/author\/f-magalhaes\/"},"uagb_comment_info":0,"uagb_excerpt":"Access to the vehicle’s file What is the vehicle file? It is the identity card and the history of the vehicle The card is composed of several groups of information and tabs detailed below: 1. REGISTRATION – KILOMETRAGE COUNTER (by hovering over the icon  you access the type of origin of the km and the date…","_links":{"self":[{"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/docs\/372"}],"collection":[{"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/comments?post=372"}],"version-history":[{"count":1,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/docs\/372\/revisions"}],"predecessor-version":[{"id":373,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/docs\/372\/revisions\/373"}],"wp:attachment":[{"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/media?parent=372"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/doc_category?post=372"},{"taxonomy":"doc_tag","embeddable":true,"href":"http:\/\/help.securitrack.co\/en\/wp-json\/wp\/v2\/doc_tag?post=372"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}