Register a vehicle and enter its registration data
This article shows you how to record a vehicle's registration-document data in its Fahrzeugakte (vehicle file), so the Zulassungsbescheinigung Teil I (registration certificate Part I) is stored digitally alongside the vehicle. You can type the data in by hand or pre-fill it from a scan.
Before you start
The vehicle master record (licence plate, VIN, brand and model) must already exist. Registration data is stored as a single row per vehicle, on the Registration document tab of the Fahrzeugakte. Viewing this tab requires the Vehicles.View permission; saving or scanning requires Vehicles.Manage, which is held by FleetManager and SystemAdmin (or any custom role granted that permission).
Enter registration data manually
- Open the vehicle and select the Registration document tab.
- Fill in the fields from the paper certificate (see the reference table below).
- Save. If no registration row exists yet, one is created; otherwise your changes update the existing row.
Field reference
| Field | Certificate reference | Notes |
|---|---|---|
| First registration | Feld B | Erstzulassung date |
| Manufacturer | Feld D.1 | e.g. Volkswagen |
| Type / model | Feld D.3 | Handelsbezeichnung |
| HSN | Feld 2.1 | Herstellerschlüsselnummer (manufacturer key number) |
| TSN | Feld 2.2 | Typschlüsselnummer (type key number) |
| Vehicle class | Feld J | e.g. M1, N1 |
| Body type | Aufbau | e.g. Limousine, Kombi |
| VIN | Feld E | Fahrgestellnummer (FIN) |
| Max. permissible weight | Feld F.1 | in kg |
| Power | Feld P.2 | in kW |
| Displacement | Feld P.1 | in ccm |
| CO₂ | Feld V.7 | in g/km |
| Emission class | Feld V.9 | Schadstoffklasse |
| Axles / Seats | Feld L / S.1 | counts |
| Colour | Feld R | - |
| Fuel | Feld P.3 | Kraftstoffart |
| Document number | - | certificate document number |
Pre-fill from a scan (OCR)
Instead of typing every field, you can upload an image or PDF of the certificate and let the system read it.
- On the Registration document tab, choose Scan document (OCR) and select the file.
- Recognised fields are mapped into the form as a draft for you to review. The system tells you how many fields it recognised.
- Correct any values, then save. Nothing is stored until you save.
Note: OCR pre-fill depends on an OCR provider being configured for your tenant. If no fields are recognised, you will see a message asking you to enter the data manually — the scan never overwrites saved data on its own.
Tip: HSN and TSN together identify the exact vehicle variant. Entering them accurately lets other parts of the Fahrzeugakte match your vehicle to the shared technical catalogue.
Related
- Track licence plate history and change a plate
- Manage a leasing contract for a vehicle
- Export the Fahrzeugakte as a PDF
- Plan a vehicle replacement
