Vehicles

The Vehicle management is the central master data interface for the fleet. Here, all vehicles, trailers and devices are recorded and maintained. The stored information – such as dimensions, capacities, availabilities and locations – forms the basis for tour planning and dispatching. Vehicle management is generally used by dispatchers.

1. Navigation

Vehicle management is accessible via the main menu under Master Data › Vehicles.

2. Vehicle Overview (Table)

The overview shows all vehicles in a configurable table. Each row represents one vehicle.

• Clicking a column header sorts the list in ascending or descending order by that column.
• The filter row below the column headers lets you filter the columns individually. Clear filter resets all filters.
• The table is displayed page by page, with 50 rows per page by default.
• Clicking a row marks the vehicle. Double-clicking opens the vehicle for editing in a movable window. Only one editing window can be open at a time.
• Existing documents can be opened directly from the table via the preview links.
• The individual column arrangement (width, order, shown and hidden columns) is saved per user and is retained after logging out.

3. Group Filter

The table shows the vehicles of the group selected in the application header. If the group is changed there, the table reloads automatically.

• With the Only current group switch in the header, the display is limited to vehicles of the selected group; if the option is deactivated, vehicles of associated subgroups are also displayed.

4. Creating, Editing, Duplicating and Deleting Vehicles

The central actions are available via the table toolbar: Add, Edit (exactly one vehicle marked) and Remove (one or more vehicles marked). In addition, the toolbar offers Select all listed and Deselect all, Refresh, the search, Clear filter and Export, as well as buttons to adjust the column layout and to save and apply view templates.

Create a New Vehicle

1. Click «Add» in the toolbar.
2. Enter the desired information in the opened window (see sections 5 ff.).
3. Save.

Edit a Vehicle

1. Select a vehicle in the list and click «Edit» (alternatively, double-click the row).
2. Adjust the desired information.
3. Save.

Duplicate a Vehicle («Save As New»)

An existing vehicle can be used as a template for a new vehicle. The Save As New button is located in the editing window of an open vehicle. It creates a copy of the vehicle; features, equipment, contracts, pricing and documents are carried over. Existing remaining quantities are not carried over but are reset for the new copy.

Delete a Vehicle

1. Mark one or more vehicles.
2. Click Remove.
3. Confirm the security prompt.

After deletion, the message Vehicle Deleted appears.

5. Editing Window and «General» Section

The editing window is titled Add Vehicle or Edit Vehicle. The image and the general information of the vehicle (General) are on the left; the further information is on the right in collapsible sections (sections 6 to 13). Several sections can be open at the same time. Save saves the information of all sections together.

The General section contains the basic information about the vehicle:

• Name (required) and Short Name, both translatable
• Ref ID (maximum 32 characters)
• License Plate (maximum 50 characters; required unless the vehicle kind is a device)
• Group (required; changing the group clears the owner)
• Vehicle Kind (required)
• Outfit/Qualifications (requirements for the vehicle)
• Driver (default driver)
• Responsible Contact
• Acquisition Date
• Valid From and Valid Until (the until date must not be before the from date)
• Owner (client)
• Required Skills and Specialities
• Notes (maximum 100 characters)
• Trailer Vehicle (assigned trailer)
• Is unspecific (see below)
• Driver Comment
• Image of the vehicle
• Switches for the resource planning of the driver (Use resource planning) and the trailer vehicle

For superadministrators, the Xplanis Vehicle option is also shown in the header of the section.

Unspecific Vehicles

A vehicle or trailer with the Is unspecific option can be assigned to several tours at the same time. Tours that use the same unspecific vehicle at the same time are not rejected as blocked or overlapping. Tour planning also takes each of these tours into account with its own vehicle.

6. «Vehicle Location» Section

The Vehicle Location section stores the location-related default information of the vehicle:

• Vehicle Site (default position of the vehicle)
• Start Depot
• End Depot

This information is used in other parts of the application – for example, during tour creation, when a vehicle is selected, in order to automatically determine depot, driver, trailer and load space information.

7. «Dimensions» Section (Technical Information)

The Dimensions section records the technical properties of the vehicle:

• Vehicle Dimensions and Vehicle Weights
• Vehicle Parameters
• Vehicle Restrictions On Use
• Range (Range towing vehicle only (km), Range towing vehicle with trailer (km); each 0 to 10,000 km)
• Costs
• Trailer Hitch and Hitch Type
• Drivers: Allow max. 3 tours to be in progress at the same time, Disable LogBook Entries (only with the logbook module) and Vehicle color for the presentation
• Chambers and Loading Platforms: choice between None, Loading platforms and Chambers

The Euro Emission Standard is not recorded here but in the Toll and Emissions section (see section 10).

In the Vehicle Parameters area, Count of Tires and Height Above Front Axle are recorded as whole numbers in addition to Count Axles. This information is taken into account in route calculation for toll and emissions; for trips with a trailer, the number of tires of the vehicle and the trailer is added together. In the vehicle overview, all three values are available as columns that are hidden by default.

Loading Platforms

For Loading platforms, the type is also selected: Consumption or Square meters. Per loading area, one or more product groups (multiple selection), the number of loading areas and the square meters are recorded.

Chambers

If chambers are used, the system checks when saving that the stored chamber capacities match the volume capacities of the vehicle. If the entry is empty or the values do not match, saving is rejected with a corresponding message.

8. «Extended» Section

The Extended section records additional information about the vehicle, including:

• ownership, first registration and commissioning,
• the vehicle inspection (last and next inspection, lead time in days and the User to be notified),
• examinations, acquisition costs and the Seller,
• technical information such as model, vehicle identification number, chassis number, type approval, power, trailer load and roof load,
• the interchangeable license plate: Allow change license plate and the reference vehicle for the license plate change (With Vehicle).

9. «Features», «Equipment» and «Contracts» Sections

Features

In the Features section, any number of rows with Name (required) and description can be added and edited. The order of the rows can be changed.

Equipment

In the Equipment section, equipment rows are recorded: Name (required), description, acquisition date, Next Check Date, Leadtime (number of days in advance for the reminder) and User. The Leadtime must be greater than or equal to zero.

Contracts

In the Contracts section, the vehicle contracts are recorded: Name (required), contact, number, Valid From, Valid Until (not before Valid From), Notification Days and User. The Notification Days must be greater than or equal to zero.

The information of all three sections is saved together with the vehicle.

10. «Toll and Emissions» Section

The section records parameters for international toll and CO₂ emissions:

• Engine Type
• Euro Emission Standard (Euro 6 by default for new vehicles when the module is active)
• Fuel or electricity type
• Consumption as well as bio and hybrid shares
• Co2 Emission Class
• ETC Subscriptions (electronic toll collection)

When saving, the system checks that the consumption values are not negative, that the Co2 Emission Class is between 1 and 5 and that the shares (bio, hybrid, dual) are whole numbers between 1 and 99.

11. «Availability» Section

In the Availability section, the weekly availability times of the vehicle are defined. For each day of the week, one or more time intervals can be specified. If a day of the week is not ticked, it is shown as Not Available. Use Settings applies the default availability from the settings.

If no individual intervals are stored for a day, the default availability for vehicles stored in the master data settings applies.

12. «Pricing» Section

In the Pricing section, vehicle-specific prices are recorded per service in a table.

1. Add a new row via the «+» button.
2. In the Service field, select the desired service. Only products of the type service are available. The unit and the Price per Unit excl. are adopted automatically and cannot be changed here.
3. In the Specific Price field, enter the price for this vehicle (greater than or equal to zero).

Before saving, a service must be selected for each row.

13. «Documents» and «Remaining Quantities» Sections

Documents

Two separate document areas are available:

• Driver Attachments: attachments that are also available in the driver app.
• Dispatcher Attachments: attachments that are visible exclusively in dispatching.

In both areas, files can be added, downloaded and deleted. Both document types are stored when the vehicle is saved.

Remaining Quantities

In the Remaining Quantities section, the remaining quantities of the vehicle are managed. The Remaining Quantity can be adjusted per Product Group. New rows cannot be added; deleted rows are hidden.

14. Summary: Available Actions