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281 lines
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=========
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Accidents
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=========
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When managing a fleet, accidents are inevitable. Tracking accidents is crucial for understanding
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vehicle maintenance costs and identifying safe drivers.
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Odoo's *Fleet* app offers multiple ways to track accidents. Below are step-by-step instructions for
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only **one** method to monitor accidents and repair costs.
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Structure
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=========
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For this example, to track accidents, two :ref:`service types <fleet/new-type>` are created:
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`Accident - Driver's Fault` and `Accident - No Fault`.
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This tracks various repairs associated with accidents, organized by who was at fault.
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When an accident occurs, a service record is created. The specific repairs needed for the accident
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are logged in the *Description* of the service record, and the details about the accident are logged
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in the *Notes* section.
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With this organizational structure, it is possible to view all accidents organized by fault, car,
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driver, or cost.
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.. note::
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To manage accidents, the creation of service records is **required**.
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Refer to the :doc:`service` documentation for detailed instructions on creating service records
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in Odoo's *Fleet* app.
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Log accidents and repairs
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=========================
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To log an accident, and initiate the repair process, the first step is to :ref:`create a service
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record <fleet/service-form>` detailing the specific repairs needed.
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.. note::
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Some accidents require multiple repairs with several different vendors. For these scenarios, a
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separate service record is needed for each vendor performing repairs. To keep records organized,
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it is recommended to keep the *Notes* field identical, as well as attaching the same important
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documentation, such as a police report.
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Navigate to :menuselection:`Fleet app --> Fleet --> Services` to view the main :guilabel:`Services`
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dashboard. Click :guilabel:`New` in the top-left corner, and a blank service form loads.
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Enter the following information on the form:
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- :guilabel:`Description`: enter the description of repairs needed to fully repair the vehicle, such
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as `Bodywork`, `Windshield Replacement`, or `Replacement Bumper, Tires, and Windows`.
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- :guilabel:`Service Type`: for this example, select either `Accident - Driver's Fault` or
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`Accident - No Fault`, depending on the situation.
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When entering either of these two :guilabel:`Service Types` for the first time, type in the new
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service type, then click :guilabel:`Create (new service type)`. A :guilabel:`Create Service Type`
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pop-up window appears, with the new service type populating the :guilabel:`Name` field. In the
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:guilabel:`Category` field, select :guilabel:`Service` from the drop-down menu, then click the
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:guilabel:`Save & Close` button.
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Once an accident service type has been added to the database, it is available to select from the
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drop-down menu in the :guilabel:`Service Type` field.
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- :guilabel:`Date`: using the calendar popover window, select the date the accident occurred.
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Navigate to the desired month using the :icon:`fa-chevron-left` :icon:`fa-chevron-right`
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:guilabel:`(arrow)` icons, then click the date to select it.
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- :guilabel:`Cost`: leave this field blank, as the repair cost is not yet known.
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- :guilabel:`Vendor`: select the vendor performing the repairs using the drop-down menu. If the
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vendor has not already been entered in the system, type in the vendor name, and click either
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:guilabel:`Create` to add them, or :guilabel:`Create and edit...` to :ref:`add and configure the
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vendor <fleet/new-vendor>`.
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- :guilabel:`Vehicle`: select the vehicle that was in the accident from the drop-down menu. When the
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vehicle is selected, the :guilabel:`Driver` field is populated, and the unit of measure for the
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:guilabel:`Odometer Value` field appears.
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- :guilabel:`Driver`: the current driver listed for the selected vehicle populates this field when
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the :guilabel:`Vehicle` is selected. If a different driver was operating the vehicle when the
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accident occurred, select the correct driver from the drop-down menu.
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- :guilabel:`Odometer Value`: enter the odometer reading when the accident occurred. The units of
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measure are either in kilometers (:guilabel:`km`) or miles (:guilabel:`mi`), depending on how the
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selected vehicle was configured.
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- :guilabel:`NOTES`: enter the specific details of the accident at the bottom of the service form,
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such as `Hit a deer` or `Rear-ended at an intersection while stopped`.
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Odoo provides the ability to attach any important paperwork, such as repair estimates and police
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reports, to the service record. To do so, click the :icon:`fa-paperclip` :guilabel:`(paperclip)`
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icon, located in the *chatter* of the form, and a file explorer pop-up window appears. Navigate to
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the desired record, and click :guilabel:`Open` to upload the file.
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.. note::
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Once a file is added to a service record, a :guilabel:`Files` section appears in the *chatter*.
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To attach more records, click :icon:`fa-plus-square` :guilabel:`Attach files` to add more
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documents.
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.. image:: accidents/service-form.png
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:align: center
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:alt: Enter the information for an accident repair.
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Service stages
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==============
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In Odoo's *Fleet* app, there are four default service stages:
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.. tabs::
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.. tab:: New
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The default stage when a service record is created. The service has been requested, but
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repairs have not begun. The :guilabel:`Cost` field for this stage remains zero.
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.. tab:: Running
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The repair is in-process, but not yet complete. The estimate for repairs is listed in the
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:guilabel:`Cost` field.
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.. tab:: Completed
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All repairs listed on the service form have been completed. The :guilabel:`Cost` field is
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updated to reflect the final total cost charged for the repairs.
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.. tab:: Cancelled
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The service request has been cancelled.
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During the repair process, change the service status to reflect the vehicle's current state in one
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of two ways: on the individual :ref:`service record <fleet/service_record>`, or in the :ref:`Kanban
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service view <fleet/Kanban>`.
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.. _fleet/service_record:
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Service record
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--------------
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Open the main *Services* dashboard, by navigating to :menuselection:`Fleet app --> Fleet -->
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Services`. Next, click on the individual service record to open the detailed service form. Click the
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desired stage in the top-right corner, above the service form, to change the status.
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.. image:: accidents/running.png
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:align: center
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:alt: The stages as seen from the service form.
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.. _fleet/Kanban:
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Kanban view
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-----------
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Open the main *Services* dashboard, by navigating to :menuselection:`Fleet app --> Fleet -->
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Services`. First, click the :icon:`oi-view-kanban` :guilabel:`Kanban` icon in the top-right of the
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screen, which organizes all repairs by vehicle.
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Next, remove the default :guilabel:`Service Type` filter in the search bar. Upon doing so, all
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services appear in a Kanban view, organized by their respective :guilabel:`Status`.
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Drag-and-drop the service record to the desired stage.
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.. image:: accidents/drag-n-drop.png
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:align: center
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:alt: The Kanban view of stages, with a card being dragged and dropped to the Running stage.
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Accident reporting
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==================
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One of the main reasons to track accidents using the method outlined in this document is the ability
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to view the total accident cost, determine the safest drivers, and calculate the actual total cost
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for specific vehicles.
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The main :ref:`Services dashboard <fleet/services_dashboard>` displays all the various accident
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information, while the :ref:`Reporting dashboard <fleet/reporting_dashboard>` displays the total
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cost for specific vehicles.
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.. _fleet/services_dashboard:
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Services dashboard
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------------------
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Navigate to :menuselection:`Fleet app --> Fleet --> Services` to view the :guilabel:`Services`
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dashboard. All service records are displayed in a :icon:`oi-view-list` :guilabel:`(List)` view,
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grouped alphabetically, by :guilabel:`Service Type`.
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The two service types created for accident tracking appear in the list: :guilabel:`Accident -
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Driver Fault` and :guilabel:`Accident - No Fault`.
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Each grouping displays the number of records within each type, and lists the individual records
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beneath each grouping title.
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.. example::
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In this example, there are six accidents where the driver was at fault, and four accidents that
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were not the driver's fault. This dashboard also displays the estimated total :guilabel:`Cost`
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for all the accidents in each group.
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An estimated `$19,164.81` dollars are for driver-caused accident repairs, and an estimated
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`$2,548.21` dollars are for no-fault accidents.
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.. image:: accidents/group-accidents.png
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:align: center
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:alt: Accident services, with the total costs highlighted.
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.. note::
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The total :guilabel:`Cost` calculates **all** costs on the repair form, including estimated
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costs, as well as final repair costs. This number may not be accurate, if there are any repairs
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in the *Running* stage, and the final bill has not yet been calculated.
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.. _fleet/reporting_dashboard:
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Reporting dashboard
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-------------------
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Navigate to :menuselection:`Fleet app --> Reporting --> Costs` to view the :menuselection:`Cost
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Analysis` report. This report displays a :icon:`fa-bar-chart` :guilabel:`(Bar Chart)` of all
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:guilabel:`Contract` and :guilabel:`Service` costs for the current year, organized by month
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(:guilabel:`Date : (year)`), by default. The :guilabel:`Sum`, represented by a gray dotted line, is
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the combined total of both the :guilabel:`Contract` and :guilabel:`Service` costs.
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To view the total cost by vehicle, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon at
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the right of the search bar, revealing a drop-down menu. Click :guilabel:`Vehicle` in the
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:icon:`oi-group` :guilabel:`Group By` column, and the data is organized by vehicle.
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This displays the true cost for each vehicle, including both the contract cost (such as the monthly
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vehicle lease cost) and all service costs, including all accidents. Hover over a column to reveal a
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data popover window, which displays the vehicle name and the total cost. This allows for a more
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complete view of the vehicle cost.
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.. image:: accidents/total-costs.png
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:align: center
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:alt: The Cost Analysis report, displaying total costs by vehicle.
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To view the individual cost details for both contract costs and repairs, click the
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:icon:`oi-view-pivot` :guilabel:`(Pivot)` icon in the top-right corner of the :guilabel:`Cost
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Analysis` dashboard. This displays each vehicle on a separate line, and displays the
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:guilabel:`Contract` cost and :guilabel:`Service` cost, as well as the :guilabel:`Total` cost.
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.. image:: accidents/fleet-pivot.png
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:align: center
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:alt: The Cost Analysis report, displaying the contract and service costs separately, as well as
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the total.
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.. note::
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The :icon:`oi-view-pivot` :guilabel:`(Pivot)` view organizes the data by vehicle, by default,
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therefore grouping the data by :guilabel:`Vehicle` is not required. If this filer is already
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activated, it does not affect the presented data.
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Manage accident repairs
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=======================
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For companies with multiple employees, who manage a large fleet of vehicles, displaying only service
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records in the :guilabel:`New` and :guilabel:`Running` stages can be time-saving, if there are a
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large number of records in the *Services* dashboard.
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Navigate to :menuselection:`Fleet app --> Fleet --> Services`, where all service requests are
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organized by :guilabel:`Service Type`. Next, click the :icon:`fa-caret-down` :guilabel:`(down
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arrow)` icon at the right of the search bar, revealing a drop-down menu. Click :guilabel:`Add Custom
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Filter` in the :icon:`fa-filter` :guilabel:`Filters` column, and a :guilabel:`Add Custom Filter`
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pop-up window appears.
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Three drop-down fields need to be configured on the pop-up window.
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In the first field, scroll down, and select :guilabel:`Stage`.
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Leave the second field set to :guilabel:`=`.
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Select :guilabel:`Running` from the drop-down menu in the last field.
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Next, click the :icon:`fa-plus` :guilabel:`(plus)` icon to the right of the last field, and an
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identical rule appears beneath the current rule.
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Then, change :guilabel:`Running` to :guilabel:`New` in the third field of the second rule, leaving
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the other fields as-is.
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Click the :guilabel:`Add` button at the bottom to add the new custom filter.
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.. image:: accidents/custom-filters.png
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:align: center
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:alt: The filter settings to be added to only display new and running services.
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This slight modification only presents services in the :guilabel:`New` and :guilabel:`Running`
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stages. This is a helpful report for a company managing a high number of repairs at any given time.
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To have this report appear as the default report when opening the :guilabel:`Services` dashboard,
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click the :icon:`fa-caret-down` :guilabel:`(down arrow)` icon at the far-right of the search bar.
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Next, click :guilabel:`Save current search`, beneath the :icon:`fa-star` :guilabel:`Favorites`
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column, which reveals another drop-down column beneath it. Tick the checkbox beside
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:guilabel:`Default Filter`, then click :guilabel:`Save`. Then, this customized :guilabel:`Services`
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dashboard appears, by default, anytime the :guilabel:`Services` dashboard is accessed.
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