[IMP] fleet: new vehicle updates

closes odoo/documentation#8528

X-original-commit: 3a16f09f78
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/fleet/new_vehicle.rst

@@ -1,33 +1,47 @@
-===================
-Create new vehicles
-===================
+============
+New vehicles
+============
 
-Odoo's *Fleet* app manages all vehicles and the accompanying documentation that comes with vehicle
-maintenance and driver's records.
+Odoo's *Fleet* app manages all vehicles, and the accompanying documentation that comes with vehicle
+maintenance, and drivers records.
 
-All vehicles are organized on the main :guilabel:`Fleet` dashboard. Each vehicle has its own
-*vehicle form*, which is displayed as a card in the kanban view, according to it's status. Every
-vehicle form is displayed in its current corresponding kanban stage. The default stages are
-:guilabel:`New Request`, :guilabel:`To Order`, :guilabel:`Ordered`, :guilabel:`Registered`,
-:guilabel:`Downgraded`, :guilabel:`Reserve`, and :guilabel:`Waiting List`.
+Upon opening the :menuselection:`Fleet` application, all vehicles are organized within the
+:guilabel:`Vehicles` dashboard, which is the default dashboard for the *Fleet* application. Each
+vehicle is displayed in its corresponding Kanban stage, based on its status. The default stages are
+:guilabel:`New Request`, :guilabel:`To Order`, :guilabel:`Registered`, and :guilabel:`Downgraded`.
 
-To add a new vehicle to the fleet, click the :guilabel:`Create` button, and a blank vehicle form
-loads. Enter the vehicle information in the vehicle form, then click :guilabel:`Save`.
+To add a new vehicle to the fleet from the :guilabel:`Vehicles` page, click the :guilabel:`New`
+button in the top-left corner, and a blank vehicle form loads. Then, proceed to enter the vehicle
+information on the vehicle form.
+
+The form auto-saves as data is entered. However, the form can be saved manually at any time by
+clicking the *save manually* option, represented by a :guilabel:`(cloud upload)` icon, located in
+the top-left corner of the page.
+
+.. _fleet/new_vehicle/vehicle-form:
 
 Vehicle form fields
 ===================
 
-- :guilabel:`Model`: select the vehicle's model from the drop-down menu. If the model is not listed,
-  type in the model name and click either :guilabel:`Create` or :guilabel:`Create and Edit`.
+- :guilabel:`Model`: select the vehicle's model from the drop-down menu. Once a model is selected,
+  additional fields may appear on the form.
+
+  If the model is not listed, type in the model name, and click either :guilabel:`Create "model"`,
+  or :guilabel:`Create and edit...` to :ref:`create a new model and edit the model details
+  <fleet/configuration/add-model>`.
 - :guilabel:`License Plate`: enter the vehicle's license plate number in this field.
 - :guilabel:`Tags`: select any tags from the drop-down menu, or type in a new tag. There is no limit
   on the amount of tags that can be selected.
 
+.. image:: new_vehicle/model.png
+   :align: center
+   :alt: The new vehicle form, showing the model section.
+
 .. note::
    The :guilabel:`Model` is the only required field on the new vehicle form. When a model is
-   selected, other fields will appear on the vehicle form, and relevant information will
-   auto-populate fields that apply to the model. If some of the fields do not appear, this may
-   indicate there is no model selected.
+   selected, other fields appear on the vehicle form, and relevant information auto-populates the
+   fields that apply to the model. If some of the fields do not appear, this may indicate there is
+   no model selected.
 
 Driver section
 --------------
@@ -36,58 +50,226 @@ This section of the vehicle form relates to the person who is currently driving
 any plans for a change in the driver in the future, and when.
 
 - :guilabel:`Driver`: select the driver from the drop-down menu, or type in a new driver and click
-  either :guilabel:`Create` or :guilabel:`Create and Edit`.
+  either :guilabel:`Create "driver"` or :guilabel:`Create and edit...` to :ref:`create a new driver,
+  and edit the driver details <fleet/new_vehicle/add-driver>`.
+
+  .. important::
+     A driver does **not** have to be an employee. When creating a new driver, the driver is added
+     to the *Fleet* application, **not** the *Employees* application.
+
+     If the *Contacts* application is installed, the driver information is also stored in the
+     *Contacts* application.
+
 - :guilabel:`Mobility Card`: if the selected driver has a mobility card listed on their employee
-  card in the *Employees* application, the mobility card number will appear in this field. If there
-  is no mobility card listed and one should be added, :ref:`edit the employee card
+  card in the *Employees* application, the mobility card number appears in this field. If there is
+  no mobility card listed, and one should be added, :ref:`edit the employee record
   <employees/hr-settings>` in the *Employees* application.
 - :guilabel:`Future Driver`: if the next driver for the vehicle is known, select the next driver
-  from the drop-down menu, or type in the next driver and click either :guilabel:`Create` or
-  :guilabel:`Create and Edit`.
+  from the drop-down menu. Or, type in the next driver and click either :guilabel:`Create "future
+  driver"` or :guilabel:`Create and edit...` to :ref:`create a new future driver, and edit the
+  driver details <fleet/new_vehicle/add-driver>`.
 - :guilabel:`Plan To Change Car`: if the current driver set for this vehicle plans to change their
-  vehicle, either because they are waiting on a new vehicle that is being ordered, or this is a
-  temporary vehicle assignment and they know which vehicle they will be driving next, check this
-  box. If the current driver does not plan to change their vehicle and use this current vehicle, do
-  not check this box.
-- :guilabel:`Assignment Date`: select the date the vehicle will be available for another driver
-  using the drop-down calendar. Select the date by navigating to the correct month and year using
-  the :guilabel:`⬅️ (left arrow)` and :guilabel:`➡️ (right arrow)` icons, then click on the specific
-  day. If this field is blank, this indicates the vehicle is currently available and can be
-  reassigned to another driver. If it is populated, the vehicle will not be available to assign to
-  another driver until the date entered.
+  vehicle - either because they are waiting on a new vehicle that is being ordered, or this is a
+  temporary vehicle assignment, and they know which vehicle they are driving next - check this box.
+  Do **not** check this box if the current driver does not plan to change their vehicle.
+- :guilabel:`Assignment Date`: using the drop-down calendar, select when the vehicle is available
+  for another driver. Select the date by navigating to the correct month and year using the
+  :guilabel:`⬅️ (left arrow)` and :guilabel:`➡️ (right arrow)` icons. Then, click on the specific
+  day. If this field is left blank, that indicates the vehicle is currently available, and can be
+  reassigned to another driver. If it is populated, the vehicle is not available for another driver
+  until the selected date.
+- :guilabel:`Company`: select the company from the drop-down menu. This field only appears in a
+  multi-company database.
 
-.. important::
-   A driver does **not** have to be an employee, but a driver must be listed in the *Contacts*
-   application. When creating a new driver, the driver is added to the *Contacts* application, not
-   the *Employees* application.
+.. _fleet/new_vehicle/add-driver:
+
+Create a new driver
+~~~~~~~~~~~~~~~~~~~
+
+If a driver is not already in the system, the new driver should first be configured and added to the
+database. A new driver can be added either from the :guilabel:`Driver` or :guilabel:`Future Driver`
+fields on the :ref:`vehicle form <fleet/new_vehicle/vehicle-form>`.
+
+First, type in the name of the new driver in either the :guilabel:`Driver` or :guilabel:`Future
+Driver` field, then click :guilabel:`Create and edit...`. A :guilabel:`Create Driver` or
+:guilabel:`Create Future Driver` form appears, depending on which field initiated the form.
+
+Both the :guilabel:`Create Driver` and :guilabel:`Create Future Driver` forms are identical.
+
+.. _fleet/new_vehicle/general-info:
+
+.. note::
+   Depending on the installed applications, different tabs or fields may be visible on the
+   :guilabel:`Create Driver` and :guilabel:`Create Future Driver` forms.
+
+General information
+*******************
+
+Fill out the following information on the top-half of the form:
+
+- :guilabel:`Individual` or :guilabel:`Company`: choose if the driver being added is an individual
+  driver or a company. Click the radio button to make a selection.
+
+  When a selection is made, some fields may disappear from the form. If any of the fields below are
+  not visible, that is because :guilabel:`Company` was selected instead of :guilabel:`Individual`.
+- :guilabel:`Name`: enter the name of the driver or company in this field.
+- :guilabel:`Company Name...`: using the drop-down menu, select the company the driver is associated
+  with.
+
+  If the :guilabel:`Company` radio button is selected at the top of the form, this field does not
+  appear.
+- :guilabel:`Contact`: enter the contact information in this section.
+
+  If desired, the :guilabel:`Contact` field can be changed to a different type of contact. Click on
+  :guilabel:`Contact` to reveal a drop-down menu. The available options to select are
+  :guilabel:`Contact`, :guilabel:`Invoice Address`, :guilabel:`Delivery Address`,
+  :guilabel:`Follow-up Address`, or :guilabel:`Other Address`.
+
+  If desired, select one of these other options for the :guilabel:`Contact` field, and enter the
+  corresponding information.
+
+  If the :guilabel:`Company` radio button is selected at the top of the form, this field is labeled
+  :guilabel:`Address` and cannot be modified.
+
+- :guilabel:`Tax ID`: enter the driver or company's tax ID in this field.
+- :guilabel:`Job Position`: enter the driver's job position in this field. If the
+  :guilabel:`Company` radio button is selected at the top of the form, this field does not appear.
+- :guilabel:`Phone`: enter the driver or company's phone number in this field.
+- :guilabel:`Mobile`: enter the driver or company's mobile number in this field.
+- :guilabel:`Email`: enter the driver or company's email address in this field.
+- :guilabel:`Website`: enter the driver or company's website address in this field.
+- :guilabel:`Title`: using the drop-down menu, select the driver's title in this field. The default
+  options are :guilabel:`Doctor`, :guilabel:`Madam`, :guilabel:`Miss`, :guilabel:`Mister`, and
+  :guilabel:`Professor`.
+
+  If the :guilabel:`Company` radio button is selected at the top of the form, this field does not
+  appear.
+- :guilabel:`Tags`: using the drop-down menu, select any tags that apply to the driver or company.
+
+  To add a new tag, type in the tag, then click :guilabel:`Create "tag"`.
+
+  There is no limit to the number of tags that can be selected.
+
+.. image:: new_vehicle/create-driver.png
+   :align: center
+   :alt: The top portion of the create driver form.
+
+Contacts & Addresses tab
+************************
+
+After completing the top-half of the :guilabel:`Create Driver` or :guilabel:`Create Future Driver`
+form, add any other contacts and addresses associated with the driver or company in this tab.
+
+To add a new contact, click the :guilabel:`Add` button, and a :guilabel:`Create Contact` pop-up
+window appears.
+
+Before entering the necessary information on the form, select the type of contact being added from a
+series radio button options located at the top of the form. Those options are:
+
+- :guilabel:`Contact`: select this option to add general contact details for employees of the
+  associated company.
+- :guilabel:`Invoice Address`: select this option to add a preferred address for all invoices. When
+  added to the form, this address is selected by default when sending an invoice to the associated
+  company.
+- :guilabel:`Delivery Address`: select this option to add a preferred address for all deliveries.
+  When added to the form, this address is selected by default when delivering an order to the
+  associated company.
+- :guilabel:`Follow-up Address`: select this option to add a preferred address for all follow-up
+  correspondence. When added to the form, this address is selected by default when sending reminders
+  about overdue invoices.
+- :guilabel:`Other Address`: select this option to add any other necessary addresses for the company
+  or driver.
+
+.. image:: new_vehicle/create-contact.png
+   :align: center
+   :alt: The create contact form with all parts filled in.
+
+Depending on the :guilabel:`Contact Type`, some optional fields may not be visible. The available
+fields are identical to the fields in the :ref:`general information
+<fleet/new_vehicle/general-info>` section of the new driver form.
+
+Add any notes to the :guilabel:`Internal notes...` section of the form.
+
+After entering all of the information, click either :guilabel:`Save & Close` to add the one new
+contact, or :guilabel:`Save & New` to add the current address record and create another address
+record.
+
+As contacts are added to this tab, each contact appears in a separate box, with an icon indicating
+what type of contact is listed.
+
+.. example::
+   An :guilabel:`Invoice Address` displays a :guilabel:`💲 (dollar sign)` icon inside that specific
+   address box, whereas a :guilabel:`Delivery Address` displays a :guilabel:`🚚 (truck)` icon
+   inside.
+
+   .. image:: new_vehicle/contacts-address.png
+     :align: center
+     :alt: The create contact form with all parts filled in.
+
+Sales & Purchase tab
+********************
+
+Enter the following sales and purchasing information, in the :guilabel:`Sales & Purchase` tab of the
+:guilabel:`Create Driver` or :guilabel:`Create Future Driver` pop-up form for the various sections
+below.
+
+Depending on the other installed applications, additional fields and sections may appear. The
+following are all default fields for the *Fleet* application **only**.
+
+Sales section
+^^^^^^^^^^^^^
+
+- :guilabel:`Salesperson`: using the drop-down menu, select the user who is the main point of
+  contact for sales with this driver's company.
+
+  This person **must** be an internal user of the company, meaning they can log into the database as
+  a user.
+
+Misc
+^^^^
+
+- :guilabel:`Company ID`: if the company has an ID number, **other than** its *tax ID*, enter it in
+  this field.
+- :guilabel:`Reference`: enter any text to give more information regarding the contact person. This
+  is an internal note to provide any additional information.
+
+  .. example::
+     A company has several people with the same name, John Smith. The :guilabel:`Reference` field
+     could state `John Smith at X205 - purchaser` to provide additional details.
+
+Internal Notes tab
+******************
+
+Add any notes that pertain to the driver, or any other necessary information, in this tab.
 
 Vehicle section
 ---------------
 
-This section of the vehicle form relates to the physical vehicle, it's various properties, when it
-was added, where it is located, and who is managing it.
+This section of the vehicle form relates to the physical details of the vehicle.
 
-- :guilabel:`Immatriculation Date`: select the date the vehicle is acquired using the drop-down
-  calendar.
-- :guilabel:`Cancellation Date`: select the date the vehicle lease will expire, or when the vehicle
-  will be no longer available, using the drop-down calendar.
+If a preexisting vehicle in the database was selected for the :guilabel:`Model` field in the top
+portion of the form, some fields may auto-populate, and additional fields may also appear.
+
+Fill in the following fields on the form:
+
+- :guilabel:`Category`: using the drop-down menu, select the vehicle category from the available
+  options. To create a new category, type in the new category name, then click :guilabel:`Create
+  "category"`.
+- :guilabel:`Order Date`: using the drop-down calendar, select the date the vehicle was ordered.
+- :guilabel:`Registration Date`: using the drop-down calendar, select the date the vehicle was
+  registered.
+- :guilabel:`Cancellation Date`: using the drop-down calendar, select the date the vehicle lease
+  expires, or when the vehicle is no longer available.
 - :guilabel:`Chassis Number`: enter the chassis number in the field. This is known in some countries
   as the :abbr:`VIN (Vehicle Identification Number)` number.
 - :guilabel:`Last Odometer`: enter the last known odometer reading in the number field. Using the
   drop-down menu next to the number field, select whether the odometer reading is in kilometers
   :guilabel:`(km)` or miles :guilabel:`(mi)`.
 - :guilabel:`Fleet Manager`: select the fleet manager from the drop-down menu, or type in a new
-  fleet manager and click either :guilabel:`Create` or :guilabel:`Create and Edit`.
-- :guilabel:`Location`: type in the location for the vehicle in the field. The most common scenario
-  for when this field would be populated is if a company has several office locations. The typical
-  office location where the vehicle is located would be the location entered.
-- :guilabel:`Company`: select the company that the vehicle will be used for and associated with from
-  the drop-down menu, or type in a new company and click either :guilabel:`Create` or
-  :guilabel:`Create and Edit`.
-
-.. important::
-   Creating a new company may cause a subscription price change depending on the current plan. Refer
-   to `Odoo's pricing plan <https://www.odoo.com/pricing-plan>`_ for more details.
+  fleet manager, and click either :guilabel:`Create` or :guilabel:`Create and Edit`.
+- :guilabel:`Location`: type in the specific location where the vehicle is typically located in this
+  field. The entry should clearly explain where the vehicle can be found, such as `Main Garage` or
+  `Building 2 Parking Lot`.
 
 .. image:: new_vehicle/new-vehicle-type.png
    :align: center
@@ -96,24 +278,18 @@ was added, where it is located, and who is managing it.
 Tax Info tab
 ------------
 
+Depending on the localization setting for the database, and what additional applications are
+installed, other fields may be present on the form.
+
+The sections below are default and appear for all vehicles, regardless of other installed
+applications or localization settings.
+
 Fiscality
 ~~~~~~~~~
 
-- :guilabel:`Horsepower Taxation`: enter the amount that is taxed based on the size of the vehicles
+- :guilabel:`Horsepower Taxation`: enter the amount that is taxed based on the size of the vehicle's
   engine. This is determined by local taxes and regulations, and varies depending on the location.
   It is recommended to check with the accounting department to ensure this value is correct.
-- :guilabel:`Disallowed Expense Rate`: this is the amount of non-deductible expenses for the
-  vehicle. This amount is not counted towards any deductions on a tax return or as an allowable
-  expense when calculating taxable income. It is recommended to check with the accounting department
-  to ensure the value(s) entered are correct.
-
-  - :guilabel:`Start Date`: enter the :guilabel:`Start Date` and :guilabel:`(%) Percentage` for when
-    the :guilabel:`Disallowed Expense Rate` value goes into effect. Click :guilabel:`Add a line` to
-    enter a date. Click on the blank line to display a calendar. Select the date by navigating to
-    the correct month and year using the :guilabel:`⬅️ (left arrow)` and :guilabel:`➡️ (right
-    arrow)` icons, then click on the specific day. Enter the percentage that is disallowed in the
-    :guilabel:`% (percent)` field to the right of the date. The percentage should be entered in an
-    XX.XX format. Repeat this for all entries needed.
 
 Contract
 ~~~~~~~~
@@ -126,8 +302,8 @@ Contract
 - :guilabel:`Residual Value`: enter the current value of the vehicle.
 
 .. note::
-   The values listed above will affect the accounting department. It is recommended to check with
-   the accounting department for more information and/or assistance with these values.
+   The values listed above affect the accounting department. It is recommended to check with the
+   accounting department for more information and/or assistance with these values.
 
 .. image:: new_vehicle/new-vehicle-tax.png
    :align: center
@@ -137,13 +313,13 @@ Model tab
 ---------
 
 If the model for the new vehicle is already configured in the database, the :guilabel:`Model` tab
-will be populated with the corresponding information. If the model is not already in the database
-and the :guilabel:`Model` tab needs to be configured, :ref:`configure the new vehicle model
-<fleet/configuration/add-model>`.
+populates the corresponding information. If the model is **not** already in the database, and the
+:guilabel:`Model` tab needs to be configured, it is recommended that :ref:`the new vehicle model
+<fleet/configuration/add-model>` be configured so this information auto-populates.
 
 Check the information in the :guilabel:`Model` tab to ensure it is accurate. For example, the color
-of the vehicle, or whether there is a trailer hitch installed or not, are examples of information
-that may need updating.
+of the vehicle, or if a trailer hitch is installed, are examples of common information that may need
+updating.
 
 .. image:: new_vehicle/model-tab.png
    :align: center