Plan a vehicle replacement
This article shows you how to plan the replacement of a fleet vehicle using the Status & planning tab of its Fahrzeugakte (vehicle file). The platform has no separate "replacement wizard"; instead you combine the operational status, planning to-dos, odometer readings, and the leasing contract end date to manage a vehicle towards end of life.
Where replacement planning happens
Most of the work happens on the Status & planning tab. Viewing it requires the Vehicles.View permission; changing status, to-dos, or readings requires Vehicles.Manage (FleetManager, SystemAdmin, or a custom role granted it).
1. Use operational status to signal intent
The operational status is an at-a-glance badge on the Fahrzeugakte, independent of the vehicle's booking availability. Set it to reflect where the vehicle is in its replacement:
| Status | Use during replacement |
|---|---|
| Ordered | A replacement vehicle has been ordered but not yet delivered. |
| Sale pending | The outgoing vehicle is being sold or returned. |
| Reserved / In workshop | Temporarily held back or in the shop before hand-over. |
| Decommissioned | Set automatically once the vehicle is formally retired. |
To change it, choose Set status and pick the new value. The date the status changed is recorded and shown next to the badge.
2. Track the steps with planning to-dos
Use the planning to-do list to capture the tasks a replacement involves — order the successor, arrange plate takeover, return equipment, schedule collection, cancel insurance, and so on.
- On the Status & planning tab, type a task into the new-to-do field and add a Due date and optional notes.
- Open items are listed by due date so the next action is always on top.
- Mark a to-do done when it is complete; its completion time is recorded and it moves to the bottom of the list.
3. Watch mileage against the leasing term
Two signals tell you when replacement is due:
- Odometer readings — add readings on the same tab to build a mileage trend. Each new reading advances the vehicle's current odometer when it is the highest recorded. Compare the trend against the vehicle's allowed annual mileage.
- Leasing end date — on the Contracts (Verträge) tab, the contract's end date tells you when a leased vehicle must be returned, and the included mileage tells you whether you are heading for an excess-mileage charge.
Tip: Create a to-do dated a couple of months before the leasing end date so the successor is ordered in time. Pair it with the Ordered status once the replacement is placed.
Note: Changing the operational status does not take the vehicle out of service on its own. To stop new bookings, deactivate the vehicle; to formally retire it, use the decommission action.
Related
- Decommission (retire) a vehicle
- Manage a leasing contract for a vehicle
- Transfer a licence plate between vehicles
- Export the Fahrzeugakte as a PDF
