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Fleet Asset Owner Creation Process

Updated

Note: Subcontractor model breakdown:

  • Fleet Asset Owner – The legal entity that is being subcontracted to.
  • Fleet Asset (Truck) – vehicle utilised by the Legal Entity to perform subcontracted work.
    • Fuel Levy – This is the Fuel Levy that has been agreed between the company and the subcontracted Fleet Asset Owner for the Fleet Asset
  •  
    • Service Rates – These are the rates that are agreed between the company and the subcontracted Fleet Asset Owner for the Fleet Asset
  • Driver – The driver details are captured to ensure that the subcontracted company is meeting all required compliance regulations (e.g. licenses, etc.).

Setting up a Fleet Asset Owner

Step 1

Go to the Fleet Administration Screen by click the following icon in the top left corner.

Step 2

Then select “Create New Fleet Asset Owner” by clicking on the 3 vertical dops in the top right corner then select “Create Fleet Asset Owner”.

Step 3

After clicking “Create New Fleet Asset Owner” The following mandatory fields in Company Details  section listed under Owner Info need to be completed before being able to progress.

Note: Once “Required” fields have been completed and saved the other sections of the “Fleet Asset owner” will become assessable.

 

Fleet_Asset_Owner_Creation_Process-05.png

The Fleet Asset Owner details  is Broken down into thew following Sections:

 

Owner Info

Company Details

This is used to record certain information about the Fleet Asset Owner (e.g. Company Name, ABN, etc). The Affiliation field is used to record whether the Fleet Asset Owner is either:

  •  
    • Subcontractor – These require Fleet Assets & Drivers. Some Subcontractors will have their own Trailers and it is important to record information associated to the Trailer for compliance purposes.
    • Outside Hire – Fleet Asset Owners that are Outside Hire do not require the user to enter all of the vehicles and drivers that work for them as they do not have the same compliance requirements as a subcontractor.
    • Equipment Hire – If a Fleet Asset Owner is considered an Equipment Hire subcontractor, users will be able to create Equipment Hire contracts that are related to these Fleet Asset Owners. These Fleet Asset Owners will not have Trucks and Drivers associated to them.
    • Internal – These are used for the Division to be able to record any of their own Vehicles and Drivers against the company. These Fleet Asset Owners would not be paid out of the system, but the information recorded using the Transport Management System can be used to record compliance information and to determine timesheets.

Step 4 

Company Trading Details

Fleet_Asset_Owner_Creation_Process-04.png

  •  
    • Required Fields
      • Company / Business / Trading Name – Name of legal entity of Fleet asset owner
      • Active Status -  Status of Fleet Asset Owner Account
      • Affiliation –
        •  
          • Subcontractor
          • Equipment Hire
          • Internal
          • Outside Hire

Step 5

Proprietor Details

  •  
    • Name of Proprietor  -  Owner of Legal Entity
    • Address of Proprietor – Address of Owner of Legal Entity

Step 6

Contact Details

Step 7

Address / Billing Address

  •  
    • If the Address of the company is NOT also their Billing Address, then the user can enter a different Billing Address

Step 8

Billing

Step 9

Outgoing Job Update Emails

Fleet_Asset_Owner_Creation_Process-11.png

Step 10

Signup / Commencement Date

 

Step 11

Insurance Policies

To create an Insurance Policy, select the “Add Policy” button in the top right corner.  

This will open a new screen with where the Insurance details are entered.

  • Users are required to enter relevant Insurance Policies that the Fleet Asset Owner has in place, these include.
    •  
      • Vehicle Insurance,
      • Public Liability
      • Workers Compensation
      • Marine Insurance
      • Trailer in Control
      • Upload copy of Certificate of Currency

Note: the user needs to select the  Save Policy Button for the insurances to be added to the Fleet Asset Owner.

Step 12

Notes

  • Select the “Add Note” button in the top right of the screen to add a note onto the Fleet Asset Owner Record.

Fleet_Asset_Owner_Creation_Process-14.png

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Note: The “Visible To” setting will determine where the note will be visible.

 

Assets and Drivers

Drivers

Click “New Driver” button to start the New Driver Creation Process.

(See “New Driver Creation Process” Article for entire process of driver creation)

  • Associated Drivers – Head Office users can only add new drivers through the Fleet Asset Owner they work for. See Adding New Drivers for detailed instructions.

Trucks

Click “Create New Asset” button to start the New Fleet Asset Creation Process

(See “New Truck Creation Process” Article for entire process of Fleet Asset creation)

  • Associated Trucks – Head Office users can only add new drivers through the Fleet Asset Owner they are owned by.

Current Work

  • Shows Breakdown of
    • Active Drivers
    • Active Devices
    • Current Work
    • Pending Work
    • Active Permanent Jobs

Billings / Charge Details

Invoicing & Payment Details

  1. Invoicing
    • GST Registration Details – if the Fleet Asset Owner is NOT registered for GST, they will not be paid GST.
  1. Payment Details –
    • These details are used to pay the Fleet Asset Owner

Adjustment Charges

  • Applied Adjustment Charges – see “Setting Adjustment Charges” for detailed instructions on updating “Adjustment Charges’’.

Devices

  • Associated Devices – Devices are associated to Fleet Asset Owners. They are then responsible for reporting if they have been re-assigned to different drivers or trucks that they own.

Invoice History

  • Displays Historical RCTIs