Fleet · Daily operations · 9 min read

Register a vehicle and manage its status

Add a vehicle to the fleet, read its Vehicle 360 page, change its status and retire it when it is sold or scrapped.

Before you begin

• Vehicle categories, makes and models should exist (see Set up Fleet).
• If you want the vehicle to depreciate in the TCO report, have the purchase date, price, residual value and useful life ready.
• Registering needs fleet.create. Editing needs fleet.edit.

Steps: register the vehicle

1. Open Fleet > Fleet > Vehicles and click New Vehicle. You can also use New Vehicle on the Dashboard.
2. Enter the Plate number. It is stored in capitals. It is required unless you give a VIN or chassis number (for equipment without a plate).
3. Set Registered in and Emirate / region. The country decides which documents are mandatory.
4. Leave Vehicle code blank to get the next number (VHC-000001 style), or type your own.
5. Choose Make and Model. On a new vehicle the model fills empty make, category, fuel, body type, engine, tank and seats.
6. Choose the Category. It is required on the screen.
7. Fill VIN, chassis number, engine number, model year, colour, transmission, tank capacity and seats as needed.
8. Set Ownership: Owned, Leased, Rented, Financed or Custom.
9. Enter Purchase date, Purchase price, Bought from, Residual value and Useful life (months). A blank useful life means 60 months.
10. Set Branch, Cost centre, Default project and Department. These are copied to every cost line of the vehicle.
11. Enter Current odometer (km) (or Engine hours). The system writes it as an "Opening reading" in the odometer history.
12. Click Save. The Vehicle 360 page opens.

Reading Vehicle 360

The top strip shows smart buttons: odometer or engine hours, fuel level, utilisation for the month, next service, insurance expiry and registration expiry (amber within 30 days). Tabs cover Overview, Details, Drivers, Maintenance, Fuel, Trips, Tyres, Expenses, Documents, Accidents, Fines, Telematics and Activity Log. Cost figures need fleet.cost.view; the map and Telematics tab need fleet.telematics.view.

The buttons Assign Driver, Log Fuel and Schedule Service start the common tasks. A menu offers Record odometer, Log trip, Inspection, Insurance policy, Report breakdown, Report accident, Change status and Sell / scrap / return.

Change a vehicle's status

1. On Vehicle 360, open the menu and click Change status.
2. Choose Available, Out of Service, Inactive, Under Maintenance or Reserved.
3. Type a Why, which appears in the activity log, and save.

A vehicle cannot be set to Available while a driver assignment is active: end the assignment first. A vehicle that is Out of Service, Inactive or Under Maintenance cannot be assigned.

Sell, scrap or return a vehicle

1. Open the vehicle and choose Sell / scrap / return.
2. Select How: Sold, Scrapped, Transferred or Returned to Lessor.
3. Enter the Date, Sale value and Buyer if known.
4. Enter the Reason (required).
5. Click Save.

If the Vehicle disposal approval rule is on (it is by default, from AED 0), the request waits for a second person. The approver holds the permission named on the rule (by default fleet.configure) and cannot be the person who asked. Until then the vehicle's status does not change.

What happens next

• A new vehicle is Available, with an opening odometer reading and the activity "Vehicle registered".
• A sold or scrapped vehicle leaves the Dashboard and the In the fleet tab. It appears in Sold / scrapped and keeps all its history and costs. It cannot come back.
• Transferred and Returned to Lessor vehicles become Inactive.

Good to know

• Duplicates. A plate already used for the same country and emirate is refused ("Plate A 12345 is already on VHC-000001."). The same plate in another emirate is accepted. A VIN is unique across the company, including sold vehicles.
• Two people editing. If someone saved first, you see "Somebody else changed this vehicle. Reload it and try again." Reload and re-enter your change.
• Picture. PNG, JPEG, GIF, WebP or PDF up to 10 MB.
• Ownership. Saving a lease on an Owned vehicle changes it to Leased, Rented or Financed. Depreciation applies only to Owned and Financed vehicles.
• Equipment such as forklifts counts engine hours and has no road-plan service intervals.