Understanding fleet management terms - HxGN EAM - 12.0.1 - Help - Hexagon

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The following terms will help you become familiar with the fleet management module’s unique attributes:

Term

Definition

Vehicle

A specific type of asset used in the fleet management module

Example: To classify a van in a fleet as a vehicle in the system, select Vehicle on the Assets form.

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 permanent means of transportation for employees (assignment vehicles).

Example: The fleet management module will manage the entire motor pool for a company, organization, and so forth.

Vehicle Ticket

Tracks the issuing and returning of fleet vehicles from the motor pool

Example: Create a vehicle ticket to track a specific vehicle. The ticket tracks when the vehicle is issued to and returned by employees, as well as other attributes of the vehicles such as mileage, parking location, and fuel levels.

Ticket Status

The status of a vehicle ticket changes as the ticket moves through its life cycle. This list describes the status codes.

Issued - Indicates that the vehicle is currently issued to an employee, and it is no longer an available asset in the motor pool.

Returned - Indicates that the vehicle has been returned from the employee and is back in the motor pool.

Completed - Indicates that the ticket is complete and ready to be billed. The ticket is now available for issuing.

Vehicle Type

Three types of vehicles make up the motor pool. This list describes the vehicle types.

Pool - Type of vehicle that is a temporary means of transportation for employees. If an employee needs a car from the pool for the day for a specific task, a pool vehicle is issued from the motor pool.

Loaner - Type of vehicle that is a temporary means of transportation for employees, particularly when their assignment vehicles are not available. When an employee’s company vehicle needs repairs, a loaner vehicle is issued from the motor pool until the assignment vehicle is repaired.

Assignment - Type of vehicle that is assigned to employees on a long-term basis. Assignment vehicles are often company vehicles that are issued to employees for weeks, months, or years at a time.

Exception

Attaches additional fees to vehicle tickets for exceptional conditions that occur to vehicles. Exception codes are associated with vehicle tickets on the Exceptions page of the Vehicle Ticket form.

Example: Associate an exception code that charges customers an additional fee for low amounts of fuel in returned vehicles with the vehicle ticket.

Adjustment

Adds credits and debits to previous bills. Adjustments are reflected on the subsequent fleet bill. To correct a ticket that was billed to an incorrect cost code, enter a new Cost Code. Adjustments can be added to pool, loaner, and assignment vehicles.

Example: If a fleet customer was overcharged for mileage during the previous billing period, then provide a credit that will reimburse the fleet customer on the next fleet bill.

Bill

Fleet bills are generated by the billing process and correspond with each specific billing schedule. The frequency at which bills are generated is determined by the billing period (billing schedule). Fleet customers can also view fleets bills.

Example: View a bill for a specific customer for a specific billing period.

Period

Billing schedules that determine billing process. At the end of the billing schedule, generate customer bills that correspond with the billing schedule Period End Date.

Example: Choose to be billed weekly, monthly, quarterly, and so forth.

Billing Code

Determines the normal fees that customers are billed for various fleet billing categories. Together, billing codes and markup codes, when associated with specific fleet customers, determine the total rates for fleet billing categories.

Example: Create a billing code for usage charges, and then associate a rate with that billing code. Fleet customers are typically billed that amount for usage charges.

Markup Code

Used to charges additional fees above and beyond the normal fees (billing codes). Together, billing codes and markup codes, when associated with specific fleet customers, determine the total rates for fleet billing categories.

Example: Create a markup code for usage charges, and then associate a rate with that markup code. When markup fees are required, fleet customers are billed that amount for usage charges.

Fleet Customer

A group that is used and billed for fleet vehicles.

Example: Create a fleet customer to correspond to a specific department within a company; for example, a specific company will set up the Water and Sewer department as one fleet customer and the Parks and Recreation department as another fleet customer within its fleet management module.