1. Edit Posting Codes - EDITGL - ( Accounting Control Files Menu)
If the revenue from this vehicle will post to the same set of of General Ledger accounts as other vehicles do, there is no need to set up a new GL Posting Code. However, if the revenue should post to a new set of GL accounts, then a new Posting Code must be created as well as Option Posting records.
2. Edit Pricing Codes - EDITPRC - (Rate Control Files Menu)
If the coverage and/or option rates for this vehicle are different from those charged for other vehicles, a new Pricing Code must be set up. If the rates will be the same as those for other vehicles, or the Pricing Code will be controlled by the Rate product, skip this step.
3. Edit Vehicle Option Codes - VEHOPT (Fleet Control Files Menu)
If Vehicle Option Codes are used and the new vehicle has options that are not already coded, it is necessary to set up new option codes. If you do not use Codes for vehicle options, skip this step.
4. Edit Class Codes - EDITCLS - (Fleet Control Files Menu)
If this is a new Class, create a new Class Code for it. It can be added to multiple locations at one time by using a Location Group. User tip: Remember to place it in the correct spot in the hierarchy if you do upsells.
5. Edit Class Groups - EDITCLGP - (Fleet Control Files Menu)
If it was necessary to create a new Class Code, should the Class be added to a Class Group?
6. Edit Maker Codes - EDITMKR - (Fleet Control Files Menu
If grounding days and/or grounding odometer should be set up automatically when in-fleeting new vehicles, set up codes for each make of vehicle. Warning: If even one code is set up, then ALL codes must be set up.
7. Edit Model Codes - EDITMDL - (Fleet Control Files Menu)
Is the vehicle the same model and year as other vehicles in the fleet, or it is new? If this is a new Model or a new Model Year of an existing Model, a new Model Code must be created. (Model codes from one year can be cloned to another year using the Set Model Codes program.)
8. Edit Color Codes - EDTCOLOR - (Fleet Control Files Menu)
Are Color Codes used? If so and the vehicle is a new color that is not already coded, it is necessary to set up a new color code. If you do not use Color Codes, skip this step.
9. Edit Fleet Types - EDFLTY - (Fleet Control Files Menu)
Are Fleet Type Codes used? If so and the vehicle is a new type that is not already coded, it is necessary to set up a new Fleet Type. If you do not use Fleet Types, skip this step.
10. Add Class to Rates - ADDCLASS - (Rate Control Files Menu)
If it was necessary to create a new Class Code, the Class will need to be added to the Rental Rates. This program allows the Class to be added to all rates at one time. Otherwise, to add the Class to only certain rates, use the Edit Rental Rules/ Rates program.
11. Edit Company File - EDITCOMP - (Accounting Control Files Menu)
If you want the system to automatically assign a unit number to vehicles when they are added, set up that feature in the Company file. See the field "Next Vehicle Number". Note, this works only when used in conjunction with a GVT record (set up by Thermeon's Customer Support Dept.) Entering a number in that field configures the system so that sequential unit numbers are assigned as vehicles are entered.
12. Adding the units to the inventory
The following choice are available for entering the individual units in the fleet:
a. Vehicle Inventory Control - INV (Fleet Menu)
b. Fast In-Fleeting - FASTINV (Fleet Menu)
c. Import Vehicle File Records - IMPVEH (System Management | Import/Export Data Menu ) (importing from an Excel spreadsheet)
13. Recalculate Class Needs - RECALC - (Fleet Planning Menu)
If the Planning Calendar is used and a new Class Code was added, it is necessary to update the Planning Calendar. To do so, perform the following steps:
Run the Change Class Availability program for the location, location group, or all locations. Enter the Class. Use "ADD" in the "Operation" field, and leave the "Amount" field blank.
Run the Recalculate Class Needs program.
Whenever a new Class is added, it is also recommended to contact Thermeon's Customer Support Dept. to have the Planning Calendar rebuilt.