349 lines
16 KiB
Markdown
349 lines
16 KiB
Markdown
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# New vehicles
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Odoo's *Fleet* app manages all vehicles, and the accompanying documentation that comes with vehicle
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maintenance, and drivers records.
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Upon opening the {menuselection}`Fleet` application, all vehicles are organized within the
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{guilabel}`Vehicles` dashboard, which is the default dashboard for the *Fleet* application. Each
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vehicle is displayed in its corresponding Kanban stage, based on its status. The default stages are
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{guilabel}`New Request`, {guilabel}`To Order`, {guilabel}`Registered`, and {guilabel}`Downgraded`.
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To add a new vehicle to the fleet from the {guilabel}`Vehicles` page, click the {guilabel}`New`
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button in the top-left corner, and a blank vehicle form loads. Then, proceed to enter the vehicle
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information on the vehicle form.
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The form auto-saves as data is entered. However, the form can be saved manually at any time by
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clicking the *save manually* option, represented by a {guilabel}`(cloud upload)` icon, located in
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the top-left corner of the page.
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(fleet-new-vehicle-vehicle-form)=
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## Vehicle form fields
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- {guilabel}`Model`: select the vehicle's model from the drop-down menu. Once a model is selected,
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additional fields may appear on the form.
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If the model is not listed, type in the model name, and click either {guilabel}`Create "model"`,
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or {guilabel}`Create and edit...` to {ref}`create a new model and edit the model details
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<fleet/add-model>`.
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- {guilabel}`License Plate`: enter the vehicle's license plate number in this field.
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- {guilabel}`Tags`: select any tags from the drop-down menu, or type in a new tag. There is no limit
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on the amount of tags that can be selected.
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```{image} new_vehicle/model.png
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:align: center
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:alt: The new vehicle form, showing the model section.
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```
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:::{note}
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The {guilabel}`Model` is the only required field on the new vehicle form. When a model is
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selected, other fields appear on the vehicle form, and relevant information auto-populates the
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fields that apply to the model. If some of the fields do not appear, this may indicate there is
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no model selected.
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:::
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(fleet-new-vehicle-new-driver)=
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### Driver section
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This section of the vehicle form relates to the person who is currently driving the car, as well as
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any plans for a change in the driver in the future, and when.
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- {guilabel}`Driver`: select the driver from the drop-down menu, or type in a new driver and click
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either {guilabel}`Create "driver"` or {guilabel}`Create and edit...` to {ref}`create a new driver,
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and edit the driver details <fleet/new_vehicle/add-driver>`.
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:::{important}
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A driver does **not** have to be an employee. When creating a new driver, the driver is added
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to the *Fleet* application, **not** the *Employees* application.
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If the *Contacts* application is installed, the driver information is also stored in the
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*Contacts* application.
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:::
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- {guilabel}`Mobility Card`: if the selected driver has a mobility card listed on their employee
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card in the *Employees* application, the mobility card number appears in this field. If there is
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no mobility card listed, and one should be added, {ref}`edit the employee record
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<employees/hr-settings>` in the *Employees* application.
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- {guilabel}`Future Driver`: if the next driver for the vehicle is known, select the next driver
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from the drop-down menu. Or, type in the next driver and click either {guilabel}`Create "future
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driver"` or {guilabel}`Create and edit...` to {ref}`create a new future driver, and edit the
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driver details <fleet/new_vehicle/add-driver>`.
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- {guilabel}`Plan To Change Car`: if the current driver set for this vehicle plans to change their
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vehicle - either because they are waiting on a new vehicle that is being ordered, or this is a
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temporary vehicle assignment, and they know which vehicle they are driving next - check this box.
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Do **not** check this box if the current driver does not plan to change their vehicle.
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- {guilabel}`Assignment Date`: using the drop-down calendar, select when the vehicle is available
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for another driver. Select the date by navigating to the correct month and year using the
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{guilabel}`⬅️ (left arrow)` and {guilabel}`➡️ (right arrow)` icons. Then, click on the specific
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day. If this field is left blank, that indicates the vehicle is currently available, and can be
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reassigned to another driver. If it is populated, the vehicle is not available for another driver
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until the selected date.
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- {guilabel}`Company`: select the company from the drop-down menu. This field only appears in a
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multi-company database.
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(fleet-new-vehicle-add-driver)=
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#### Create a new driver
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If a driver is not already in the system, the new driver should first be configured and added to the
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database. A new driver can be added either from the {guilabel}`Driver` or {guilabel}`Future Driver`
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fields on the {ref}`vehicle form <fleet/new_vehicle/vehicle-form>`.
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First, type in the name of the new driver in either the {guilabel}`Driver` or {guilabel}`Future
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Driver` field, then click {guilabel}`Create and edit...`. A {guilabel}`Create Driver` or
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{guilabel}`Create Future Driver` form appears, depending on which field initiated the form.
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Both the {guilabel}`Create Driver` and {guilabel}`Create Future Driver` forms are identical.
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(fleet-new-vehicle-general-info)=
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:::{note}
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Depending on the installed applications, different tabs or fields may be visible on the
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{guilabel}`Create Driver` and {guilabel}`Create Future Driver` forms.
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:::
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##### General information
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Fill out the following information on the top-half of the form:
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- {guilabel}`Individual` or {guilabel}`Company`: choose if the driver being added is an individual
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driver or a company. Click the radio button to make a selection.
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When a selection is made, some fields may disappear from the form. If any of the fields below are
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not visible, that is because {guilabel}`Company` was selected instead of {guilabel}`Individual`.
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- {guilabel}`Name`: enter the name of the driver or company in this field.
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- {guilabel}`Company Name...`: using the drop-down menu, select the company the driver is associated
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with.
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If the {guilabel}`Company` radio button is selected at the top of the form, this field does not
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appear.
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- {guilabel}`Contact`: enter the contact information in this section.
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If desired, the {guilabel}`Contact` field can be changed to a different type of contact. Click on
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{guilabel}`Contact` to reveal a drop-down menu. The available options to select are
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{guilabel}`Contact`, {guilabel}`Invoice Address`, {guilabel}`Delivery Address`,
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{guilabel}`Follow-up Address`, or {guilabel}`Other Address`.
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If desired, select one of these other options for the {guilabel}`Contact` field, and enter the
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corresponding information.
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If the {guilabel}`Company` radio button is selected at the top of the form, this field is labeled
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{guilabel}`Address` and cannot be modified.
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- {guilabel}`Tax ID`: enter the driver or company's tax ID in this field.
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- {guilabel}`Job Position`: enter the driver's job position in this field. If the
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{guilabel}`Company` radio button is selected at the top of the form, this field does not appear.
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- {guilabel}`Phone`: enter the driver or company's phone number in this field.
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- {guilabel}`Mobile`: enter the driver or company's mobile number in this field.
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- {guilabel}`Email`: enter the driver or company's email address in this field.
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- {guilabel}`Website`: enter the driver or company's website address in this field.
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- {guilabel}`Title`: using the drop-down menu, select the driver's title in this field. The default
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options are {guilabel}`Doctor`, {guilabel}`Madam`, {guilabel}`Miss`, {guilabel}`Mister`, and
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{guilabel}`Professor`.
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If the {guilabel}`Company` radio button is selected at the top of the form, this field does not
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appear.
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- {guilabel}`Tags`: using the drop-down menu, select any tags that apply to the driver or company.
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To add a new tag, type in the tag, then click {guilabel}`Create "tag"`.
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There is no limit to the number of tags that can be selected.
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```{image} new_vehicle/create-driver.png
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:align: center
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:alt: The top portion of the create driver form.
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```
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##### Contacts & Addresses tab
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After completing the top-half of the {guilabel}`Create Driver` or {guilabel}`Create Future Driver`
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form, add any other contacts and addresses associated with the driver or company in this tab.
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To add a new contact, click the {guilabel}`Add` button, and a {guilabel}`Create Contact` pop-up
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window appears.
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Before entering the necessary information on the form, select the type of contact being added from a
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series radio button options located at the top of the form. Those options are:
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- {guilabel}`Contact`: select this option to add general contact details for employees of the
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associated company.
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- {guilabel}`Invoice Address`: select this option to add a preferred address for all invoices. When
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added to the form, this address is selected by default when sending an invoice to the associated
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company.
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- {guilabel}`Delivery Address`: select this option to add a preferred address for all deliveries.
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When added to the form, this address is selected by default when delivering an order to the
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associated company.
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- {guilabel}`Follow-up Address`: select this option to add a preferred address for all follow-up
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correspondence. When added to the form, this address is selected by default when sending reminders
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about overdue invoices.
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- {guilabel}`Other Address`: select this option to add any other necessary addresses for the company
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or driver.
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```{image} new_vehicle/create-contact.png
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:align: center
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:alt: The create contact form with all parts filled in.
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```
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Depending on the {guilabel}`Contact Type`, some optional fields may not be visible. The available
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fields are identical to the fields in the {ref}`general information
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<fleet/new_vehicle/general-info>` section of the new driver form.
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Add any notes to the {guilabel}`Internal notes...` section of the form.
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After entering all of the information, click either {guilabel}`Save & Close` to add the one new
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contact, or {guilabel}`Save & New` to add the current address record and create another address
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record.
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As contacts are added to this tab, each contact appears in a separate box, with an icon indicating
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what type of contact is listed.
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```{eval-rst}
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.. example::
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An :guilabel:`Invoice Address` displays a :guilabel:`💲 (dollar sign)` icon inside that specific
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address box, whereas a :guilabel:`Delivery Address` displays a :guilabel:`🚚 (truck)` icon
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inside.
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.. image:: new_vehicle/contacts-address.png
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:align: center
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:alt: The create contact form with all parts filled in.
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```
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##### Sales & Purchase tab
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Enter the following sales and purchasing information, in the {guilabel}`Sales & Purchase` tab of the
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{guilabel}`Create Driver` or {guilabel}`Create Future Driver` pop-up form for the various sections
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below.
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Depending on the other installed applications, additional fields and sections may appear. The
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following are all default fields for the *Fleet* application **only**.
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###### Sales section
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- {guilabel}`Salesperson`: using the drop-down menu, select the user who is the main point of
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contact for sales with this driver's company.
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This person **must** be an internal user of the company, meaning they can log into the database as
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a user.
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###### Misc
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- {guilabel}`Company ID`: if the company has an ID number, **other than** its *tax ID*, enter it in
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this field.
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- {guilabel}`Reference`: enter any text to give more information regarding the contact person. This
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is an internal note to provide any additional information.
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```{eval-rst}
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.. example::
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A company has several people with the same name, John Smith. The :guilabel:`Reference` field
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could state `John Smith at X205 - purchaser` to provide additional details.
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```
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##### Internal Notes tab
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Add any notes that pertain to the driver, or any other necessary information, in this tab.
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### Vehicle section
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This section of the vehicle form relates to the physical details of the vehicle.
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If a preexisting vehicle in the database was selected for the {guilabel}`Model` field in the top
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portion of the form, some fields may auto-populate, and additional fields may also appear.
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Fill in the following fields on the form:
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- {guilabel}`Category`: using the drop-down menu, select the vehicle category from the available
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options. To create a new category, type in the new category name, then click {guilabel}`Create
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"category"`.
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- {guilabel}`Order Date`: using the drop-down calendar, select the date the vehicle was ordered.
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- {guilabel}`Registration Date`: using the drop-down calendar, select the date the vehicle was
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registered.
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- {guilabel}`Cancellation Date`: using the drop-down calendar, select the date the vehicle lease
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expires, or when the vehicle is no longer available.
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- {guilabel}`Chassis Number`: enter the chassis number in the field. This is known in some countries
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as the {abbr}`VIN (Vehicle Identification Number)` number.
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- {guilabel}`Last Odometer`: enter the last known odometer reading in the number field. Using the
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drop-down menu next to the number field, select whether the odometer reading is in kilometers
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{guilabel}`(km)` or miles {guilabel}`(mi)`.
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- {guilabel}`Fleet Manager`: select the fleet manager from the drop-down menu, or type in a new
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fleet manager, and click either {guilabel}`Create` or {guilabel}`Create and Edit`.
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- {guilabel}`Location`: type in the specific location where the vehicle is typically located in this
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field. The entry should clearly explain where the vehicle can be found, such as `Main Garage` or
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`Building 2 Parking Lot`.
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```{image} new_vehicle/new-vehicle-type.png
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:align: center
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:alt: The new vehicle form, showing the vehicle tax section.
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```
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### Tax Info tab
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Depending on the localization setting for the database, and what additional applications are
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installed, other fields may be present on the form.
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The sections below are default and appear for all vehicles, regardless of other installed
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applications or localization settings.
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#### Fiscality
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- {guilabel}`Horsepower Taxation`: enter the amount that is taxed based on the size of the vehicle's
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engine. This is determined by local taxes and regulations, and varies depending on the location.
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It is recommended to check with the accounting department to ensure this value is correct.
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#### Contract
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- {guilabel}`First Contract Date`: select the start date for the vehicle's first contract using the
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drop-down calendar. Typically this is the day the vehicle is purchased or leased.
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- {guilabel}`Catalog Value (VAT Incl.)`: enter the MSRP (Manufacturer's Suggested Retail Price) for
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the vehicle at the time of purchase or lease.
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- {guilabel}`Purchase Value`: enter the purchase price or the value of the lease for the vehicle.
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- {guilabel}`Residual Value`: enter the current value of the vehicle.
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:::{note}
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The values listed above affect the accounting department. It is recommended to check with the
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accounting department for more information and/or assistance with these values.
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:::
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```{image} new_vehicle/new-vehicle-tax.png
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:align: center
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:alt: The new vehicle form, showing the vehicle tax section.
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```
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### Model tab
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If the model for the new vehicle is already configured in the database, the {guilabel}`Model` tab
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will be populated with the corresponding information. If the model is not already in the database
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and the {guilabel}`Model` tab needs to be configured, {ref}`configure the new vehicle model
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<fleet/add-model>`.
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Check the information in the {guilabel}`Model` tab to ensure it is accurate. For example, the color
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of the vehicle, or if a trailer hitch is installed, are examples of common information that may need
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updating.
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```{image} new_vehicle/model-tab.png
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:align: center
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:alt: The new vehicle form, showing the vehicle tax section.
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```
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### Note tab
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Enter any notes for the vehicle in this section.
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