Decommissioning, Selling or Permanently Deleting a Vehicle
Overview
When a vehicle leaves the fleet, you do not delete it – you set a status. This keeps receipts, contracts, damages and mileage history available for analyses while the vehicle disappears from day-to-day operations. Permanent deletion is a separate, deliberately high-threshold admin step.
The status buttons in the action bar
In the action bar of the vehicle file you switch with a click – the change is saved immediately ("Status erfolgreich gespeichert." / Status saved successfully.), and the active button turns yellow:
| Status | Typical use |
|---|---|
| Verkauft (Sold) | Vehicle was sold or returned to the lessor |
| Inaktiv (Inactive) | Vehicle rests temporarily or permanently (e.g. deregistered) |
| Stillgelegt (Decommissioned) | Vehicle has been taken out of service |
| In Werkstatt (In workshop) | Vehicle is temporarily not ready for use (no file write protection) |
The "Status seit" (Status since) note in the file shows from when the respective status applies. To revert it, click the same button again.
What do Sold / Inactive / Decommissioned do?
- File write-protected: "Dieses Fahrzeug ist verkauft, stillgelegt oder inaktiv und kann nicht mehr bearbeitet werden." (This vehicle is sold, decommissioned or inactive and can no longer be edited.) Only the status buttons remain operable (Article 44).
- No more reminder e-mails: vehicle inspection, UVV, tire-change and leasing notifications skip these vehicles (Articles 04, 05, 06).
- KFZ-Info frozen: the hourly KPI calculation leaves out sold vehicles – forecasts and projections stay at their last state (Article 14).
- No longer bookable: in the driver portal/WebRes, only active vehicles are offered as available (Article 96).
- Hidden from lists and dashboard: the vehicle overview, the vehicle navigator and the dashboard warning lists only count active vehicles; the overdue notice for vehicle inspection/emissions test is also suppressed. In contract analyses, contracts of such vehicles are marked as inactive.
Historical data (receipts, costs, contracts, damages) is fully retained and continues to feed into period-based analyses.
Distinction: the special "Status & Planung" (Status & Planning) status
Independently of this, the file recognizes a special status in the Status & Planung (Status & Planning) area (Normal, Bestellt / Ordered, Geliefert / Delivered, In Umbau / Being converted, Standby, Im Abverkauf / For sale) along with a to-do list. "Im Abverkauf" (For sale) is suitable for the preparation phase before the sale; only the Verkauft (Sold) status freezes the file. Via "In Betrieb nehmen" (Put into service), a vehicle returns from the special status to the active fleet (Article 34).
Permanent deletion (WebAdmin only)
The Löschverwaltung (Deletion Management) works in two stages:
- "Zur Löschung markieren" (Mark for deletion) – the vehicle receives a deletion marker ("Fahrzeug wurde zur Löschung markiert." / Vehicle has been marked for deletion.); it can be reverted at any time via "Löschmarkierung entfernen" (Remove deletion marker).
- "Endgültig löschen" (Delete permanently) – only for WebAdmins, only when the marker is set ("Bitte markieren Sie das Fahrzeug zuerst zur Löschung." / Please mark the vehicle for deletion first.) and not while another user is editing the file.
Before executing, FMWeb warns: "Das Fahrzeug und alle zugehörigen Daten werden endgültig gelöscht. Möchten Sie fortfahren?" (The vehicle and all associated data will be permanently deleted. Do you want to continue?) This removes all linked data in one go, including receipts, damages, penalties, appointments and calendar, documents, fuel cards, mileage/odometer history, driver's logbook, travel expenses, vignettes, insurance and leasing contracts, as well as home-charging sessions. This step is irreversible – for retired vehicles, "Verkauft" (Sold) or "Stillgelegt" (Decommissioned) is almost always the right choice.
Frequently asked questions
A vehicle was accidentally set to Sold – now what? With vehicles.edit, click Verkauft (Sold) again in the action bar; the status is reverted and the file becomes editable again.
Why does the driver keep getting mail about the vehicle? Check whether Sold/Inactive/Decommissioned is really set – In Werkstatt (In workshop) does not suppress reminder mails.
Does a sold vehicle still count in analyses? Yes, in period-based cost analyses for the time before the sale; but no longer in stock and warning lists (Article 84).
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