Dossier Data Collection and Planning...

Fleet Maintenance Software

DossierData Collection

and Planning FormsVersion 6.3

By

ARSENAULTAssociates

6 Terri Lane, Suite 700Burlington, NJ 08016

(609) 747-8800Fax (609) 747-8801

[email protected]

Copyright 1986-2013 © Arsenault Associates - All Rights Reserved

Microsoft, Windows, and Excel are registered trademarks of Microsoft Corporation in theUnited States and/or other countries.

Intel and Pentium are trademarks of Intel Corporation in the U.S. and other countries.

Avery is a trademark of Avery Dennison Corporation.

Networkfleet is a registered trademark of Networkfleet, Inc.

NAPA is a trademark of the National Automotive Parts Association.

The GMC trademark and design are registered trademarks of GMC.

All other registered and unregistered trademarks are the property of their respectiveowners.

Customer Name:

Customer Data Collection Form

Street 1:

Street 2:

City:

Phone:

Email:

Site:

State:

Fax:

Zip:

All Sites

Billing Information

Hourly Labor Rate: .Parts Pricing Method:

Parts Markup/Discount:

Payment Term:

%

Contact Name:

Priority: ASAP

High

Medium

ACTIVE Diagnostic Trouble Codes

PENDING Diagnostic Trouble Codes

Dossier On-Board Planning Form

Alert Options

SERVICE Reminders

Alert Defaults

VMRS System:

Low

Info Only

Start codes at:

External Work Management and NAPA Integration Planning Form

External Work Authorizations

Reject invoices with a total cost exceeding the authorized amount by at least

External Repair Order Import

Automatically generate authorization codes

Code prefix:

Hide cost types (part/labor)

Default Costs Type: Part

Labor

%

Vendor:

NAPA Integration Options

Repair Reason:

Group:

Fuel Analysis Group Planning Form

Name:

Description:

Assigned Units:

Fuel Inventory Data Collection Form

Fuel Item:

Description:

Fluid Type:

Manufacturer:

Units of Issue:

Avg. Cost:

Last Price Paid:

Current Price:

Preferred Cost:

Primary Vendor:

Max Stock Level:

List Price:

VMRS Code:

On Hand:

List Minus:

Reorder Level:

Stock

Location:

Site: Short Location:

Vendors

Fuel Item: Description:

Qty

Cross-Referenced Fuel Items

Site:

Building: Room: Aisle: Row: Shelf: Biin:

Part Number: Description:

QtySite:



QtySite:


VendorLast Price Paid

Yes

PrimaryVendor Part Alias

Yes

Yes

Fuel Type

Pre-Loaded Fuel Types and Associated Fuel Inventory Items Planning Form

StockedDefault

(Yes or No) Non-StockedDefault

(Yes or No)

Beginning month:

General Settings Planning Form

Reporting Period Options

Your Company Name and Address

Standard Calendar Year

Fiscal Year:

Custom:

From: To:

Name:

Address:

Phone:

Database Name

Name:

Display date format tooltip when entering dates

1

Group Account Planning Form

Group Name: ______________________________________

Access all sites:

Description: _____________________________________________________________________

User Members: _______________________________ _______________________________

_______________________________ _______________________________

_______________________________ _______________________________

_______________________________ _______________________________

Object Permissions Tab Read Update Create Delete

Adjust Parts

Authorizations (optional External Work Management feature)

Batches (optional Fuel or External Work Management features)

Broadcast Work Pending

Budget

Code Tables

Cost Codes

Customer (optional Customer Management feature)

Fuel Analysis Groups

Fuel and Fluid Part Receipts

Fuel and Fluid Purchase Orders

Fuel Import Definitions (optional data import function)

Group Accounts

Life Cycle Groups

Locks

Mechanic Hours (data entry screen)

Meters & Fuel (data entry screen)

Part (part information data entry screen)

Pending Part

Pending Unit Charge

Periods

Personnel (mechanic/driver data entry screen)

Pocket Dossier Devices (optional feature)

Purchase Order (parts PO data entry)

Quote (optional Customer Management feature)

Receive Parts

2


Object Permissions Tab (cont.) Read Update Create Delete

Reorder Parts

Repair Order

Repair Order Templates

Return Parts

Setup Options

Sites

Source Configuration

States

Tire (optional Tire Inventory feature)

Transfer Parts

Trip (optional Trip Reporting feature)

Unit

Unit Sets

User Accounts

Vendor (initial vendor data entry screen)

VMRS Codes

Warranties

Work Pending (data entry screen)

X-Factor Costs (data posting screen)

General Permission Tab Allow – Enter Yes or No

Approve Quotes

Audit Configuration

Author Reports

Auto Post

Close R/Os

Data Export Folder Management

Data Export Management

Data Exports

Dossier Lite - Create Meter Reading

Dossier Lite - Create Work Pending

Dossier On-Board Configuration

Edit Authorization Status

Edit Closed R/Os

3


General Permission Tab (cont.) Allow – Enter Yes or No

Edit External R/O Vendor Payment Info

Edit Protected Items

Edit Tire History

Event Log Reporting

External R/O Import

Fuel Dashboard

Fuel Import

Instant Recall – Change Count

Instant Recall – Disable Auto-Open

License Key Update

Local User Interface Logon

Memorize Reports

Object History Reporting

Override Prohibit Overlapping Mechanic Assignments

Override Restricted Mechanic Labor Entry

Part Receipts – Approve

Part Receipts – OK to Pay

Pending Unit Charges - Apply Charges

PM Compliance Dashboard

Purge

Report Control Panel

Report Folder Management

Report Management

Schedule Reports

Scheduler & Conduit Configuration

Toolbar Management

Undelete

Unit - Update Status

4


Report Folders Tab Execute (Yes/No) Create (Yes/No)

Budget Folder

Configuration Folder

Customer Folder

Fuel Folder

Inventory Folder

Miscellaneous Folder

Obsolete Reports Folder NA

Part Folder

Personnel Folder

Tire Folder

Trip Folder

Unit Folder

Vendor Folder

Server:

Instant Recall and Mail Server Planning Form

Instant Recall

User ID:

Show Instant Recall on repair orders

Show Instant Recall on quotes

Show Instant Recall on external work authorizations

Show prior repair orders Allow users to modify this value

Allow users to disable Instant Recall auto-open feature

Animate Instant Recall sidebar open/close

Mail Server

Password:

Reply To Address:

Show Instant Recall on units

Label printer:

Labels Planning Form

External Work Authorizations

Part Receipts

Generate

Labels will be printed: Batched at end

AAA

BBB

CCC

Prompt before printing

Print purchase price on labels

Label key:

Label configuration: 1-up labels

2-up labels

core part labels for core-enabled parts

Generate core part labels for tire parts

Meter and Fuel Planning Form

Meter and Fuel Options

Automatic Fuel Dashboard Refresh

Warn on duplicate fuel ticket entry

Perform miles per gallon calculation when entering fuel tickets

Refresh Interval:

Fuel Parts Pricing Method:

hrs

Documents Directory:

Miscellaneous Settings Planning Form

Documents Setup Options

Warn

Expiration Date Options

days prior to expiration dates

Warn days prior to expiration dates for personnel licenses, certification, and physicals

Locate boxes:

Maximum Entries in Locate Boxes and Search Result Lists

Search result lists:

Personnel Options

Advanced driver assignment data entry

Preventive Maintenance Options

Require meter readings on PMs

VMRS Coding Options

Hide AssemblyPart Entry:Hide AssemblyLabor Entry:

Hide Component

Allow invalid readings on PMs

Data Exports Options

Re-export updated items

Work Pendings Options

ASAPDefault Priority:

HighDefault VMRS System:

Medium

Low

Info Only

Vendor Options

Vendor Name

Vendor and Site

Hide Component

Optional Features and Auditing Planning Form

Data retention period:

Auditing Options

Optional Features Options

Pending unit charges

Pending X-factors

Pending parts

Fuel and fluid purchasing

Default repair reason:

Default repair class:

For pending unit charges:

Max. disk space usage:

When the maximum disk space is reached, remove this amount of auditing data:

Warn when the disk space is below: GB

%

Part Data Collection Form (part 1 of 2)

Part Number:

Description:

Fluid Type:

Manufacturer:

Units of Issue:

Max Stock Level:

Average Cost:

Last Price Paid:

Current Price Pd:

Primary Vendor:

List Price:

Stock

List Minus:

VMRS Code:

User Code:

Reorder Level:

Preferred Cost:

Wear/Routine

Print Labels

Cross Reference

Core Enabled

Core Part

Tire

Location:

Site: Short Location:

Building: Room: Aisle:

Row: Shelf: Bin:

Vendors

VendorLast Price Paid

Yes

PrimaryVendor Part Alias

Yes

Yes

Yes

Yes

Yes

Yes

Yes

On Hand:

Part Data Collection Form (part 2 of 2)


Qty

Cross-Referenced Parts

Site:

Building: Room: Aisle: Row: Shelf: Bin:

DocumentsPathFile Name Description


QtySite:



QtySite:



QtySite:


Warranty Information

Time Term or Distance/Meter Term:


QtySite:


Markup:

Parts Planning Form

Current Price

List Minus and Preferred Price

Part Receipts Options

Default price per to last price paid

Average Cost

Last Price Paid

%

List Minus Modifier:

Do Not Recalculate

Recalculate

%

Preferred Modifier: %

Suppress part inventory below zero warning

Display user code

Display User Code column for part receipt items

Use approval process

Enable part aliases Include part aliases in lists

Part number and site

Part number site, and primary vendor

Parts must be unique based on:

Personnel Data Collection Form

Emp Number:

Emp Name:

Address: Site:

Phone:

All sites

SSN:

Active

Certifications

Emergency Contact Information:

Name:

Relation:

Phone:

State NumberType Issue Date Expiration Date

Driver Information (enter either Driver or Mechanic information, but not both)

License Number:

License State:

License Exp.: Next Physical Date:

CDL Group:

Last Physical Date:

Mechanic Information (enter either Driver or Mechanic information, but not both)

Straight Time Rate:

Overtime Rate 1:

Overtime Rate 2: Shop Rate 3:

Shop Rate 1:

Shop Rate 2:

Shift:

DocumentsPathFile Name Description

Days Interval:

PM Service Planning Form

PM Service Name:

Interval Name:

Days Threshold:

Unit of Measure: Interval: Threshold:

Days Interval:

Interval Name:

Days Threshold:


Days Interval:

Interval Name:

Days Threshold:


Days Interval:

Interval Name:

Days Threshold:


Days Interval:

Interval Name:

Days Threshold:


Quotes and Purchase Orders Planning Form

Purchase Order Options

Quote Options

Purchase order numbers are unique

Use alternate vendor name, if available, on printed purchase orders

Display user code column for purchase orders (requires setup of GL Code validation)

Default quoted price to last price paid

Start PO numbers at:

Automatically generate purchase order numbers

PO prefix:

Quote numbers are required

Quote numbers are unique

Start Quote numbers at:

Automatically generate quote numbers

Quote number prefix:

Registered PDA Device

Registered Pocket Dossier Devices Planning Form

Hardware Identifier Registered PDA Device Hardware Identifier

RO Reason:

None

Units

Parts

Open Repair Order System

Automatically generate repair order numbers:

Repair Orders Planning Form (1 of 2)

Prior Repair History

Repair order numbers are required

Repair order numbers are unique

Automatically create labor details over multiple days

Check during data entry

Include due and overdue PMs in mechanic instructions

Include open work pending in mechanic instructions

Time in/out are required: Hide labor time in/out

Restrict mechanic labor entry (Check in/out; self-assignment only)

Prohibit overlapping assignments

Prohibit Save as Closed RO without time-out values

Mechanic Labor

RO Class:

Warranty Checking

Start repair order numbers at:

Repair order number prefix:

Show Instant Recall on repair orders

Show Instant Recall on quotes

Show Instant Recall on external work authorizations

Show prior repair orders Allow users to modify this value

Allow users to disable Instant Recall auto-open feature

Animate Instant Recall sidebar open/close

Warranty type:

Defaults

Open RO Stage:

Closed RO Stage:

Both

Repair Orders Planning Form (2 of 2)

Post costs to date (out) period

Post costs to date (in) period

Post costs to current period

Posting Costs

Ask For Period If Dates Are Not In Current Period

RO Reason:

None

Units

Parts

Open Repair Order System

Automatically generate repair order numbers:

Repair Orders Planning Form

Repair order numbers are required

Repair order numbers are unique

Automatically create labor details over multiple days

Check during data entry

Include due and overdue PMs in mechanic instructions

Include open work pending in mechanic instructions

Time in/out are required: Hide labor time in/out

Restrict mechanic labor entry (Check in/out; self-assignment only)

Prohibit overlapping assignments

Prohibit Save as Closed RO without time-out values

Mechanic Labor

RO Class:

Warranty Checking

Start repair order numbers at:

Repair order number prefix:

Warranty type:

Defaults

Open RO Stage:

Closed RO Stage:

Both

Post costs to date (out) period

Post costs to date (in) period

Post costs to current period

Posting Costs

Ask For Period If Dates Are Not In Current Period

Hide labor line tax Hide part line tax

Taxes

Automatic

Prompt

Unit Status

Labor quantity display: Fractional time (e.g., 5.1) Time elapsed (HH:MM)

15 min.

10 min.

Labor quantity interval:

6 min.

5 min.

1 min.

36 sec.

Use repair order site address

Use company address

Reports and Repair Order Prints Planning Form

Report Options

Repair Order Address

Report server for standard reports:

Use purchase order site address

Use company address

Purchase Order Address

Report server for user-defined and scheduled reports:

Include fuel parts on Parts reports

Disregard user's filter by site option AND site permissions for reporting purpose

Include cover page: Search and Select

Always

Never

Repair Order Heading

Repair Order Unit Specifications

(1)

(3)

(5)

Report Options

Report server for standard reports:

(2)

(4)

(6)

Site Planning Form (part 1 of 2)

Name:

Description:

Address:

Contact:Use Site Setup Options

Time Zone:

Observes Daylight Savings Time

Units Information

Parts Pricing Method:

Parts Tax Rate: Tax Exempt on Parts

Labor Cost Method:

Labor Tax Rate: Tax Exempt on Labor

Parts Information

Current Price: Average Cost

Last Price Paid

Markup: %

List Minus Preferred Price:

Do Not Recalculate

Recalculate: List Minus Modifier: %

Preferred Modifier: %

Suppress Part Inventory Below Zero Warning

Repair Orders Options

Restrict Mechanic Labor Entry

Prohibit Overlapping Assignments

Prohibit Save as Closed RO without Time-Out values

Meter and Fuel Options

Fuel Parts Pricing Method:

Hide labor line tax Hide part line tax

Taxes

External Identifier:

Site Planning Form (part 2 of 2)

Hours Information

Start Time End Time

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Report Options

Report Server:

Tire Options

Automatically Generate Tire Numbers: Starting at:

Prefix:

Length:

NAPA Options

Vendor:

Repair Reason:

Server:

User ID:

Mail Server

Password:

Reply To Address:

Tire Data Collection Form

Tire Number:

Orig. Mfgr.:

Site:

Tire Size:

Position:

Desired Press.:

Tread Warning:

Condition:

Initial # Recaps:

Date Acquired:

Tire Storage Area

Purchase Price:

On Unit

At Vendor

Missing

Disposed

Initial ReadingDate: Reading:

Reason:

Location:

Tread Depth: Description:

Date: Reading:Pressure: Description:

Tire Type:

DOT/Batch Number:

3rd Retread Design:

3rd Retread Make:

Specifications

Org. Tread Design:

1st Retread Design:

1st Retread Make:

2nd Retread Design:

2nd Retread Make:

Tire Construction:

Load Rating:

Recaps Allowed:

Additional Specifications:

Specification Value

Start tire numbers at:

Tire Options Planning Form

Report tires with

Defaults

Automatically generate tire numbers:

Tire number prefix:

Tread depth reading required at check-in/check-out (required for Total 32nds Used calculation)

%

Pressure:

Maximums

Tread depth:

Tire number length:

Condition:

readings with or more under desired pressure

Tread warning:

Disposal Reason:

Unit Data Collection Form (part 1 of 5)

Unit Information

Unit Number:

Category:

Mfg. Year:

Condition:

Date in Service:

License Plate:

Fuel Type:

Serial Number:

Site:

Region:

Location:

Vehicle Make:

Vehicle Model:

Engine Make:

Tire Size:

Tire Size Rear:

Wheel Type:

Status:

GPS:

Engine Model:

Trans. Make:

All Sites

Trans. Model:

Specifications

Area:

Division:

Line of Bus.:

Cost Center:

Department:

Body Type:

Reg. Weight:

Normal Use:

Additional Specifications:

Specification Value


Primary

Meter Information

Measurement:

Start Reading:

Reading Date:

Meter 1:

Import Offsets: DOB: Fuel:RO:

Pre-Dossier Miles:

Max Mile Monthly:

PrimaryMeasurement:

Start Reading:

Reading Date:

Meter 2:


Pre-Dossier Miles:

Max Mile Monthly:

PrimaryMeasurement:

Start Reading:

Reading Date:

Meter 3:


Pre-Dossier Miles:

Max Mile Monthly:

Fuel Information

Tank Size: IFTA IRP

Fuel Source: Card Number:

Serial Numbers

Unit SN:

Component SN

Additional Component Serial Numbers:


Preventive Maintenance

PM Name Unit of Meas.PM Interval/Threshold

Last Performed (Date/Miles)

Licences and Permits

State NumberType Issue Date Expiration Date


Automatic Cost Postings:

DescriptionVMRS System Start Date End Date

Cost Information

Customer:

Pre-Auth. Amnt:

Tax Exempt on Parts

Tax Exempt on Labor

Periods Cost

Automatic Depreciation Posting:

Start Date:

Book Value:

Useful Life:

Salvage Value:

Warranty Information

VendorWarranty Name Start DateStart Meter Reading Term


Date OnTire Number Position Condition

Tire Information

Last Tread Depth

Last Pressure

Documents

PathFile Name Description

Unit Options Planning Form

Parts Pricing Method: Average

Last Price Paid

Current (the default)

List

Labor Cost Method: Straight Time (the default)

Overtime 1 (2nd shift rate)

Overtime 3 (3rd shift rate)

Shop Rate 1. 2, or 3

Parts Tax Rate: %

Tax exempt on parts

Labor Tax Rate:

Tax exempt on labor

%

List Minus

Preferred

Taxes

Unit number length:

Preserve unit number

Unit Number

Require description

Status

Unit Set:

Unit Sets Planning Form

Name:

Description:

Assigned Units:

User Name

User Accounts Planning Form

User Login ID Password Sites AccessAccess

to All Sites?

(Pre-loaded Dossier user) D32ADMIN D32ADMIN Read/Write all sites Yes

Group Account Assigned To

Administrator Full User

User AccountType

Specifications to Be Enforced

Validation Planning Form

Specifications to Be Protected

Vendor Data Collection Form

Vendor Name:

Alternate Name:

Address:

Weekend Hours:

Email:

Website:

Contact:

Phone Numbers:

Available to all sites

Weekday Hours:

Billing Method:

Supply Parts

Service Vendor

Active

Site:

Services Rendered:

Fuel Vendor

Road Calls

Machine Shop

Tires

Other

RO Vendor

Weekend Hours:

Email:

Website:

Contact:

Weekday Hours:

Billing Method:

Supply Parts

Service Vendor

Site:

Services Rendered:

Fuel Vendor

Road Calls

Machine Shop

Tires

Other

RO Vendor

Vendor Number:

Vendor Name:

Alternate Name:

Address:

Phone Numbers:

Available to all sites Active

Vendor Number:

Name:

Warranty Template Planning Form

Description:

Term:

System Codes (components) Covered:

Days/Months/Years

Miles/Hours/Kilometers

Date post:	16-Nov-2020
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