Selection of the 
icon from the
Toolbar in the Vehicle Movements screen opens the
Tracking Record screen.
This screen enables the creation and subsequent administration of tracking records for a selected vehicle. During creation of a new tracking record some of the fields on the movement details form may prove to be surplus to requirements. This is not important, one of the main reasons for creating the tracking record is not to view the record itself, but to establish the Status Code against the vehicle record. The codes is user-definable and can represent a large variety of different processes:
This screen is split into four parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Tracking Record menu bar is as follows:
Save
Saves data amendments.
Delete
This icon only becomes available following creation of the movement record and is used for deleting the current tracking record.
Exit
Exits to the Vehicle Movements screen. If any data changes have been made the system prompts "Do you want to save changes to this movement?". Select the Yes, No or Cancel command button as appropriate.
Provides online access to a context sensitive Help screen.
The content of the Tracking Record toolbar is as follows:
Exits to the Vehicle Movements screen. If any data changes have been made the system prompts "Do you want to save changes to this movement?". Select the Yes, No or Cancel command button as appropriate.
Saves data amendments.
This icon only becomes available following creation of the movement record and is used for deleting the current tracking record.
The icon to create a termination record via the Terminate Vehicle screen is not enabled within this screen.
Provides online access to a context sensitive Help screen.
The Tracking Record Dialogue Box contains the following data entry fields:
The registration number of the currently selected vehicle. This field cannot be edited.
The agreement number to which the currently selected vehicle is attached. This field cannot be edited.
The system automatically displays text derived from the user login ID and the current date and time. e.g. kcc82-14/12/00-14:54. This may be overtyped to create an alternative reference if required. It is usual to accept the default contents for vehicle tracking records.
The branch from where the collection is to be made e.g. NEW (Newbury). Selection of the ellipsis button immediately to the right of this field displays a Branch Records List Box which displays a list of current available branches from which to select. Only valid branch codes may be used. These are set-up in the Branches menu option in the Miscellaneous Menu within the Movement Control Module.
This is the movement status code e.g. AGREE (Agreed Collection Time). It is optional for vehicle movements, but important for vehicle tracking records. Selection of the ellipsis button immediately to the right of this field displays a Status Codes List Box which displays a list of current available status codes from which to select. Only valid status codes may be used. These are set-up in the Movement Status Descriptions menu option in the Miscellaneous Menu within the Movement Control Module.
The full description of the status code is displayed to the right of this field.
The date the movement is to take place. Enter T if today's date is to be used.
The time the movement is to take place. This may be estimated between two given times. The earlier time is displayed here.
The time the movement is to take place. This may be estimated between two given times. The later time is displayed here.
The odometer reading when the vehicle movement begins. This may be important for collections that are charged by the mile.
The odometer reading at the end of the vehicle movement.
A series of mutually exlusive option buttons that allow input of a more generally vague collection time to be entered - morning, afternoon or, simply, unspecified.
Note: This option is unavailable for tracking and may only be used for collection and delivery records.
The registration number of the returning vehicle (if applicable).
The functionality to have an audit trail between a delivery and a returning vehicle is available through this field. It functions both ways, i.e. a Delivery can be tracked to a Collection and a Collection can be tied back to a Delivery.
If this field is updated then the program checks whether the vehicle is a Fleet or non-Fleet vehicle. If non-Fleet then the record in FD.motor is created and the system prompts for the vehicle description. The Collection form is then displayed with the Regno defaulted-in.
Within the main Vehicle Movements form itself, or via Fleet System Management Global Review any linked movement is clearly displayed as having an associated movement record, which can be directly accessed if required. If there is no linked vehicle then the fields remain blank. Accessing a linked record however, switches to the new registration and also allows a return back to the original vehicle.
The linking is important for reporting and query purposes, for a new vehicle delivery the movement agent may know the new car registration but may not know the details about the returning vehicle.
The address group of the customer attached to the vehicle.
Enter the Customer Address Group (e.g. MINERVA) directly or select the ellipsis (...) button immediately to the right of this field to initiate a Customer search. A single-left-click of the ellipsis button displays an Address Group Search form that enables selection from the current available address groups. The cursor is located in the search field. Key part or all of the required customer address group code (uppercase characters are required) and select the Group command button. Address Groups matching the entered criteria are displayed and, having selected the required group by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Tracking Record screen.
The customer name from the marketing record. The movement name is automatically displayed following selection of a known customer. This may be overtyped if required.
The movement address is automatically displayed following selection of a known customer. This may be overtyped if required.
The postcode is automatically displayed following selection of a known customer. This may be overtyped if required.
If company drivers are employed they should be established in the driver file in the Drivers menu option in Miscellaneous Options within Movement Control. The codes may also include agency drivers, either by name or by company. Only valid codes or a blank are permitted. The ellipsis button immediately to the right of this field enables selection from a list of currently existing drivers.
A small text area into which any special instructions (that are required to appear on the printed vehicle movement document) may be typed. Two lines of up to 50 characters are available.