Add Service Maintenance and Repair

Service Maintenance records reflect the total service cost associated to an invoice, and Service Repair records reflect detailed costs of that invoice.

For example, a Service Maintenance record contains the total invoice amount of $100 for invoice number 1234, and there are two Service Repair records (tire repair $50 and oil change $50) that equal $100 for invoice number 1234.

To add a Service Maintenance record to a vehicle you must first Search for the vehicle, then edit the vehicle in the Search Results window.

1.   Click on the Manage Vehicles button on the Fleet Management dashboard.  For details on accessing the dashboard refer to Fleet Manager.

2. The Fleet Vehicle Search screen appears. Search for the vehicle. For instructions on how to search for vehicles refer to Search Vehicles .

The results below are based on a search for a Toyota Highlander.

3. Click the edit icon on the vehicle that needs the Service Maintenance.
4. Page down and click Add Service/Maintenance Record on the Edit Fleet Vehicle window.

Service Maintenance records then appear in the grid as shown above. You can edit or delete the Service Maintenance records.

5. Enter the values in the Service/Maintenance window.

• The Vendor gives you the option to Select a value from a list, or Specify your own Vendor. Click on one of the options, then select or enter your answer in the text field provided.
• Reset Service Interval Mileage
- Leave this box empty If you would like to record services without resetting mileage. Example is when a tire is changed.
- Check this box if you would like Online RMS to use the mileage of this service maintenance record to determine the Next Service Mileage displayed on the View and Edit Vehicle screens, as well as, use on the Due for Maintenance Dashboard. Example is when the oil is changed.
- This option is not available for service maintenance records created as part of a crash report.
6. Click Save to create the Service Maintenance record, Cancel to return to the Edit Fleet Vehicle window without saving, or click Add Details to add Service Repair records.
7. If you chose to Add Details, the Edit Service Record appears. Select the Associate Service Requests, if applicable.

Note: The Fleet Manager can associate none, one, or multiple Service Requests to the Service Record. All selected Service Requests will become marked as Complete.

Note: Total Cost is read-only and calculates automatically: Service cost + supplemental costs + repair costs.

8. Click Add Service Repair to enter repair types and costs associated with the Service Maintenance record, if any.

9. Click Save to create the Service Repair record. Service Repair records then appear in the grid as shown above. You can edit or delete the Service Repair records.

10. Click Add Attachment to include images or documents to the Service Maintenance record, if any.

For more information on adding attachments, refer to Add Attachments.

11. Click Save, or click Go Back to return to the Edit Fleet Vehicle window. Both pending and approved Service Requests can be associated with a Service Maintenance Record.

Note: A Service Request can be associated with only one Service Maintenance Record.

Note: All selected Service Requests will become marked as Complete.