Running a fleet account

A fleet is a customer with the Fleet account box ticked, and its vehicles are its units. Open Fleets to see every fleet account with its units, open work and what it owes, or press New fleet account to create one. Typing a number into Find unit finds the truck with that number on its door.

A fleet's record opens with its contact, phone and email under the name, then three figures — Total spent over the last 12 months, Payment terms and Balance — with New payment and Create statement beside them. Under those are the tabs.

Units, and starting an order

The Units tab is where the record opens. Each row carries the unit number and driver, which you can change and Save unit, and a New order button with a PO # box beside it. Type the fleet's purchase order number and press New order: the estimate opens for that truck with the PO already on it, so it prints on the invoice and the statement. Two trucks on one account cannot share a unit number.

Attach or transfer units opens two searches: one finds a vehicle to add to this fleet, the other finds the customer a unit is going to. Once a new owner has been found, each unit's row offers Detach / transfer. The unit number and driver stay behind, because they belonged to this fleet.

Orders, the statement and payments

Orders lists every order the account has had at any of your locations, newest first, with its unit, PO, status, invoice numbers, total and what it still owes. Statement is the live list of unpaid invoices, aged, with the form that applies one cheque across several of them, and the issued statement documents underneath. Payments lists every payment taken on the account's orders; a cheque applied across four invoices is four rows with the same reference.

The Balance at the top, the total on the Statement tab, the balances on the Orders tab and the fleet's row in customer aging are the same invoices read the same way, so they agree to the cent.

Maintenance holds each unit's preventive-maintenance schedule and the VMRS service report. Account holds the payment terms and pricing the account uses, the one-use link for the fleet's manager, and Close this account.