The Vehicle screen stores all key information about a vehicle linked to a contract.
It is split into three column groups plus related Maintenance and Events views.

Core Vehicle Details

These are the main setup and operational fields for the vehicle.

Supplier & Description

• Supplier – Select or search supplier

• Description – Vehicle description (can select variant from reference data)

• Model Code – Manufacturer/model identifier

• Classification – Asset classification (used in reporting)

• Colour – Vehicle exterior colour

Registration & Status

• Reg Managed / Expiry – Registration renewal tracking

• Rego State – State of registration

• New / Used – N = New, U = Used

Financial Values

• On Road Cost – Total cost incl. GST, reg, duty

• List Price – Manufacturer list price

• FBT Value – On-road cost minus fees (used for tax reporting)

Odometer & Warranty

• Start Odometer – Delivery reading (use 0.1 instead of 0)

• Start Odometer Date

• Warranty Kilometres

• Warranty Months

• Warranty Expiry

Flags & Controls

• LCT Exempt

• 1Link Export Flag

• Roadside Managed

• Roadside Supplier

• Roadside Term / Dates

• Approval Limit – Max amount allowed before extra approval required

Technical & Identification Details

These fields store supplier, engine, fuel, and technical data.

• Supplier Reference (invoice reference)

• Build Date / Compliance Date (YYYY-MM)

• Key Number

• VIN (vehicle identification number)

• Engine Number

• Manufacturer Model Code

• Fuel Type (ULP, Diesel, etc.)

• CO₂ Emissions

• Fuel Capacity

• Fuel Consumption (Upper / Lower limits)

• Fuel Card PIN

• Service Intervals (km / months)

• Cost per 1000 km

• Vehicle Type (sedan, wagon, etc.)

• Body Configuration

• Transmission

• Drive Type (FWD, AWD, etc.)

• ANCAP Rating

Manufacturer & Specifications

These fields describe the vehicle build and configuration.

• Manufacturer Code & Name

• Model Name

• Variant Name

• Red Book Code

• NVIC Code (insurance integration)

• Engine Capacity

• Cylinders

• Tyre details (code, spec, size, quantity)

• Total Options value

• Interior Colour

• Doors (0–5)

• Pink Slip Required / Received

• Rego Papers Received

• CTP Insurance Number & Expiry

• Registration account and reference numbers

Maintenance Screen

The Maintenance tab shows all maintenance and approval activity linked to a vehicle.

It is used for:

• Tracking running costs

• Fuel reporting

• Maintenance history

• Performance reporting

Key Fields

• Exclude Fuel & Tolls – hides fuel/toll transactions

• All History – shows historical contracts for same reg

• Odo Validation – marks odometer as valid for reporting

• Class (C) – transaction type (e.g. Maintenance)

• Recharge (R) – whether cost is billed back (Y/N)

• Description – transaction description

• Quantity – e.g. tyres used

• Supplier – linked supplier

• Reference – invoice / payment reference

• Attachments – linked documents

• Approval Number (App #) – links back to approvals

• Cost – net GST amount

Maintenance Reports

You can generate:

• Maintenance Report

  • Shows all maintenance activity

  • Can be exported to PDF or CSV

• Fuel Performance Report

  • Tracks fuel usage and efficiency

  • Supports fleet-level reporting

Maintenance Status Legend

🔴 Pending – not yet posted

⚫ Posted – confirmed and recorded

🔵 Billing – awaiting recharge invoice

⚪ History Only – informational only, no financial impact

Events Screen (Read-Only)

The Events tab displays contract-related events from the Contracts module.

It is view-only, but can generate reports.

Event Fields

• Type – Event category

• Date – Event date

• Value – Free text or linked driver/value

• Description – Detailed notes (long text supported)

• Odometer / Amount – Numeric event data

• Attachment – File link (paperclip icon)

• Action Type – Event action category

• Due Date – Completion deadline

• Completed – Tick if finished

• Last Edit / User – Audit tracking