VehicleFleetManagerHelp EN

Vehicle fleet manager
User guide
Created with DrExplain

Table of Contents
Vehicle fleet manager................................................................................................................................ 4
Main window............................................................................................................................................ 5
Vehicles menu....................................................................................................................................... 7
Expenses menu.....................................................................................................................................9
Options menu...................................................................................................................................... 10
Vehicles.................................................................................................................................................. 12
General tab..........................................................................................................................................13
Fuel transactions tab...........................................................................................................................17
Oil changes transactions tab...............................................................................................................19
Repair transactions tab....................................................................................................................... 21
Tire purchase transactions tab............................................................................................................23
Other fee transactions tab.................................................................................................................. 25
Rental transactions tab....................................................................................................................... 27
Odometer reading tab......................................................................................................................... 29
Images tab...........................................................................................................................................31
Service schedule tab...........................................................................................................................32
Drivers.................................................................................................................................................... 34
Accidents tab....................................................................................................................................... 36
Drivers tab........................................................................................................................................... 37
Odometer statements............................................................................................................................ 38
Add/edit odometer statements............................................................................................................ 41
Fuel log.................................................................................................................................................. 42
Add/edit fuel statement....................................................................................................................... 44
Repairs................................................................................................................................................... 47
Add/edit repairs................................................................................................................................... 49
Details of repair.................................................................................................................................52
Add/edit repair fee.......................................................................................................................... 54
Part selection................................................................................................................................ 56
Oil changes............................................................................................................................................58
Add/edit oil changes............................................................................................................................60
Tire purchases....................................................................................................................................... 62
Add/edit tire purchases....................................................................................................................... 64
Other fees.............................................................................................................................................. 67
Add/edit other fees.............................................................................................................................. 69
Groups of vehicles.................................................................................................................................71
Add/edit groups of vehicles ............................................................................................................... 73
Master list of services............................................................................................................................75
Add/edit service item...........................................................................................................................77
Master list of parts.................................................................................................................................78
Add/edit parts...................................................................................................................................... 80
Vendors.................................................................................................................................................. 82
Add/edit vendors..................................................................................................................................84
Reports...................................................................................................................................................85
Cost/distance tab.................................................................................................................................86
Expenses and fuel efficiency report..................................................................................................89
Expenses tab.......................................................................................................................................90
Expenses by vehicle detailed report.................................................................................................92
Expenses by vehicle simple report...................................................................................................93
Graph tab.............................................................................................................................................94
Expenses by vehicle graph...............................................................................................................96
Expenses graph................................................................................................................................ 97
Monthly expenses graph...................................................................................................................98
Fuel efficiency graph.........................................................................................................................99
Others tab..........................................................................................................................................100
Maintenance report......................................................................................................................... 102
Vehicle detail report........................................................................................................................ 103
Odometer statements report........................................................................................................... 104
Drivers report...................................................................................................................................105
Export database tables to excel..........................................................................................................106
Others tab..........................................................................................................................................108
Personalize.......................................................................................................................................... 109
Parameters...........................................................................................................................................111
Security options................................................................................................................................... 113
Login.................................................................................................................................................. 115
Modification of "Admin" password.....................................................................................................116
Access levels....................................................................................................................................... 117
Add/edit access level........................................................................................................................ 119
Users.................................................................................................................................................... 121
Add/edit user..................................................................................................................................... 123
Backup/Restore Database...................................................................................................................125
Network Edition Setup......................................................................................................................... 126
Vehicle fleet manager
Vehicle fleet manager allow you to gather and track data, create service schedule and generate detailed reports and graphs
regarding your vehicle fleet. It is suitable for service and commercial enterprise as well as for big transportation corporation.

Main window
Vehicles list
Access button to the Vehicles list.
Drivers list
Access button to the Drivers list.
Master list of services
Access button to the master list of services.
Master list of parts
Access button to the master list of parts window
Reports
Access button to the reports window
Export to excel
Access button to the excel exportation window

Odometer statements
Access button to the odometer statements list.
Fuel statements
Access button to the fuel statements list.
Oil changes
Access button to the oil changes list.
Repairs
Access button to the repairs list.
Vehicles menu
Vehicles menu
Expenses menu
Expenses_menu
Options menu
Options_menu
Tire purchases
Access button to the tire purchase list.
Other fees
Access button to the other fees list.

Vehicles menu
Vehicles menu.
Vehicles list
Allow access to the vehicles list.
Manage groups of vehicles
Allow access to the "Groups of vehicles" window.
Odometer statements
Allow access to the odometer readings
Allow access to the "Master list of services" window.
Allow access to the "Master list of parts" window.
Vendors
Allow access to the "Vendors list".

Drivers
Allow access to the "Drivers" window.
Reports
Allow access to the reports window.

Expenses menu
Expenses menu.
Fuel
Allow access to the fuel statements list.
Oil changes
Allow access to the oil changes list.
Repairs
Allow access to the repairs list.
Tire purchases
Allow access to the tire purchases list.
Other fees
Allow access to the other fees list.

Options menu
Options menu.
Personalize
Allow access to the personalization window
Parameter
Allow access to the global parameters configuration window.
Backup database
Backuping the database

Use this menu to select the path and file name of the database backup copy you want to create. The copy will be
saved with the ".gbk" extension.
Restoring a database
To restore the database you just have to replace the file "GESTIONFLOTTE.FDB" in the application directory (most
of the time "C:\Program files\Vehicle Fleet Manager\") by one of the existing backup file (.gbk) and rename it that
way "GESTIONFLOTTE.FDB". Vehicle Fleet Manager must be closed to perform this operation.
Security options
Allow access to the security options window
Users
Allow access to the Users window
Access levels
Allow access to the Access levels window

Lock the program
When the security is active, it allows the user to lock the program. The login window will then appear.
Vehicles
This section is about adding, editing and consulting vehicles data.

General tab
You can access this window through the menu Vehicles -> Vehicles list.
This window allows you to create, configure and consult your vehicles data.
Vehicles list
The list of your existing vehicles. Click the list to select one.
For the vehicles colors meaning, please refer to Service schedule tab
Vehicles data
This frame contains general informations regarding the selected vehicle.
Number : A number allowing you to easily identify you vehicles.

VIN# : The vehicle identification number.
Class : Ex.:Truck, van, mini, etc.
Make : The maker of the vehicle
Model : Vehicle's model
Fuel : Gas, Diesel, Hybrid, Petrol, Biodiesel, Ethanol or others.
Construction year : The year of manufacturing.
Registration : Registration of the vehicle.
Odometer type : Miles (or kilometers) or hours
Note : Any general notes about this vehicle
Insurances data
This frame contains insurances informations about the selected vehicle.
- Insurer
- Insurance company
- Date of insurance
- Expiration date of insurance
- Notes on coverage
When insurance is almost expired, the field "Expires on" will appear in yellow as well as the line of the vehicle. If it
is already expired, they will appear in red.
Search
Allow an easy and quick search by restricting the number of records to show. The generic character (*) is allowed.
Purchase data
This frame contains purchase or rental informations about the selected vehicle.
- Purchase/Rental date
- Purchase cost
- Odometer at purchase/rental
- Vendor
- Notes on purchase/rental
Add
Click here to add a new vehicle.
Delete
Delete the selected vehicle(s).
Edit
Edit the selected vehicle. You can also double click the vehicle's list at the left to edit a vehicle.
Exit
Close this window.
Depreciation matrix
This section allows you to calculate the annual depreciation of your vehicles. Just enter the required info
and the Dpn field will show the annual depreciation.
Rental specifications
This frame contains informations about the rent of this vehicle.
It's possible to configure automatic rental transactions every X days. To change the automatic rental
transaction parameters, click on "Edit" button.
Driver
Actual driver of the selected vehicle
To see all the drivers who drove vehicles, please refer to Drivers report
Fuel transactions tab
This tab allow you to add and edit any fuel transactions for the selected vehicle.
Add a fuel transaction
Click this button to add a new fuel transaction for the selected vehicle.
Delete the selected(s) transaction(s)
Click this button to delete the selected(s) fuel transaction(s).
Fuel transactions list
This list contains all fuel transactions for the selected vehicle.
Edit the selected transaction
Click here to edit the selected fuel transaction. You can also double click on the transaction directly from
the list.
Oil changes transactions tab
This tab allow you to add and edit any oil change transactions for the selected vehicle.
Add an oil change transaction
Click this button to add a new oil change transaction for the selected vehicle.
Oil change transactions list

This list contains all oil change transactions for the selected vehicle.
Click here to edit the selected oil change transaction. You can also double click on the transaction
directly from the list.
Repair transactions tab
This tab allow you to add and edit any repair transactions for the selected vehicle.
Add a repair transaction
Click this button to add a new repair transaction for the selected vehicle.
Repair transactions list
This list contains all repair transactions for the selected vehicle.
Click here to edit the selected repair transaction. You can also double click on the transaction directly
from the list.
Tire purchase transactions tab
This tab allow you to add and edit any tire purchase transactions for the selected vehicle.
Tire purchase transactions list
This list contains all tire purchase transactions for the selected vehicle.
Add a tire purchase transaction
Click this button to add a new tire purchase transaction for the selected vehicle.

Click here to edit the selected tire purchase transaction. You can also double click on the transaction
Other fee transactions tab
This tab allow you to add and edit any other fee transactions for the selected vehicle.
Add an other fee transaction
Click this button to add a new other fee transaction for the selected vehicle.
Other fee transactions list
This list contains all other fee transactions for the selected vehicle.

Click here to edit the selected other fee transaction. You can also double click on the transaction directly
from the list.
Rental transactions tab
This tab allow you to add and edit any rental transactions for the selected vehicle. You can manually add and
edit rental transactions but you can also configure them to be created automatically. Click the "Edit" button of the
vehicle to configure those parameters.
Add a rental transaction
Click this button to add a new rental transaction for the selected vehicle.
Rental transactions list

This list contains all rental transactions for the selected vehicle.
Click here to edit the selected rental transaction. You can also double click on the transaction directly
from the list.
Odometer reading tab
This tab allow you to add and edit any odometer reading for the selected vehicle.
Add an odometer reading
Click this button to add a new odometer reading transaction for the selected vehicle.
Odometer reading transactions list
This list contains all odometer reading transactions for the selected vehicle.

Click here to edit the selected odometer reading transaction. You can also double click on the transaction
Images tab
Here you can look at images. You can add up to 10 images by vehicle. To add, edit or delete images, click on the
"Edit" button.
Image selection button
Click one of these ten buttons to select an image.

Service schedule tab
This list contains the service schedule for the selected vehicle. Service appearing in yellow are almost due and
services appearing in red are due. The state of these services determines the color of the vehicle's record in the
vehicle's list at the left.
Add a service
Click this button to add a new service to the schedule of the selected vehicle.
Delete service
Click this button to delete the selected(s) service(s) from the service schedule.
button
Click this button to edit the selected service.
Service item
The description of the service to do.
Last performed
When was this service last performed.
Frequency
The frequency of this service.
Next due date
The date when the service will be due.
Next due odometer
The odometer when the service will be due.
Service complete
Use this button to indicates that the service(s) is done. You can complete more than one services at the same time
by selecting every services you wish to mark as completed.
When you click on this button you will be asked for the date and the odometer reading when the service was done.
Drivers
You can access this window through the menu Vehicles -> Drivers.
This window allows you to create, configure and consult your drivers data.
Drivers list
The list of your existing drivers. Click the list to select one.
Add button
Click here to add a new driver.
Delete button
Delete the selected driver(s).
Edit button
Edit the selected driver. You can also double click the driver's list at the left to edit a driver.
Exit button
Close this window.
Search
Allow an easy and quick search by restricting the number of records to show. The generic character (*) is allowed.
Accidents tab
This tab contains accidents relative to the selected driver.
Accidents list
The list of all accidents for the selected driver.
Edit accident
Click this button to edit the selected accident.
Delete accident(s)
Click this button to delete the selected(s) accident(s).
Add an accident
Click this button to add a new accident for the selected driver.
Drivers tab
The list of all vehicles driven by the selected driver.

Odometer statements
You can access this window through the menu Vehicles -> Odometer statements.
This window allows you to create, edit and track your odometer statements.
It's important to take odometer reading frequently if you want to get detailed and precise reports.
List
The list of your existing odometer statements. Just click the one you want to select. A double click on an odometer
statement will pop up the odometer statements editing window.
Add
To add new odometer statements through the add/edit odometer_statements window.
Delete
Delete the selected record(s).
Search
Allow an easy and quick search by restricting the number of record to show. The generic character (*) is allowed.
Edit
Edit the selected record.
Exit
Close this window.

Add/edit odometer statements
This window allow you to fill the data concerning a new odometer statement or to edit data from an existing one.
Vehicles list
Choose the vehicle for wich you want to edit or create an odometer statement. You will not be able to select
another vehicle than the selected one if you come from the vehicles window.
Date
The date of the odometer statement.
Odometer
Odometer value.
Save
To save the new record or modifications.
Cancel
Cancel the add or edit.

Fuel log
You can access this window through the menu Expenses -> Fuel.
This window allows you to create, edit and track your fuel statements.
List
The list of your existing fuel statements. Just click the one you want to select. A double click on a fuel statement
will pop up the Add/edit fuel statements window
Search
Add
To add new fuel statements through the add/edit fuel statements window.
Delete
Edit
Exit
Close this window.
Note
A note regarding the current record.

Add/edit fuel statement
This window allow you to fill the data concerning a new fuel statement or to edit data from an existing one.
Vehicles list
Choose the vehicle for wich you want to edit or create a fuel statement. You will not be able to select
another vehicle than the selected one if you come from the vehicles window.
Suppliers list
Select the supplier.
Date
The date of the fuel statement.

Date #2
You can use this field as a second reference, if needed.
Cost
You can choose to enter the total cost of the invoice or the cost/l, the result will be the same.
Ref. #
The invoice, or reference number.
City
Some companies needs these infos to create tax reports...
Odometer
Odometer reading.
Optional. When you enter a value here, an odometer statement is automatically created.
Note
A note about the current record.
Save
Cancel

Qty.
The total fuel quantity purchased.

Repairs
You can access this window through the menu Expenses -> Repairs.
This window allows you to create, edit and track your repair.
List
The list of your existing repairs. Just click the one you want to select. A double click on a repair will pop up the
Add/edit repairs window
Search
Add
To add new repairs through the add/edit repairs window.
Detailed repair print
These buttons allow you to print the details of the selected repair. See the details of repair window for
more details.
Delete
Edit
Exit
Close this window.
Note

Add/edit repairs
This window allow you to fill the data concerning a new repair or to edit data from an existing one.
Vehicles list
Choose the vehicle for wich you want to edit or create a repair. You will not be able to select another vehicle than
the selected one if you come from the vehicles window.
Suppliers list
Date
The date of the repair.

Date #2
You can use this field as a second date reference, if needed.
Cost
The price paid!
Ref. #
Piece(s) under warranty
Check this box if pieces are under warranty for this repair.
Odometer
Odometer reading.
Description
Description of the repair.
Warranty ref.
Reference # of the warranty.
Warranty description
A descritpion of the warranty.
Note
Save
Cancel
<TODO: Control Name>
<TODO> Insert description text here... And don't forget to add keyword for this topic
Details of repair
This window is the list of items and labour of a selected repair.
List
The list of items of a repair. Just click the one you want to select. A double click on an item will pop up the Add/edit
repair fee window
Add
To add new details through the add/edit repair fee window.
Delete
Edit
Exit
Close this window.

Add/edit repair fee
This window allow you to fill the data concerning a new item of a repair or to edit data from an existing one.
Qty.
Enter the quantity according to the type of item you are editing :
• For a part : the quantity
• For labour : the hours
• For others : the quantity
Save
Cancel

Part option
To create a new part in the detailed repair. You will have to select a part from the part selection list by
clicking on the "Select a part" button. You can see below, the part number, the description and the cost/
unit of the current selected part.
Labour option
To create a labour item in the detailed repair. You have to enter the cost/hour.
Other option
To create any other fees in the detailed repair. You can enter a description and a cost/unit.
Part selection
<TODO> Insert description text here... And don't forget to add keyword for this topic
List
The list of parts in the system.
OK button
To validate your selection.
Cancel button
To cancel the selection.

Oil changes
You can access this window through the menu Expenses -> Oil changes.
This window allows you to create, edit and track your oil changes.
List
The list of your existing oil changes. Just click the one you want to select. A double click on an oil changes will pop
up the Add/edit oil changes window
Search
Add
To add new oil changes through the add/edit oil changes window.
Delete
Edit
Exit
Close this window.
Note

Add/edit oil changes
This window allow you to fill the data concerning a new oil changes or to edit data from an existing one.
Date
The date of the oil change.
Cost
The price paid!
Oil type
Choose the oil type used for the oil changes (standard or synthetic).
Odometer
Odometer reading.
Optional. When you enter a value here, an odometer statement is automatically created. If there is an oil change
service in the schedule of the current vehicle, a message will prompt you if you want to update this service with the
data of the current oil change.
Vehicles list
Choose the vehicle for wich you want to edit or create an oil change. You will not be able to select another vehicle
than the selected one if you come from the vehicles window.
Suppliers list
Ref. #
Note
Save
Cancel
Date #2

Tire purchases
You can access this window through the menu Expenses -> Tire purchases.
This window allows you to create, edit and track your tire purchases.
List
The list of your existing tire purchases. Just click the one you want to select. A double click on a tire purchases will
pop up the Add/edit tire purchases window
Search
Add
To add new tire purchases through the add/edit tire purchases window.
Delete
Edit
Exit
Close this window.
Note

Add/edit tire purchases
This window allow you to fill the data concerning a new tire purchase or to edit data from an existing one.
Vehicles list
Choose the vehicle for wich you want to edit or create tire purchases. You will not be able to select another vehicle
Suppliers list
Date
The date of the tire purchase.

Brand
The brand.
Model
The model.
Tire type
The type (winter, summer, 4 season)
Qty
The quantity of tires purchased.
Total cost
The total price paid!
Ref. #
Approx. end of life
The approximative end of life of the tires.
Stocking
Where are they stocked?
Note

Save
Cancel
Date #2

Other fees
You can access this window through the menu Expenses -> Other fees.
This window allows you to create, edit and track your other fees.
List
The list of your existing other fees. Just click the one you want to select. A double click on an other fee will pop
up the Add/edit other fees window
Search
Add
To add new other fees through the add/edit other fees window.
Delete
Edit
Exit
Close this window.
Note

Add/edit other fees
This window allow you to fill the data concerning a new other fees or to edit data from an existing one.
Vehicles list
Choose the vehicle for wich you want to edit or create an other fee. You will not be able to select another vehicle
Suppliers list
Date
The date of the other fee.
Cost
The price!
Ref. #
Description
A description of the other fee.
Odometer
Odometer reading.
Note
Save
Cancel
Date #2

Groups of vehicles
You can access this window through the menu Vehicles -> Manage groups of vehicles.
This window allows you to create and edit groups of vehicles.
Groups of vehicles list
This is the list of all existing groups.
Vehicles of the selected group list

This is the list of vehicles of the selected group.
Add button
To add new groups through the Groups of vehicles add/edit window.
Delete button
Edit button
Add a vehicle to this group button
To add a vehicle to the selected group.
Remove vehicle(s) from this group button
To remove vehicle(s) from the selected group.
Exit button
Close this window.

Add/edit groups of vehicles
This window allow you to fill the data concerning a new group of vehicles or to edit data from an existing one.
Code
The code of the group.
Desription
A short description of the group.
Note
A note about the group.
Users button
This button is visible only if the security feature is activated. It allows you to select which users will have
access to the current group. Only these users will be able to see and edit the vehicles of this group.
Save button

Cancel button

You can access this window through the menu Vehicles -> Master list of services.
This window allows you to create and edit service items.
First step before creating a service schedule for your vehicles is to create your "Master list of services". This list will be used
for the creation of the schedule of each vehicle in the "Service schedule tab" of the "Vehicles" window. It's your template.
Master list of service items

This is the list of all existing service items.
Delete button
Add button
To add new services through the Services add/edit window.
Edit button
Exit button
Close this window

Add/edit service item
This window allow you to fill the data concerning a new service item or to edit data from an existing one.
Frequency
Enter the frequency at which the service should be done. You can enter a time value or an odometer
value. Service will be marked as due when one of the two conditions is reached.
Description
Type here the description of the service item.
Save button
Cancel button

You can access this window through the menu Vehicles -> Master list of parts.
This window allows you to create and edit parts.
Parts are used to create detailed repairs.
Parts list
This is the list of all existing parts.
Add button
To add new parts through the Parts add/edit window.

Delete button
Edit button
Exit button
Close this window.

Add/edit parts
This window allow you to fill the data concerning a new part or to edit data from an existing one.
Cost
The price of the part.
Supplier
The supplier of the part
Manufacturer
The manufacturer of the part
Description
The description of the part
Part number
The number of the part
Save button
Note
A note about the part
Cancel button

Vendors
You can access this window through the menu Vehicles -> Suppliers.
This window allows you to create, edit and track your suppliers.
List
The list of your existing suppliers. Just click the one you want to select. A double click on a supplier will pop up
the suppliers editing window.
Search
Add
To add new suppliers through the add/edit suppliers window.
Delete
Edit
Exit
Close this window.
Supplier data
Data about the selected supplier.

Add/edit vendors
This window allow you to fill the data concerning a new supplier or to edit data from an existing one.
Save
Cancel

Reports
This section is about reports and graphs you can create.

Cost/distance tab
You can access this window through the menu Vehicles -> Reports.
This tab allows you to show and print reports about expenses/distance covered and fuel efficiency of your vehicles. The data
in the tab cost/km at the right are calculated in function of the "Expenses to include", the period and the selected vehicle(s).
List
The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at
the same time.
Expenses to include
Choose wich expenses you want to include in the reports.
Period
Select the period of data you want to include in your report(s). Although, reports will be created according to the
nearest existing odometer statements of the selected dates and for the selected vehicle(s).
For example : If you choose 2005-01-01 as the starting date, and the nearest odometer statement before the
chosen date (if there is no odo. stat. before the chosen date, then, the nearest odo. stat. after the chosen date will
be used) is 2004-11-29, then, this date will be used to create the report. Data from 2004-11-29 will be used, not
from 2005-01-01.
Show
Show before printing.
Print
Print the report.
First odometer statements
The date of the first odometer statement found according to the selected period. See the "period" section for more
details.
Last odometer statements
The date of the last odometer statement found according to the selected period. See the "period" section for more
details.
Expenses
Data about expenses and cost in function of the distance covered of the selected vehicle (according to the selected
criteria).
Fuel efficiency
Data about fuel efficiency of the selected vehicle and period.

Search

Expenses and fuel efficiency report

Expenses tab
You can access this window through the menu Vehicles -> Reports -> Expenses tab.
This tab allows you to show and print reports about expenses concerning your vehicles. The data in the tab "Expenses" at
the right are calculated in function of the "Expenses to include", period and selected vehicle(s).
List
the same time.
Expenses to include
Period
from 2005-01-01.
Do not show details
Check this box if you dont want to show the detailed transactions in the report. You will only see the total cost for
each selected expenses.
Detailed_report
Simple_report
Export to excel
Use this button to export the current report to Microsoft Excel. Please note that you must have MS Excel
installed on your computer to perform this operation. You can generate more excel report by using the
Export database tables to excel window.
List of detailed repairs
If there is detailed repairs created for the selected vehicles, you can print them using this button.
Expenses by vehicle detailed report

Expenses by vehicle simple report

Graph tab
You can access this window through the menu Vehicles -> Reports -> Graph tab.
This tab allows you to show and print graphs concerning your vehicles.
List
the same time.
Expenses to include

Period
from 2005-01-01.
Fuel efficiency
Show the fuel efficiency graph.
X axis
Select wich information you would like to show in the X axis (vehicles, month, type of expense).
Expenses graph
Show the expenses graph.

Expenses by vehicle graph

Expenses graph

Monthly expenses graph

Fuel efficiency graph

Others tab
You can access this window through the menu Vehicles -> Reports -> Others tab.
This tab allows you to show and print maintenance, vehicle data and odometer statements reports concerning your vehicles.
List
the same time.
Vehicle's data report
This section allow you to print a report containing detailed data about your vehicle (registration, VIN, insurance info,
etc.).
If you want, you can print only one vehicle by page by checking the appropriate box.
Vehicle's data report

Maintenance report
This section allow you to print a maintenance report. By checking the box "Print only maintenance to do", the report
will contain only the service item that should be done immediately.
If you want, you can print only one vehicle by page by checking the appropriate box.
Maintenance report
Expenses to include
Period
from 2005-01-01.
Odometer statements report
This section allow you to print a report containing odometer statements.
By checking the appropriate box, you will print only the most recent odometer statement for each vehicle.

Maintenance report

Vehicle detail report


Drivers report

Export database tables to excel
This window allows you to export database tables to Microsoft Excel. You will then be able to create your own
reports.
List
The list of your existing vehicles. Just click the one you want to select. You can select more than one vehicle at the
same time for the report creation.
Incl. explicit id. of vehicle
Checking this box will include the number, Class, Brand, Model, Year of the vehicle for each record. If
this box is not checked then, only the unique number of the vehicle will be included in the report.
Incl. explicit id. of suppliers
Checking this box will include the name and type of the supplier for each record. If this box is not
checked then, only the unique number of the supplier will be included in the report.
Include unique key of the table
If this box is checked, the unique number (key) of the record will be included in the report.
Others tab
This tab allows you to export the vehicle database table.

Personalize
You can access this window through the menu Options -> Personalize
This window allows you to personalize the software parameters for this computer only.
Language
Choose the language of the application.
Print dialog
It determines if the print dialog appear before printing a report.
Save
Save your modifications.
Database server
Here you must enter the name of the database server (the name of the computer where the database is installed).
It's applicable only with the Network Edition. See Network Edition setup section for more details. If you are not
using the network edition, this field must be filled with "(local)".
Cancel
Cancel your modifications.
Path of the database file
You can type the path of the database file on the database server. The default path for the database file
is "C:\Program Files\Vehicle Fleet Manager Data".
Service reminder
Type here how many days before a service is due you want to be reminded that it will be due soon. The
service and the vehicle will appear in yellow when it is almost due.
Parameters
You can access this window through the menu Options -> Parameters
This window allows you to configure the global parameters of the software. Modifications will be effective on every computer
in the network (if applicable).
Distance unit
Select the distance unit.
Volume unit
Select the currency.
Currency
Select the volume unit.
Save
Save your modifications.
Cancel
Cancel your modifications.

Security options
You can access this window through the menu Options -> Security options
This window allows you to configure options regarding the security of the software. It let you activate the security and
change other security parameters.
Activate security login
Select wether or not the security logins are active. If this options is selected, users will have to enter a
username and a password to access the program. See the Users and Access levels sections for more
details on how to configure users and access levels.
After option
Selecting this options allows you to determine a period of inactivity time after which the program will be
locked. The login window will then appear and user will have to enter his username and password again.
Never option
By selecting this option, the program will never get locked until you close it or manually lock it with the
CTRL-L key or by clicking on the menu "Options - Security - Lock the program"
Modify "Admin" password button
This button let you get to the window Modification of 'admin' password. By default, this password is
empty. The 'admin' login give the user a full access to every feature of the software including security
options. It is strongly recommended that the person who will be in charge of setting the security features
change this password for a stronger one and keep it in a safe place.
Save button
Save modifications.
Cancel button

Login
This is the login window. It let users access the software with their own access level.
Username
Enter your username here.
Password
Enter your password here.

Modification of "Admin" password
This window allows you to modify the 'admin' password. By default, this password is empty. The 'admin' login give
the user a full access to every feature of the software including the security options. It is strongly recommended
that the person who will be in charge of setting the security features change this password for a stronger one and
keep it in a safe place.
Old password
You have to enter the old password before you can modify it.
New password
Here you can enter the new password.
Confirmation
Here you must re-enter the new password to confirm you have made no mistakes.
Save button
Save modifications.
Cancel button

Access levels
You can access this window through the menu Options -> Security -> Access levels.
This window allows you to create and configure access levels. Access levels are used for limiting access to certain
features of the software to users. See the Users window for more details about how to configure users.
List
The list of existing access level. Just click the one you want to select. A double click on an access level will pop up
the Add/edit access level window.
Add button
To add new access levels through the Add/edit access level window.
Delete button
Edit button
Exit button
Close this window.

Add/edit access level
This window allow you to fill the data concerning a new access level or to edit data from an existing one.
There is 7 main features of the software that can be given a restricted access :
1 - Vehicles data. Creation of vehicles and editing of existing ones can be limited by checking the appropriates boxes.
2 - Expenses. It includes repairs, oil changes, odometer statements (I know, it's not really an expense...), tires purchase,
other fees and even suppliers.
3 - Security features. This options restrict access to the "Security options" windows only.
4 - Parts. Creation of parts and editing of existing ones can be limited by checking the appropriates boxes.
5 - Services. Creation of services in the master list of services and in the vehicles window, and editing of existing ones can
be limited by checking the appropriates boxes.
6 - Groups of vehicles. Creation of groups of vehicles, and editing of existing ones can be limited by checking the
appropriates boxes.
7 - Suppliers. Creation of Suppliers, and editing of existing ones can be limited by checking the appropriates boxes.
Save button

Access level
Type in the name of the access level.
Cancel button

Users
You can access this window through the menu Security-> Users.
This window allows you to create, configure and consult users. Users are used for limiting access to certain features of
the software to certain people.
This function works the same way as the microsoft windows login. You have to enter a username and a password in the login
window to identify you. This login will let you have access to the features you need to access only.
List
The list of existing users. Just click the one you want to select. A double click on a user will pop up the Add/edit
user window.
Search
Add button
To add new users through the Add/edit user window.
Delete button
Edit button
Exit button
Close this window.

Add/edit user
This window allow you to fill the data concerning a new user or to edit data from an existing one.
First name
Type in the first name of the user
Last name
Type in the last name of the user
Username
Type in the username of the user
Password
Type in the password of the user
Access level
Select the access level you want to give to this user

Save button
Cancel button
Access to groups of vehicles
You can specify if this user can access all groups of vehicles or only the one he is allowed to. See the
Goups of vehicles section for more details.
Backup/Restore Database
Backup database
Use this menu to select the file name and the path of the database copy you want to make. Database copy will be saved
with ".gbk" extension.
Restoring the database

Replace the database file "GESTIONFLOTTE.FDB" in "C:\Program files\Vehicle Fleet Manager Data\" with one of the
backup file you have previously created (*.gbk) and rename it to "GESTIONFLOTTE.FDB". To perform this operation you
will have to close Vehicle Fleet Manager.
Network Edition Setup
Network Edition Setup
Please follow those instructions carefully :
1. Install the Vehicle Fleet Manager programme (www.vinitysoft.com/VFM/VFM22.exe)

on the computer which will be your database server. The database server can be any
computer on your local network.
2. Install the Firebird component on your database server (www.vinitysoft.com/VFM/
NetworkVFM.exe). IMPORTANT!: the installer programme will ask you where you want
to install the Firebird programme and will then ask you where you want to install the
database. The Firebird programme needs to be installed on the same drive as the
database itself.
3. Activate your server. To do this send us your server identification code and we will send
you the corresponding activation code. To obtain your identification code you need to click
on "Activate now" in the Vehicle Fleet Manager (trial version) start up window.
4. Make sure that the GESTIONFLOTTE.FDB database file is in your server’s "C:
\Program Files\Vehicle Fleet Manager Data" folder (or the folder specified during database
installation). If the "Program Files" folder on your server is not on the C drive then search
for it on the appropriate drive (for example: "M:\Program Files\Vehicle Fleet Manager
Data"). This path will be the one that you will need to set up on your client workstation at
the next stage.
5. Open Vehicle Fleet Manager on your server and go to menu "Options - Personnalize".
Replace the name of the database server for the server name. If you do not know the
name of the database server then, right-click on “Workstation”, choose "Properties" and
select the “Computer name” tab.
6. Go to a client workstation. Install Vehicle Fleet Manager (www.vinitysoft.com/VFM/
VFM22.exe), launch the application and click on the "Options - Database connection
information” menu and enter your server name in the appropriate box. If you do not
know the name of the database server then go to your server, right-click on “Workstation”,
choose "Properties" and select the “Computer name” tab.
7. On the workstation enter the server database path at the appropriate place (for
example: "C:\Program Files\Vehicle Fleet Manager Data").
8. Close the Vehicle Fleet Manager application on your client workstation and restart
it. The programme should automatically connect to the database. If it doesn’t work
it is probably because the database path is incorrect. If these parameters are correct
your server probably has a firewall. Most computers have a firewall. If so, you need to
deactivate it or set up a firewall exception. You need to set up a firewall exception for the
following programme file: "C:\Program Files\Firebird\Firebird_2_0\fbserver.exe". To add a
firewall exception (with Windows XP), go to "Start - Control Panel - Firewall". Click on
add programme in the "Exceptions" tab, click on browse and choose the following file: "C:
\Program Files\Firebird\Firebird_2_0\Bin\fbserver.exe"

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Vehicle fleet manager

Created with DrExplain

Created with DrExplain

Access button to the Vehicles list.

Access button to the Drivers list.

Master list of services

Access button to the master list of services.

Master list of parts

Access button to the master list of parts window

Access button to the reports window

Access button to the excel exportation window

Access button to the odometer statements list.

Access button to the fuel statements list.

Access button to the oil changes list.

Access button to the repairs list.

Access button to the tire purchase list.

Access button to the other fees list.

Allow access to the vehicles list.

Manage groups of vehicles

Allow access to the "Groups of vehicles" window.

Allow access to the odometer readings

Master list of services

Allow access to the "Master list of services" window.

Master list of parts

Allow access to the "Master list of parts" window.

Allow access to the "Vendors list".

Allow access to the "Drivers" window.

Allow access to the reports window.

Created with DrExplain

Allow access to the fuel statements list.

Allow access to the oil changes list.

Allow access to the repairs list.

Allow access to the tire purchases list.

Allow access to the other fees list.

Created with DrExplain

Allow access to the personalization window

Allow access to the global parameters configuration window.

Backuping the database

Allow access to the security options window

Allow access to the Users window

Allow access to the Access levels window

Created with DrExplain

Number : A number allowing you to easily identify you vehicles.

This frame contains insurances informations about the selected vehicle.

Click here to add a new vehicle.

Delete the selected vehicle(s).

Close this window.

This frame contains informations about the rent of this vehicle.

Actual driver of the selected vehicle

Add a fuel transaction

Delete the selected(s) transaction(s)

Click this button to delete the selected(s) fuel transaction(s).

Fuel transactions list

Add an oil change transaction

Delete the selected(s) transaction(s)

Oil change transactions list

Edit the selected transaction

Add a repair transaction