New Vehicle: From Acquisition to the First Fuel Receipt

Overview

This checklist guides you through all the stages of a new vehicle – from the master-data prerequisites, through the complete vehicle file, to verifying that the first fuel receipt automatically lands on the vehicle. Each step refers to the detailed article; it's best to complete the items in the order given.

The checklist

1. Check the master-data prerequisites. Verify whether the make and model (Article 22), body type (Article 26) and location (Article 24) already exist as catalogs. You can also create missing entries later, directly from the file, via the plus icon (Article 34).

1. Create the vehicle. Under Stammdaten → Fahrzeuge (Master Data → Vehicles), the two mandatory entries Kennzeichen (Licence plate) and Bauart (Body type) are sufficient; you add everything else afterwards in the file (Article 33). Write the licence plate exactly as it will later appear in your provider's fuel-card files – it is the matching key for the import.

1. Complete the data sheet and technical data. Maintain the make, model, drive type, location and mileage in the Übersicht (Overview) tab (Article 34), as well as the chassis number, HSN/TSN and consumption data in the Technik (Technical) area (Article 35).

1. Record the purchase or lease. Document purchased vehicles in the Kauf/Finanzierung (Purchase/Financing) area (Article 36); record leasing vehicles with complete terms – term, contract kilometers, over-/under-mileage rates – in the Verträge (Contracts) area (Article 38). Complete terms are later the basis of the return cockpit (Article 13).

1. Enter the insurance. Record the policy, insurer and no-claims classes in the insurance area of the file (Article 37).

1. Store the vehicle-inspection/UVV dates. Enter the due dates in the maintenance area (Article 39) – they are the basis for the automatic reminders. Check that the tenant's vehicle-inspection/UVV info mails are activated and a template is assigned (Article 04).

1. Assign a driver. The assignment is done on the vehicle via the Fahrer (Driver) field in the data sheet (Article 34); it determines who receives the vehicle-inspection/UVV and tire reminders. Make sure the driver has a valid e-mail address (Article 45).

1. Ensure the fuel card and import assignment. Order the fuel card for the licence plate and check that the spelling in the vehicle file exactly matches the provider file – the import assignment runs exclusively via the licence plate (Article 08). Article 10 describes the check rules and approval queue.

1. File the documents. Upload the vehicle registration, purchase/leasing contract and handover documents in the Dokumente (Documents) tab of the file (Article 107; requires the license "Dokumentenverwaltung" / Document Management).

1. Verify after the first refueling. After the first import run, check whether the fuel receipt was booked onto the vehicle and the mileage updated (Article 08). From then on, the vehicle appears with KPIs in the analyses (Article 73) and – with an Enterprise license – in the vehicle stocks (Article 84).

Common pitfalls

• The fuel receipt doesn't find the vehicle: almost always a differing licence-plate spelling between the provider file and the vehicle file (Article 08).
• No vehicle-inspection reminder: no driver assigned, driver without e-mail, or the tenant's info mails deactivated (Articles 04, 07).

Related articles

• 33 – Creating a Vehicle: Step by Step
• 34 – Vehicle Data Sheet
• 08 – Fuel Card Import
• 04 – Vehicle-Inspection and UVV Reminders
• 127 – New Driver in 10 Minutes