Dossier Daily Ops Manual Professional Editiondossiersystemsinc.com/wp-content/uploads/2014/08/... · FleetMaintenanceSoftware DailyOperation Manual Version6.6 6TerriLane,Suite700

Fleet Maintenance Software

Daily OperationManual

Version 6.6

6 Terri Lane, Suite 700Burlington, NJ 08016

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

[email protected]

Copyright 1986-2016 © Dossier Systems - 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.

LoadMaster is a registered trademark of McLeod Software.

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.

Zonar and EVIR are registered trademarks of Zonar Systems.

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

ContentsChapter 1: Welcome to Dossier 1

About This Manual 1

Support Services 1

Dossier Editions 2

Chapter 2: Basic Operations 5

Launching Dossier 5

Displaying Dossier Release Information 5

Dossier Database Login Options 6

Changing Your Password 7

Strong Passwords 7

Controlling the Toolbar 8

Show or Hide the Toolbar 8

Specify Large or Small Toolbar Icons 8

Specify the Icons to Appear in the Toolbar 8

Reset the Toolbar 9

Assign Icons to Dossier Functions 9

Showing and Hiding the Status Bar 9

Common Buttons on Data Entry Screens 9

New 9

Find 9

Copy 10

Delete 10

Undo 11

Save 11

Forward and Backward Arrows 11

Calculator 11

Calendar 11

System Info Panel 12

Entering Items in a Grid 13

Deleting an Item in aGrid 14

Dossier Daily Operations Manual | iii

Adding Items to a List 14

Documents Tab 15

Attaching a Document to the Current Item 16

Viewing an Attached Document 16

Changing an Attached Document's Name 17

Removing an Attached Document 17

Part Prices Decimal Precision 17

Part Aliases in Parts Lists 17

Purging Units or Parts 18

Undeleting Units, Parts, or Tires 19

Filter by Site 20

Explorer 20

Opening Explorer 20

Displaying Data Details 21

DefiningWhat Data Items Are Displayed 21

Searching for Specific Data 22

Opening a Specific Data Item 22

Closing the ExplorerWindow 22

Printing the Contents of the Current Window 23

Record Locks 23

VMRS Codes 24

Exiting Dossier 24

Chapter 3: Repair Orders 25

Introduction 25

Repair Order Methods 25

Paperless System –Open ROMethod 25

Paper System –Closed ROMethod 25

Typical Workflow – UnscheduledMaintenance Issue 26

Primary Repair Order Data Entry Screen Functions 27

Entering a New Repair Order 28

Automatic Notices on Repair Orders 28

Creating Repair Orders from PMs Listed in the Daily Reminder 29

Creating Repair Orders fromWork Pendings Listed in the Daily Reminder 29

Opening an Existing Repair Order 29

iv | Contents

Finding a Repair Order 31

Entering Repair Order Data 32

General Tab for ROs 32

Parts/Labor Tab 33

Entering General Parts and Labor Data 33

Entering Labor Data 36

Entering Parts Data 38

Options If the Part Is Not in Inventory 40

Instructions Tab 40

PMs Tab 41

Marking a PM as Completed 42

Resetting the PM Schedule and Completion Status 42

Changing the Date or Meter Reading 42

Saving Your PM Changes 43

Work Pending Tab 43

Meters Tab 43

Adding New Meters 46

Deleting aMeter 46

Replacing aMeter 46

Meter, Fuel, and Fluid Histories 47

Meter Readings 49

Adding aMeter Reading 50

Notes Tab 50

External Work Tab 51

Billing Tab 53

Tires Tab 55

Adding a Tire Entry 55

Accessing the TireWindow to Create a New Tire 55

Updating the Tread Depth and Pressure Readings 55

Documents Tab 56

Standard Repairs 56

Creating a Standard Repair 56

Editing a Standard Repair 58

Deleting a Standard Repair 58

Adding a Standard Repair to a Repair Order 58

Dossier Daily Operations Manual | v

Pending Unit Charges 60

Manually Creating a Pending Unit Charge 60

Viewing or Modifying an Existing Pending Unit Charge 62

Applying a Pending Unit Charge from the Pending Unit ChargeWindow 62

Applying a Pending Unit Charge from the Daily Reminder 64

Printing the Repair Order 64

Checking Recent Unit Repair Orders with Instant Recall 65

Opening Instant Recall 65

Instant Recall Options 66

Additional Instant Recall Features 66

Closing Instant Recall 66

Closing the Repair Order 66

Chapter 4: Meters and Fuel 69

Introduction 69

Entering Data Using theMeters and Fuel Spreadsheet 69

Opening ExistingMeter and Fuel Entries Using Find 71

EnteringMeter and Fuel Data Using theMeter and Fuel Window 72

Entering a New Meter and Fuel Entry 72

Opening an ExistingMeter and Fuel Entry Using Find 73

Fuel Invoice & Fluids Tab 74

Meters Tab 76

Adding New Meters 78

Deleting aMeter 78

Replacing aMeter 79

Meter, Fuel, and Fluid Histories 80

Meter Readings 81

Adding aMeter Reading 82

Chapter 5: Inventory 83

Managing Inventory 83

PurchaseOrders 83

Adding a New PurchaseOrder 83

Loading an Existing PurchaseOrder to View or Edit 84

PurchaseOrderWindow 85

vi | Contents

Opening an Existing PurchaseOrder Using Find 86

Viewing, Printing, and Exporting the Current PurchaseOrder 87

Deleting the Current PurchaseOrder 87

Adding Pending Parts 87

Fuel and Fluids PurchaseOrders 88

Reordering Parts 89

The Vendor Tab 90

Placing Parts onOrder from the Parts or Vendors Tab 90

Using the PurchaseOrders Tab 91

Pending Parts 92

Managing Pending Parts 93

Creating a Pending Part in Dossier 93

Viewing or Modifying a Pending Part 94

Converting a Pending Part to a Standard Part from the Pending Part Window 94

Converting a Pending Part to an Part Alias from the Pending Part Window 95

Pending Part Receipts and PurchaseOrders 97

Adding a Pending Part to a Part Receipt or PurchaseOrder 97

Converting a Pending Part to a Standard Part from the Pending Parts Tab 98

Converting a Pending Part to a Part Alias from the Pending Parts Tab 99

Receiving Parts 101

Adding a Part ReceivedOrder 101

Opening an Existing Receive Parts Order Using Find 103

Related Receipts 103

Creating a Tire 103

Checking In Tires from a Vendor 104

Receiving Fuel and Fluids Parts 105

Part Receipts Approval Process 105

Export History Panel 106

Returning Parts 106

Adding a Parts Return 106

Opening an Existing Return Parts Record Using Find 107

Checking Out Tires to a Vendor 107

Adjusting anOn-Hand Amount 109

Adding a New Adjustment 109

Viewing Adjustment History 110

Dossier Daily Operations Manual | vii

Transferring Parts 111

Opening an Existing Parts Transfer Using Find 112

Printing Parts Labels 113

Additional Functions on the Labels Window 115

Chapter 6: Work Pendings 117

Introduction 117

Work Pending Statuses 117

Viewing a Unit's Work Pending Records 117

Filtering theWork Pendings Listed by Status 118

Adding aWork Pending to a Unit 118

Broadcasting aWork Pending toMultiple Units 120

Adding a Broadcast Work Pending 120

Opening an Existing Broadcast Work Pending 123

Deleting a Broadcast Work Pending 124

Editing aWork Pending 124

Identifying the Submission Location of aWork Pending 125

Processing UnapprovedWork Pendings 126

Removing aWork Pending from the System 127

AddressingWork Pendings in a Repair Order 127

Selecting theWork Order to Address in the Daily Reminder UsingWork Orders 127

AddressingWork Pendings in an Authorization 128

Selecting theWork Order to Address in the Daily Reminder Using Authorizations 128

Being Informed of ExistingWork Pendings WhenOpening a Repair Order 129

Closing aWork Pending 129

Re-Opening a ClosedWork Pending 130

Viewing a Unit's Work Pending Records 130

Filtering theWork Pendings Listed by Status 130

Chapter 7: X-Factor 131

Introduction 131

X-FactoringMethods 131

Posting a New X-Factor 131

Opening an Existing X-Factor Posting 135

Viewing a Report on Selected X-Factors 135

viii | Contents

Open X-Factors 136

Chapter 8: Mechanic Hours 137

Chapter 9: Trip Feature 139

Entering a Trip 139

Entering Trip Fueling Information 140

Opening an Existing Trip 141

Deleting a Trip 141

Chapter 10: Daily Reminder 143

Introduction 143

Daily Reminder Types Displayed 143

Using the Daily Reminder 144

PMs on the Daily Reminder 146

Chapter 11: Fleet Auto Post 147

Introduction 147

Setting Up Auto Post 147

Performing an Auto Post 147

Posting Costs Manually 149

Manually Posting the Current Depreciation Amount 149

Manually Posting a Parts or Labor Cost 150

Chapter 12: Dashboards 151

Fuel Dashboard 151

PM Compliance Dashboard 152

PMs in Compliance 153

PMs by Status 154

Color Coding 154

Chapter 13: Reports 155

Introduction 155

Report Explorer 155

Opening Report Explorer 155

Dossier Daily Operations Manual | ix

Main Components 156

Report Folders 156

Filtering the Reports Shown in the Report Tree 156

Showing Report Names from Prior Dossier Versions 157

Report Folder Configuration 158

Report Viewer 158

Viewing a Report 158

Report Viewer Toolbar Controls 159

Printing a Report 160

Exporting Report Data 160

Emailing Report Data 161

Memorized Reports 162

Report Schedule 165

Editing aMemorized Report 166

Deleting aMemorized Report 166

Filtering Reports with Search and Select 167

Clearing Search and Select 169

Favorite Reports 170

Monitoring Report Execution 170

Chapter 14: Pocket Dossier 171

Introduction 171

Logging In 171

Filter By Site 172

MainMenu 173

Units 174

Entering Tire Tread Depth and Pressure Readings 174

Opening an Existing Unit 175

Parts 175

Repair Orders 177

Finding a Repair Order 177

Creating a Repair Order 178

Adding a Template to a Repair Order 178

Deleting a Repair Order 178

Meters and Fuel 178

x | Contents

Finding andOpening aMeter/Fuel Ticket 178

Creating aMeter/Fuel Entry 179

Creating aMeter/Fuel 180

Pocket Dossier Help and About Screens 180

Chapter 15: Quotes and Invoices 181

Introduction 181

Customers 181

Quotes 181

Invoices 182

CustomerManagement Work Flow 182

Creating aQuote 183

Converting aQuote to a Repair Order 184

From the Daily Reminder 184

From an ApprovedQuote 185

Printing Invoices from Repair Orders 185

Unpaid vs. Paid Invoices 186

Chapter 16: Work Authorizations for Vendor Services 187

Introduction 187

Entering a New Authorization 187

Entering theWork to Be Performed 189

Viewing the Units Repair History 190

Viewing the PMs 191

ViewingWork Pendings 192

Attaching Documents 193

Viewing, Printing, and Exporting the Authorization 193

Creating a Repair Order 193

External Work Authorizations in Daily Reminder 194

Chapter 17: Data Exports 195

Introduction 195

Data Exports Window 195

Opening the Data Exports Window 195

Main Components 196

Dossier Daily Operations Manual | xi

Data Export Folders 196

Filtering the Data Exports Shown in the Data Exports Tree 196

Data Export Folder Configuration 197

Running a Data Export 197

Memorized Data Exports 199

Data Export Schedule 202

Editing aMemorized Data Export 203

Deleting aMemorized Data Export 203

Filtering Data Exports with Search and Select 203

Clearing Search and Select 207

Favorite Data Exports 207

Standard Data Exports 208

Accounts Payable: Parts 208

Accounts Payable: Parts Data Export Parameters and Data Fields 209

Accounts Payable: External Work 210

Accounts Payable: External Work Data Export Parameters and Data Fields 211

Chapter 18: Importing Data 213

Importing Fuel andMeter Data 213

Importing Vendor Invoice and Repair Order Data 214

Introduction 214

Vendor Data That Can Be Imported 214

Importing Vendor Data 215

Importing Data Using Dossier Data Exchange Conduits 216

Using Batch Explorer to Review Import Results 216

Basic Operations 217

Opening Batch Explorer 217

Navigating Batches 217

What the Icons Indicate 218

Dossier Version 6.4 Changes to Batches 219

Viewing Transactions Details 219

Transaction Types 220

Viewing the Batch Transaction Report for Selected Batch Transaction Entries 220

Managing Batches 220

Renaming a Batch 221

xii | Contents

View a Batch Transactions Report 221

Delete a Batch 221

Chapter 19: Barcodes 223

Scanning a Barcode to Open a Part 223

Scanning a Barcode to Open Parts in a Repair Order 223

Printing Barcodes on Parts Labels 224

Using Barcodes to Adjust On-HandQuantities 225

Scanning a Barcode to Open a Repair Order 226

Including Barcodes on Unit Labels 228

Including Employee ID Barcodes on Personnel Labels 229

Appendix 231

Examples of 9-Digit VMRS Codes 231

Part Failure Codes 234

Index 237

Dossier Daily Operations Manual | xiii

Chapter 1:Welcome to DossierAbout This Manual

This manual is one of several manuals that are provided with Dossier. It is specificallyintended for use by end users of the program who will be performing the day-to-dayoperations in Dossier.

The other manuals in the Dossier library are:

l Data Entry Manual - Explains how to perform the initial data entry to populate theDossier database.

l Reports Manual - Explains how to generate reports and describes all of the standardreports that are provided with Dossier.

l Installation Manual - Explains how to install and setup the Dossier software.

l Planning and Configuration Manual - Intended for Dossier administrators, this manualdescribes how to plan user and group accounts; how to plan for the initial data entry;and how to configure various Dossier functions.

l Application Upgrade Planning Manual - Intended for Dossier administrators, thismanual explains what is new in this version of Dossier and how to plan for thechanges.

l IT Planning Manual - Intended for IT administrators, this manual explains how to planfor the integration of Dossier with existing systems and servers, and how to maintainthe Dossier software.

l IT Upgrade Planning Manual - Intended for IT administrators, this manual providesdetails for upgrading Dossier in environments where Dossier is integrated with existingsystems and servers.

l Dossier API Programming Manual - Explains how to use the Dossier ApplicationProgram Interface.

Support ServicesIf you require assistance with Dossier, follow these suggestions:

l Always refer to this manual before calling the support line to resolve your question orissue.

l Check to make sure your issue is not computer hardware or an operating systemproblem. We cannot always support or resolve this type of problem if we cannotduplicate it.

Dossier Daily Operations Manual | 1

l Contact your assigned Dossier program administrator first as they might have theanswer you need.

If following these suggestions has not resolved your issue, then follow the steps below:

1. Make sure your computer and printer are operating properly.

2. Check to see that your Windows operating system is in good order.

3. Before you call, write down the problem and try to duplicate it.

4. When you call have a paper and pencil handy to take instructions.

5. Please use a phone that is next to the computer for better support.

6. Contact Dossier Customer Support:

Phone: 609-526-2820 (phone support is available from 8:30 a.m. to 5:00 p.m. ET)

Fax: 609-747-8801 (available 24 hours a day)

E-mail at: [email protected] (available 24 hours a day)

www.dossiersystemsinc.com (message us, available 24 hours a day)

7. Tell the support technician your name and your company name. If you are on DossierOn-Demand and need to leave a message for Customer Support, please also includeyour Dossier On-Demand login name

Dossier EditionsDossier supports two editions, both with their own set of standard and optional features asdescribed in the following table.

Table 1-1. Dossier Features and Editions

Feature Essential Professional

Base functionality Standard Standard

Parts Inventory Optional Standard

Personnel Optional Standard

Vendor Management Optional Standard

External Work Management Optional Optional

Fuel Tax/IFTA Reporting (trip) Optional Optional

Tire Management (desktop only) Optional Optional

Barcoding System Optional Optional

Fuel Import Optional Optional

Separate Reporting Servers NA Standard

Active Alerts NA Standard

2 | Chapter 1: Welcome to Dossier

Table 1-1. Dossier Features and Editions

Feature Essential Professional

Advanced Reporting:l Custom Reporting

l Custom Exports

l Finance Link

Optional Standard

Pocket Dossier Optional Optional

Customer Management Optional Optional

Dossier On-Board:l Meter Readings

l Diagnostic Trouble Codes

l EVIR

NA Optional

McLeod Integration NA Optional

NAPA Integration NA Optional

Dossier On-Board NA Optional

Dossier Data eXchange NA Optional

Additional Conduits NA Optional

Audit Trail NA Optional


Chapter 2: BasicOperations

This chapter includes explanations of common operations that are performed throughoutthe Dossier user interface.

Launching DossierTo launch Dossier, on the Start menu locate and then click Dossier.

l If your system is not using Windows Integrated Security, the Dossier Login dialog boxdisplays.

l If Windows Integrated Security is enabled and your username is recognized by thesystem, you are automatically logged in, bypassing the Dossier Login dialog box. Ifyour username is not recognized by Windows Integrated Security, the Login dialog boxdisplays.

Enter the login ID and password that your Dossier administrator has assigned to you, andthen click OK to open Dossier.

Depending on how Dossier is set up for your organization, you might be prompted tochange your password the first time you log in. For information about changing yourpassword, refer to "Changing Your Password" on page 7

NOTE: Passwords are case-sensitive (e.g., “ABCD” is different than “abcd”).

Displaying Dossier Release Information

To display copyright and release information about Dossier, click the Informationbutton below the Password box.


Dossier Database Login Options

Typically, your user account will be set up to log into the correct Dossier database.However, you can change the database to which you are logging into.

To change the database login settings, click the Settings button below the Passwordbox.

The database login settings display.

The settings are described in the following table. After completing the setting entries,click OK to log into Dossier.

Table 2-1. Dossier Database Login Settings

Setting Description

Server Name The SQL server name and instance on which the Dossier databaseis located.

Authentication The authentication method to be used to log into the database:l Windows Authentication: Uses your Windows Active Directory(AD) user account to log into the database

l SQL Server Authentication: Uses an SQL login account to loginto the database. See your system administrator for the SQLServer login account that you should use.

User Name If your system is using SQL Server Authentication, enter your SQLServer username.If your system is using Windows Authentication for databaseaccess, this field is not available.

Password If your system is using SQL Server Authentication, enter your SQLServer user account password.If your system is using Windows Authentication for databaseaccess, this field is not available.

6 | Chapter 2: Basic Operations

Table 2-1. Dossier Database Login Settings

Setting Description

Database Your Dossier database.

Load button Click this load button to point to a valid UDL file that contains theconnection information to the Dossier database. The UDL file is thelink between the program and where the Dossier database islocated.

Changing Your PasswordYou can change your password as long as your program administrator has registered youas an active user. Once you have entered the program for the first time using your assignedpassword, you can change your password. Depending on how Dossier is set up, you mightbe prompted to change your password the first time you log in.

It is recommended that you check with your Dossier program administrator about yourcompany’s password security policy before making any changes.

NOTE: Use a password that you will easily remember. Record your password and store it in asecure location.

1. To change your password:

2. Click the Setup Menu option and select Change Password.

3. Enter your old password, then enter your new password in the New Password box andreenter it in the Verify Password box. Your password can be up to 128 alphanumericcharacters.

4. Click OK to save your new password.

Strong Passwords

Your Dossier system might be configured so that you have to provide a strong password.

A strong password must be at least eight characters long and have at least one characterfrom three of the following character types: upper-case letters, lower-case letters, numbers,and symbols (e.g., $, #, etc.). Passwords also cannot be set to your login ID or name, eitherforwards or backwards.


Controlling the ToolbarThe toolbar includes icons that allow you to quickly access Dossier features.

You can control the toolbar as described in the following topics, if your securitypermissions allow.

NOTE: All features are not available for all editions of Dossier. For a complete list of theavailable Dossier editions and optional features, refer to "Dossier Editions" on page 2. Forthe edition and options included in your installation of Dossier, see your Dossier systemadministrator.

Show or Hide the ToolbarOn the Setup menu, click Toolbar and then click Show.

Specify Large or Small Toolbar IconsYou can toggle between small or large icons on the toolbar.

On the Setup menu, click Toolbar and then click either Small or Large Buttons.

Specify the Icons to Appear in the Toolbar1. On the Setup menu, click Toolbar and then click Customize. The Customize Toolbar

dialog box displays.


2. To add an icon to the toolbar, select it in the Available Buttons list and click the rightarrow button.

- or -

To remove an icon from the toolbar, select it in the Toolbar Buttons list and click theleft arrow button.

NOTE: You can Ctrl-click or Shift-click to select multiple icons in the lists.

3. To change the position of a toolbar icon, select the icon and use the Up and Downarrows next to the list box to move it to the desired location.

4. Click the OK button to save your changes.

Reset the ToolbarYou can reset the toolbar to return its icons to the default settings.

On the Setup menu, click Toolbar and then click Reset Toolbar.

Assign Icons to Dossier FunctionsYou can assign custom icons to Dossier functions. This is considered to be anadministrative task. For more information, refer to the Dossier Planning and ConfigurationManual.

Showing and Hiding the Status BarThe status bar appears at the bottom of the Dossier window. The status bar displays textthat explains the item that is currently under the mouse cursor, as well as the logon ID ofthe current user.

To toggle between showing and hiding the status bar, on the Setup menu click Status Bar.

Common Buttons on Data Entry ScreensThe following buttons are included on most of the Dossier data entry screens.

NewClicking the New button creates a new item or document.

FindClicking the Find button displays a Find window from which you can select the criteriathat will allow you to find the item or document.


To find and select a data item:

1. Enter the search criteria in the boxes provided.

2. Click the Find Now button. The data items that match the search criteria are displayedin the list at the bottom of the window.

3. Double-click the data item in the results list to open it in its data entry form.

4. To return to the search results, click the Find button again.

If the search results do not include the data item that you want to open, modify the searchcriteria or click the New Search button to clear the entered criteria and start again.

CopyThe Copy function is available on the Unit Control Form, the Tires data entry window,and the User Account Form. It allows you to make a copy of an existing unit, tire, or useras the basis for a new unit, tire, or user. This feature eliminates the need to enter the samedata for similar items whose data is identical except for minor differences such as unitnumbers, serial numbers, license plates, start meter readings, etc. for units.

DeleteClicking the Delete button deletes the data item. You will be prompted to confirm thedeletion.

Units, parts, and tires actually are marked deleted but are not removed from the database.To permanently remove them, you use the Purge function (on the File menu click Purgeand then click Units or Parts).


UndoClicking the Undo button cancels any changes that you have made since the last time yousaved the item record.

Save

Clicking the Save button saves your current entries or changes.

If you make entries or changes and attempt to close the data entry window or navigate toanother Dossier function, you are always prompted as to whether you want to save yourchanges.

Forward and Backward Arrows

Move forward or backward through the data items of the current data type by clicking theforward or back arrows.

Move to the first or last data item by clicking the first and last arrows.

Calculator

Any data entry box that requires a number includes a calculator widget button.

Click the button to display the calculator widget, which you can then use to enter thedesired number.

Calendar

Any data entry box that requires a date includes a calendar widget button.

Click the button to display the calendar widget, which you can then use to enter thedesired date.


System Info PanelMost of the main tabs in the data entry windows include a System Info panel.

The System Info panel includes:

l The time stamp and user name when the data item was created and modified. The username is from the user account Name field and not the Logon ID field.

l The source of the data item record; that is, from what system the component came. Ifthe data item record was created in Dossier, the source will be "Dossier". If the dataitem record came from an external system, the source would indicate the name of theexternal system (e.g., if the external system was McLeod LoadMaster Enterprise, thesource would be "McLeod LME"). The source will be "Unknown" if the data itemrecord was entered in a previous version of Dossier and the source was not tracked inthat version.

l If your installation of Dossier includes the Audit Trail license and the user has theObject History Reporting General Permission, a Details link that, when clicked,generates an Object History report for the data item. This report includes the recordeddata for the item, including the previous (old) and new values when the item data hasbeen modified.


Entering Items in a GridMany of the data entry windows include a table grid for adding multiple entries; forexample, the Fuel Source grid in the Fuel Info tab shown below.

To add a new entry in a grid, click in the cell in the first column of the blank row, andthen enter the appropriate information in that cell. If there is a list of entries from which toselect, click the list button to display the list and select the desired entry. Once an entry ismade in the cell, a new blank row is added to the grid below that row.

To navigate to the other cells in the entry row, press the Tab key or click in the cell.


Deleting an Item in a GridTo delete an item in a grid, double-click the row number cell so that the first cell in thegrid is highlighted with a gray border, as shown below, and the value of the cell itself isnot highlighted.

Press the Delete key on the keyboard.

Adding Items to a ListSome lists allow you to add entries to the list.

If you enter text in the list box that does not match any of the existing list entries, andyou have permission to add new list entries, you will be prompted that the entry currentlydoesn’t exist and asked whether to add it to the list.

l To add the entry to the list, click Yes or press the Enter key.

l To not add the entry to the list, click No. You will be returned to list to re-entermatching text or to select an item from the list.


Documents Tab

The Documents tab allows you to attach almost any type of document or image file to thecurrent data item. Examples of documents include: pictures of a vehicle or part, a Word orAdobe PDF document about a manufacturer’s recall, or a picture of an employee, ascanned image of the employee's fingerprints or driver’s license. These documents orpictures can be viewed and then printed.

NOTE: If you are a Dossier On-Demand user, you should consult the Dossier On-DemandPortal User Guide, available on the web site. Your Dossier administrator will have to set youup with the appropriate permissions to allow you to manage documents via Dossier On-Demand.

A Documents tab is included on the Unit Control Form, Part data entry window, WorkPending add and edit dialog boxes, Personnel data entry window, Quote window, RepairOrder window, Work Pending window, and the External Work Authorization window.

Image files uploaded through the DCloud Customer Portal and Dossier Lite mobileapplication will automatically appear in the associated work pending.

If the document is moved, you will need to resave the document with its new file path.Otherwise, an error message will display if a user tries to view the file.

It is recommended that a Dossier administrator establish a specific location on the networkat which to store all documents. This has the following benefits:

l Finding documents is easier, as there is only one location at which they are stored.

l Access to the document files can be limited to specific individuals.


l The network path to a document file is what is saved in the Dossier database, not thedocument file itself. If a document is deleted or moved, the link in the database is nolonger valid. Maintaining the documents at one location ensures that the documentlinks in the database remain valid.

Attaching a Document to the Current Item1. Click Add on the Documents tab. The Locate the External File dialog box opens.

2. Navigate to the folder in which the document is stored, select the document file, andclick Open. The document is added to the list on the Documents tab. The document isassigned a name, which is the file name root.

3. To save the attachment, click the Save button.

Viewing an Attached DocumentTo view an attached document, select it in the list and then click the View button, ordouble-click the document icon. The document is opened in the appropriate viewerapplication. You can print the document from the viewer application.


Changing an Attached Document's NameYou can change the name of a document.

1. Select the document.

2. Click the Edit button. The Edit Document window displays.

3. Modify the name of the document in the Name box.

4. Click OK to save the name change and close the dialog box.

Removing an Attached DocumentTo remove an attached document from the current data item, select it in the list and thenclick the Remove button. The document is removed from the list.

Part Prices Decimal PrecisionThe part prices decimal precision can be configured to be from 2 to 6 decimal places. Thisis specified in the Parts setup options, which is described in the Dossier Planning andConfiguration Manual.

Part Aliases in Parts ListsIf enabled in the Part setup options, part aliases will be included in parts lists throughoutthe user interfaces, will be searchable when searching for parts, and will be included inParts reports.

A part alias represents an alternate part number for a part. They can be used in Dossierwhen different vendors assign unique part numbers to the same part. Part aliases allowvendor part number variations to be mapped to the same part in Dossier. This eliminatesthe need to create multiple parts in Dossier to track the same part.


Part aliases in lists are indicated by the following format:

<alias_pn> (~<actual_pn>)

For example, if SA33313 is the alias and 33313 is the actual part number tracked inDossier, the alias part number would appear in lists as:

SA33313 (~33313)

Purging Units or PartsYou can remove a unit or part record from the Dossier database by purging it.

NOTE: Once purged, the record cannot be restored or accessed again. However, if a part hasbeen entered on a repair order, that part number and its associated costs will still be shownthere as a text entry; however, it is no longer searchable.

NOTE: Depending upon your security level and permissions, you might not have access tothis feature.

Units or parts must have previously been deleted from the database using the Deletebutton on the control form before a user is able to purge the unit or part.

Before purging information from the database, it is strongly recommended that you backup the Dossier database. For information on how to back up the Dossier database, refer tothe Dossier Installation Manual.

NOTE: Only one unit or part can be purged at a time.

1. On the File menu, click Purge and then click either Unit or Parts. The Purge windowdisplays.

2. Select the unit or part to be purged in the Locate list. Relative information about theitem is displayed. You can also use the Find button to find the data item that you wantto purge.

3. Click the Purge button. You are prompted to confirm purging the data item.


4. Click Yes to confirm the purging of the data item. The unit or part is removed from theLocate list as its record has been permanently removed from the database.

5. Click Close to close the dialog box.

Undeleting Units, Parts, or TiresYou can undelete (also referred to as "reactivate") units, parts, or tires that you hadpreviously deleted. Only one unit, part, or tire can be undeleted at a time.

NOTE: Depending upon your security level and permissions, you might not have access tothis feature.

To undelete a unit, part, or tire:

1. On the File menu, click Undelete and then click either Unit, Parts, or Tire. Theappropriate Undelete window displays.

2. Select the data item from the Locate list. All of the relative information about the itemis displayed. You can also use the Find button to find the data item that you want toundelete.

3. Click the Undelete button. The data item will no longer appear in the list of deleteditems. It is now available for full use within the program.

4. Click Close to close the dialog box.


Filter by SiteIf you have been granted permission to access multiple sites, you can use the site filter torestrict or isolate the data items to just one of the sites. For instance, this feature could beused by regional managers or data entry persons who are responsible for multiple fleetsites.

1. To filter by site, on the Setup menu click Filter by Site. The Filter by Site dialog boxdisplays.

2. Select the Site option.

3. Select the site in the Site list.

4. Click OK.

ExplorerThe Explorer feature of Dossier provides fast and easy access to units, parts, and personneldata items without having to search through multiple screens.

Dossier’s Explorer features are similar to Windows Explorer.

Opening Explorer

To open Explorer, click the Unit, Part, or Personnel icon in the toolbar. The selected dataitems are listed.


Displaying Data DetailsTo expand and display the detail data for the item selected, click the + sign. Select thedetail data entry to display its information in the right pane.

To open a detail data item, double-click its entry in the right pane.

Defining What Data Items Are DisplayedAfter selecting Unit, Parts, or Personnel, you can further define what is displayed byclicking the appropriate button on the menu bar.

l For Units, you can select to display a specific Category of equipment or a Unit Set.You can also search for units that meet your criteria. You can access additionaloperations by right-clicking a category. The menu commands allow you to add, copy,and delete units as well as open the specific unit page

l For Parts and Personnel you can view All or Search for specific parts or personnelrecords by clicking the appropriate button.


Searching for Specific DataYou can search for specific data items.

1. Click the Search button to open the Search and Select dialog box.

2. Select a search criteria category in the list on the left. The criteria for that category aredisplayed at the right. If the search criteria has an Exclude check box, select it toexclude (rather than include) data items from the search results list that match theentered search criteria.

3. Enter the search criteria and click OK. Only the items matching the search criteria aredisplayed in the Explorer window.

To display all data items again, click the Clear button.

Opening a Specific Data ItemIf you know the unique identifier for a specific data item, you can open it directly in itsdata entry form.

Enter the entire identifier string in the box to the left of the Go button, and then click theGo button. The data item's data entry form displays.

Closing the Explorer WindowTo close the Explorer window, click the Close icon (X) in the upper right corner.


Printing the Contents of the Current WindowYou can print the contents of certain Dossier windows that have a screen report associatedwith them. These include the Daily Reminder, and other data entry windows such as forpersonnel, repair order, external work authorization, purchase order, reorder parts, receiveparts, broadcast work pending, and labels (which requires selecting the label to print first).

NOTE: Reports have their own print features. For more information, refer to "Reports" on page155.

To print the current Dossier window's contents, on the File menu click Print, or click thePrinter icon on the toolbar. Two options are displayed:

l Select Print to open the standard Windows Print dialog box.

l Select View to display the report for the current screen.

Record LocksRecord locks are designed to prevent simultaneous access to data in the database, whichensures consistent data within the record being edited. To prevent inconsistencies createdby unlimited access, the record (e.g., unit, part, vendor, or personnel records) isautomatically locked by that user, preventing other users from accessing it.

NOTE: Record access is performed on a first-come, first-serve basis. That is, the first personto click Save on the same record will overwrite the second person’s modifications.

If a user attempts to access an object that has been temporarily locked, they will be deniedaccess and a “File Locked” message is displayed. They will, however, be able to view therecord in Read Only mode. Once the record is updated, saved, and the user has closed outof the record or data entry window, the lock is automatically released and is madeavailable to the next user.

Should the user unexpectedly exit Dossier for any reason (including but not limited to anunexpected error that causes the program to close abnormally, loss of power, loss ofInternet connectivity, etc.), the lock is unable to automatically release the record eventhough the user is no longer in the record. When this occurs and/or you cannot access theobject, the Locks window will enable you to manually unlock any locked records. Youcan open the Locks window to see what objects are currently locked.

To open the Locks window, on the Setup menu click Locks.


To sort the list of locked records, click a column heading.

To unlock a record, select it and then click the Unlock button.

NOTE: The list of locked records includes all records that you and other users have openedin the database. Make sure that you are selecting the appropriate record before unlocking it.Unlock a record only if you have verified that the user is no longer accessing it. Otherwise,you risk releasing a record prematurely.

When you are finished unlocking records, click OK to close the window.

VMRS CodesIn Dossier, American Trucking Association-TMC’s VMRS codes are used to identifycomponents of a unit or item to which you want to charge and track costs, generally forparts, labor, or administrative items. These codes are used by your mechanics or vendors toidentify what component of the vehicle they are working on and where to charge costs.They are also used extensively throughout the program for repair histories, identifyingparts, and reporting.

For complete information about configuring VMRS codes for your system, refer to theDossier Planning and Configuration Manual.

Exiting DossierTo exit Dossier, on the File menu click Exit. You can also click the Exit icon if one hasbeen added to the toolbar.


Chapter 3: Repair OrdersIntroduction

Repair orders (ROs) are the heart of the program. Their entry creates the history of repairand maintenance whose regular review and use are the foundations to good fleetmanagement practices.

Dossier allows you to enter repair information as work is being performed or after the fact.You can use Dossier as a paperless system and only print repair orders as necessary. Oryou can enter data from paper repair orders of completed repair work.

In either case, once entered or started, you can access open or closed ROs and add to them.As each bit of data is entered, it is stored and all related files, records, and schedules areupdated at the same time when the Save button is pressed.

You can open a repair order and hold it open until all aspects have been completed.

Repair Order MethodsDossier administrators should decide if they are going to use an open or closed repairorder system. The option that is selected will be the default status when a user clicks theNew button at the bottom of the Repair Order window. However, the status can bechanged at any time by a user who has the required permissions.

You can enter ROs using both methods at the same time. The default method simplycontrols how the opening data entry screen acts and reacts with other automatedmanagement areas of the program, such as the Daily Reminder.

Paperless System – Open RO Method

The Open RO method means that you will use the computer to generate your ROs. ThisRO will remain open so you can add to it as work is performed or as more parts are drawnand used. When the job is done and all work is entered, you will close the RO.

Open repair orders are displayed on the Daily Reminder.

Paper System – Closed RO Method

The Closed RO method means that you will enter the repair and parts used data on a paperrepair order and enter the information into Dossier after the work has been completed fromthe paper RO forms on which the work was recorded.

Closed ROs are not displayed on the Daily Reminder.


Typical Workflow – Unscheduled Maintenance IssueA good workflow procedure at the shop floor level is important to ensure accurateinformation and maximum productivity. For this workflow example, we will assume thatDossier is used in the Open RO method.

Although we recommend that everything should be documented, reality is that a typicalfleet maintenance shop generally only records items that take 15 minutes or more tocomplete, have a significant parts expense, are safety related, or are governmentalregulatory or documentation issues.

1. When a unit is in need of maintenance, the foreman, after reviewing the unit'scomplaint, will go to the computer and review the unit’s past history for this problemto discover possible re-work or possible warranty dollars.

2. The foreman creates (opens) a new repair order and enters the entire General tabheading information. On the Parts/Labor tab, he selects the appropriate VMRS SystemCode and repair reason, assigns the job to a mechanic and job starting time if timein/out is used. He also enters any specific mechanic instructions as may be required onthe Instructions tab.

3. If mechanics perform their own data entry on a computer terminal available on the shopfloor, the foreman instructs the mechanic to access a particular RO number and reviewother unit information that will help the mechanic become more productive in thisrepair, such as maintenance history, PM checklists, or Work Pending pages.

4. If the foreman or other person performs all the data entry, the foreman prints the ROalong with any other information that will help the mechanic become more productivein this repair, such as maintenance history, PM checklists, or Work Pending pages, andhands it to the mechanic.

5. The mechanic checks out the vehicle and draws the necessary parts to make the repair.He enters the parts and quantity used if he has access to the computer. If he doesn’thave computer access, he writes down the parts and the quantity used on his paper RO.If the program is available to a parts room clerk, the clerk can access the Open RO andcharge parts to the RO as they are drawn and used.

6. When the work is completed, if he has computer access, the mechanic enters the timethe work was completed, the unit’s current meter reading, and a description of the workhe performed. If he does not have computer access, he writes this information on thepaper RO.

7. If the mechanic has computer access, he informs the foreman that the task is completeand the foreman reviews the RO data on screen for accuracy and completeness andchanges the status of the RO to Closed.

If the mechanic does not have computer access, he hands the completed paper RO backto the foreman who reviews it for accuracy and completeness. The foreman enters themechanic’s hand-written information and changes the status of the RO to Closed.

26 | Chapter 3: Repair Orders

Primary Repair Order Data Entry Screen FunctionsThe repair order screen has six primary features at the bottom of the screen. These featuresuniversally affect the entire repair order data entry screen.

l New - Click this button to open or start a new repair order entry. The data entry screenwill be cleared and the cursor will appear in the Unit # box.

l Find - Click this button to find a specific repair order. A Find feature box will appearfor you to search for a particular repair order.

l Delete - Click this button to delete the entire repair order. The program will warn youof your action to delete before doing so. Once a repair order is deleted, it is removedfrom the database and cannot be reinstated.

NOTE: When an RO is deleted, all parts used on the RO will automatically be returned to theparts inventory and on-hand count adjustments are made.

l Undo - Click to undo all entries or changes since the last save of this record.

l Save - Click this button to save your work. If you try to close an RO without savingyour work, the program will remind you to do so.

l Report - Click this button to print the repair order, an invoice, or the PM ServicesDue/Past Due, PM Checklists, and Unit Notes with the RO.

l Close - Click this button to close the repair order process and return to the main menuof the program.


Entering a New Repair Order1. On the File menu, click New and then click Repair Order, or click the Repair Order

icon on the toolbar. The Repair Order window displays.

2. Enter the unit number.

3. Complete the fields and options in the General tab (refer to "General Tab for ROs" onpage 32, and then click Save to save your entries.

Automatic Notices on Repair OrdersWhen you start a new repair order and select a unit, the Instant Recall window displays,which lists the recent repair orders for that unit. If the unit has due or overdue PMs oropen work pendings, then the Repair Order Dashboard displays to notify you of theseopen items. The unit's In Service status is also provided.


If Dossier includes the optional Customer Management feature and this unit has anapproved quote, the program will alert you and let you convert it to a repair order.

Creating Repair Orders from PMs Listed in the DailyReminder

With the PMs Due and Overdue reminder types selected in the Daily Reminder window,you can create a new repair order from a PM item.

To create a new repair order for a PM:

1. In the Daily Reminder window, select the PMs Due and Overdue reminder type.

The due and overdue PMs are listed in the grid.

2. Right-click the PM item in the grid that you want to convert to a repair order and clickCreate New R/O.

For more information about the Daily Reminder window, refer to "Daily Reminder" onpage 143.

Creating Repair Orders from Work Pendings Listed inthe Daily Reminder

With the Work Pendings reminder type selected in the Daily Reminder window, you cancreate a new repair order from a work pending.

1. In the Daily Reminder window, select the Work Pending reminder type.

2. Right-click the work pending item in the grid and click Create New R/O.

For more information about the Daily Reminder window, refer to "Daily Reminder" onpage 143. For more information about work pendings, refer to "Work Pendings" on page117.

Opening an Existing Repair OrderOnce you've entered an RO in Dossier, you can leave the status as Open and add to it aswork is performed. You can also add or change information for a closed RO if you havethe required security permission.

Whether the repair order status is Open or Closed, any additions or changes areautomatically recorded and related files, records, or schedules are changed at the sametime.

If you make changes to a previously closed RO, any reports that were affected by thatoriginal RO entry will include any changes you make now, regardless of how long agothe original entry was made. Making changes to old ROs might require that you reprintthose reports that are affected by the changes.

1. On the File menu, click Open and then click Repair Order.

- or -


Click the Wrench on White Paper icon on the toolbar.

The Repair Order window displays. The cursor is placed in the Locate box. This allowsyou to select an existing open RO for additions or modifications. Closed ROs can beaccessed by using the Find button at the bottom of the window.

NOTE: You can only update Closed repair orders if you have the appropriate security-level permission.

2. In the Locate list, select the RO that you want to open. The Repair Order window tabspopulate with the selected RO.


3. Make additions or changes as necessary.

RO cost totals are displayed at the bottom of the Repair Order Totals listing on theGeneral tab. This total is the sum of all costs for all VMRS Systems used on the repair.

4. Click the Save button to save your work.

Finding a Repair Order

The Find feature allows you to find a specific RO to open in the Repair Order window.

1. Click the Find button at the bottom of the Repair Order window. The Find: RepairOrder window displays.

2. Enter the search criteria.

3. Click the Find Now button to start the search. The ROs that meet your search criteriaare displayed in the result list.

If the RO that you are looking for is not in the result list, you can modify the searchcriteria and click the Find Now button again. To clear the current search criteria, clickthe New Search button. Or, simply click the window's Close button at the upper-rightcorner and then click the Find button again to re-open the Find window.

4. Double-click the RO entry in the result list that you want to open. The Find dialog boxcloses and the selected RO is opened in the Repair Order window.


Entering Repair Order DataThe following topics explain how to enter repair order data on the various tabs.

General Tab for ROs

The General tab includes key information about the RO.

The following table describes the General tab fields and options.

Table 3-1. Repair Order - General Tab Elements

Tab Element Description

Unit Number Number of the unit to which the RO corresponds. To open the unit inthe Unit Control Form, click the Unit Number link.

RO Number If your program is set up to generate RO numbers, this willautomatically be filled in with an RO number.

RO Status Depending on how the Repair Order setup option has beenconfigured, the default status will be Open or Closed.

NOTE: Change the status of the repair order from Open to Closedonce the repair order is completed or it will remain Open and bereported as such.


Table 3-1. Repair Order - General Tab Elements


RO Stage The available choices depend upon what you have set up under thecode tables area for Repair Order Stages. This is an optional fieldand no data is required to save the repair order. A new Repair OrderStage can also be added “on the fly” on the RO.

Mech/Vend Optional. Enter or select the primary mechanic or vendor assigned tothis RO.

Site Enter or select the site at which this work is being performed. The sitewill default to the site that is set up as the default for your useraccount. However, if the site of the repair is different than your defaultsite and you have access to multiple sites, this can be changed.

Date (In), Time (In) Enter the date in/time in. Defaults to the current date and time.

Date (Out), Time(Out)

When the work is completed, you must enter this date and time toclose an R/O. Defaults to the current date and time.

RO Class The RO class for this RO.

Customer If this unit has been assigned to a customer, this box is completedautomatically.

Customer PO # If the unit has been assigned to a customer, enter the PO numberrelated to the repair.

Last Meter Reading Shows the last valid meter reading for the primary meter.

Meter Readings A meter reading box will appear for the meters that have been set upfor the unit in Dossier.

Repair Order Totals Tax totals and grand totals for parts and labor costs for the RO.

System Info The users who created and last modified the RO record, along withthe date/time.

Parts/Labor TabNOTE: The Dossier Parts Inventory and Personnel features will automatically price parts andlabor values.

As you enter parts and labor data in the Parts/Labor tab of the Repair Order window, thecumulative costs are displayed at the bottom of the screen as a Grand Total along withany applicable tax that might apply to this specific vehicle unit. These costs will alsoappear on the bottom of the General tab.

Entering General Parts and Labor DataOn the Parts/Labor tab, complete the information at the top of the tab. This data andrelated functions are described in the following table.


Note that the following screen example shows the Standard Repairs grid, which displayson this tab if the Standard Repairs feature is enabled for the site of the repair. For moreinformation about using a Standard Repair to automatically enter data on this tab, refer to"Adding a Standard Repair to a Repair Order" on page 58.


Table 3-2. Parts and Labor Data and Functions


VMRS System Enter or select the VMRS System Code for this parts and labor entry.If real-time warranty checking is enabled and the selected VMRSSystem Code is covered under warranty, an alert will appear alongwith a hyperlink, allowing direct access to the specific Unit Warrantydetails.

You can add parts and labor data for more than one VMRS Systemcode. After entering the data for one code and saving your changes,select another code from the VMRS System list. The grid will clear soyou can enter the information for the new code.VMRS System codes for which you have entered parts and labordata are indicated by a red check mark over the code icon.

Click this button to display all the VMRS System codes that haveparts and labor data specified for this repair order.

To open another VMRS System code in the Parts/Labor tab, selectthat code and click OK.


Table 3-2. Parts and Labor Data and Functions


Click this button to display a list of the VMRS System Codes that canbe selected to change the VMRS System Code being used.

Select the new VMRS System to load in the Parts/Labor tab and clickOK.

Click this button to delete the current VMRS System Code andremove all associated entries on the Parts/Labor tab.

Click this button to add pre-defined parts and labor data from aStandard Repair for the currently selected VMRS System to theParts/Labor tab.For more information, refer to "Standard Repairs" on page 56 and"Adding a Standard Repair to a Repair Order" on page 58.

Click this button to save the current entries on the Parts/Labor tab asa Standard Repair.For more information, refer to "Standard Repairs" on page 56 and"Creating a Standard Repair" on page 56.

Repair Reason Select the repair reason for this RO.

Exclude Warranty If selected, indicates that this repair is not a warranty item.

Entering Labor DataIn the labor grid, complete an entry for each mechanic or vendor who is assigned to thisrepair. You can enter as many mechanics or vendors as necessary.


The labor data to be entered are described in the following table.

After entering labor information, click Save to save your work.

Table 3-3. Labor Data


Mechanic/Vendor Select the mechanic who is assigned to this R/O.

Standard Repair If the labor record has been entered using a standard repair, thename of the standard repair.Only displayed if Standard Repair Tracking is enabled for the site ofthe repair.

ERT Optionally enter the estimated time for the repair. Several reports areavailable to compare the estimated repair time against actual time.For more information, see the Standard Repair reports in the DossierReports Manual.Only displayed if the Enable Estimated Repair Time setup option isenabled.For Standard Repair labor records, this field is not available, sincethe estimated time is already accounted for by the Standard Repair'sSRT hours.Note that once any labor time is entered, this field is not editable.

Task Status A read-only field that shows the progress of the labor item.

Assembly Select a VMRS Assembly Code from the list.

Work Accomplished Select the type of work accomplished from the list.

Fail Code Select the failure code from the list that corresponds to the unit failurethat required the repair.


Table 3-3. Labor Data


Date Enter the date the work was performed, in the format hh:mm AM/PM.The default is today's date.

Time (In) The time the work was begun, in hours and minutes in the formathh:mm AM/PM. The default is the current time.

Time (Out) The time the work was completed, in hours and minutes in the formathh:mm AM/PM.If you simply enter the total time in the Hours box, the program willautomatically calculate the Time (Out) for you.

Hours The total time spent performing the work. The program willautomatically calculate the total hours if you enter the time in and out.Alternatively, if you enter the Time (In), you can enter the total time inwhole and tenths of hours and the Time (Out) is automaticallycalculated.The total time entry is rounded to the time interval set in the RepairOrder setup options. For example, if you enter 9:00 AM – 9:12 AMand the time interval is set to 15 minutes, the hours will be .25 or00:15.

Method The labor pricing method. Available choices are Straight time,Overtime 1 or 2, or Shop Rate 1, 2, or 3.

Rate The rate for the selected mechanic.

Cost Once the labor entry is completed, the cost for the labor entry.

Tax Once the labor entry is completed, the tax for the labor entry.

Total Enter the dollar value, along with appropriate taxes.For certain editions of Dossier, this dollar value is automaticallycalculated if you have mechanics pre-loaded.

Entering Parts DataIn the parts grid, complete an entry for each part used in this repair. You can enter as manyparts as necessary. The Find Part button can be used to perform a search for a part and addit to the repair.

NOTE: The Dossier Parts Inventory feature will automatically price part values.


The part data to be entered are described in the following table.

After entering part information, click Save to save your work.

Table 3-4. Part Data


Part Number The part number of the part.If the part is not already in inventory, then you will be prompted as towhether to add the part to inventory. For information about enteringparts in the system, refer to "Options If the Part Is Not in Inventory"following this table.

Description A description of the part and the work performed. The description isentered automatically by the Parts Inventory feature and is read-onlyhere.

Assembly Select the VMRS Assembly Code from the list.

Component Select the VMRS Component Code from the list.

QTY The quantity of this part used in the repair.

Cost Per A read-only field that, once the part number is entered, indicates thecost per part.

Parts Cost A read-only field that, once the part number and quantity are entered,indicates the total cost for the parts.

Cost Per The cost per part.

Parts Cost A read-only field that indicates the cost for the total quantity of thispart needed for the repair.


Table 3-4. Part Data


Tax Select the tax for the part.Defaults to the tax specified in the corresponding unit and part site'ssetup options.

Fail Code Select the failure code from the list that corresponds to the unit failurethat required the repair.

Total A read-only field that indicates the total cost for this part, includingtax.

Method A read-only field that indicates the parts pricing method, specified inthe Parts Pricing Method entry on the unit's Costs tab.

Options If the Part Is Not in InventoryIf this part is not already in your inventory, you will be prompted if you would like to addthis part to inventory. You have three options:

l Do Not Add This Part to Inventory - Simply records the part, its description, and itscosts in the RO history. This part data will be recorded as text on this repair order only.

l Add This Part (Non-Stocked) - Displays the Add Part screen to add all the details ofthis part into inventory, marks the part as Non-Stocked, and makes a history of thispart’s use in both the RO and Parts history.

l Add This Part (Stocked) - Displays the Add Part screen to add all the details of this partinto inventory, marks the part as Stocked, and makes a history of this part’s use in boththe RO and Parts history.

Instructions Tab

If you use the Open Paperless RO method, you might want to enter specific instructionsfor your mechanic or vendor on the RO.

On the Instructions tab, enter your instructions or message. Your instructions will appearon-screen and on the printed repair order for your mechanic to read and take action.


PMs Tab

The PMs tab allows you to record a PM service as being completed and automaticallyupdate the PM service schedule.


All of the PM services that are assigned or set up for this unit will be displayed with theircurrent status on this tab.

Marking a PM as CompletedTo mark a PM as completed:

1. Select the PM in the PMs Assigned list.

2. Click the Completed button. The PM Performed dialog box displays.

3. Enter the date and/or meter reading when the PM was actually performed.

4. Click OK to close the dialog box.

Resetting the PM Schedule and Completion StatusIf you selected the incorrect PM service by mistake, you can reset its completion status ifyou have not already saved your change.

Click Return to Original Values to reset the PM schedule and re-do the PM completionagain.

Changing the Date or Meter ReadingTo change the date or meter reading when the PM was completed:

1. Select the PM in the PMs Completed list.

2. Click the Edit button. The PM Performed dialog box displays.

3. Change the date and/or meter reading.



Saving Your PM ChangesClick Save when all of the completed services have been indicated.

Work Pending Tab

The Work Pending tab lists reminders of deferred work. Each item of deferred work isidentified by a VMRS System Code that describes the component or item that requireswork or attention.

If Dossier is set to operate as an Open RO system, as you create a new repair order,Dossier checks the unit's Work Pending tab to see if there is work that is open for thisunit. If so, Dossier displays a message.

Only Open work pendings are listed here. You can close a work pending, open it forediting by double-clicking it, or re-open a closed work pending if you closed it bymistake and have not yet saved your changes.

For complete information about processing work pendings, refer to "Work Pendings" onpage 117. For specific information about addressing work pendings with a repair order andclosing work pendings, refer to "Addressing Work Pendings in a Repair Order" on page127 and "Closing a Work Pending" on page 129.

Meters Tab

The Meters tab is used to define the measurement points for the unit. The primary methodsby which units can be metered are based on distance or time. The meters are used byDossier to measure utilization and performance scheduling, and to determine costs permeter.


The following table describes the meter settings, information, and operations that can beperformed on the Meters tab.

Table 3-5. Meters Tab Settings, Information, and Operations


Select Meter to View Indicates which meter is active and the one whose information youare viewing or editing.

New Meter Click to create a new meter. For more information, refer to "AddingNew Meters" on page 46.

Delete Meter Delete the active meter. For more information, refer to "Deleting aMeter" on page 46.

Import Offsets Import offsets that can be specified for Dossier Onboard (DOB), ROImport (R/O), and Fuel Import (Fuel). The offset value will be added(or subtracted) from meter reading data imported from othersystems to compensate for known differences

Primary If selected, this meter will be the primary meter.

Measurement The type of measurement this meter will track. Choices are Hours,Kilometers, Miles, Other, and No Meter.

Start The initial meter reading from which you will start to accrue andbegin all calculations. Whether this is a brand new unit or an olderunit, enter its current meter reading. The meter reading date willdefault to your computer's clock/calendar date. To change the date,click the date box and enter a different date.

NOTE: The original or beginning meter reading must be accurate! Itis imperative that this Start meter reading is accurate, as this is thepoint from which all future entries will be gauged. If this meter iswrong, all of your reports and scheduling will be wrong.

Month/Year/DossierLife

Accumulated meter values for these time periods.

Current The current meter reading and date of the reading.

Prev. Meters This entry is used to show previous usage if a meter was changed.For example: If a Unit has had the mileage meter replaced twicebefore, this field would show the accumulated mileage for theprevious two meters.

Pre-Dossier <meter>Run

This entry is used to account for unit usage before unitmaintenance history was being recorded in Dossier.For example: If you buy a used unit that already has 50,000 milesof usage, you would enter "50,000" in this box.




Max <meter> runmonthly

The maximum allowable meter (miles, hours, etc.) amount that thisunit can run during a month.The Max Miles Run monthly (tolerances) will be automaticallyentered based on the measurement you selected for this unit.For example, the program will default to 13650 miles for the Milesmeasurement. This means that if a user enters a meter reading thatcalculates to more than this amount of miles traveled for a month, awarning message displays, indicating that the entry is incorrect.This tolerance factor is gauged on a daily basis by taking the13650 and dividing it by the number of days in a given month. Soeach day has an allowable value of 455 miles. If an entry is madein excess of this value since the last entry, the program will use thisfactor to catch entry errors.

NOTE: The Max, or tolerance, is measured monthly, but gauged ondaily values since the last correct entry.

R/O and Fuel settings:

Asked For When entering an R/O or meters and fuel, the meter reading will bechecked for accuracy but not enforced. This means you can enter abad reading and the program will notify you of a possible error(when the meter reading is outside the Max Miles run factor sincethe last entry). It will accept and record the reading as text, but it willnot use it to update the program records for reporting or schedulingpurposes.

Required When entering an R/O or meters and fuel, the meter reading will bechecked for accuracy along with enforcing the accuracy of thereading. This means you must enter an accurate reading or theprogram will stop you from performing additional data entry on thisrepair order until you get the correct meter reading.

None No meter will be asked for during data entry. The program will notdisplay a meter reading field.

Replace Meter Replace the active meter without losing the accumulated readingsfrom the previous meter(s). For more information, refer to"Replacing a Meter" on page 46.

Summary/PreviousMeters

View the meter, fuel, and fluid histories. For more information, referto "Meter, Fuel, and Fluid Histories" on page 47.

Meter Readings List the meter readings for the active meter. For more information,refer to "Meter Readings" on page 49.

Add Reading Enter a meter reading without creating either a repair order or afuel ticket. For more information, refer to "Adding a Meter Reading"on page 50.


NOTE: Select No Meter for the Measurement entry if the unit has no meter or is being trackedby Calendar Days. A unit does not need a Day Meter for tracking Calendar Days. However,you must enter the Date In Service on the Unit Control Form's Unit Info tab to track cost perday (CPD) in the unit report. For more information about the Unit Info tab, refer to the DossierData Entry Manual.

Adding NewMetersYou can add new or multiple meters if a unit has more than one meter or if you want tomeasure maintenance and costs in different manners. For example, you might want tomeasure your utilization in miles traveled, but schedule PM services on the engine byhours operated.

The program allows for use of up to three meters with unique units of measure. After youhave set up your first meter, all other meters are set up the same way.

To add a new meter, click the New Meter button and enter the meter data in the tab.

Deleting a MeterYou can delete a meter.

1. In the Select Meter to View pane, select the meter that you want to delete.

2. Click the Delete Meter button. You are prompted to confirm the deletion.

3. Click the Yes button to confirm the deletion, or the No button to cancel the deletion.

NOTE: Deleted meters cannot be undeleted.

Replacing a MeterBecause meters might fail and need to be replaced, Dossier allows you to change the meterwithout losing the accumulated readings from the previous meter(s). All readings forreporting and scheduling purposes are saved.

1. In the Select Meter to View pane, select the meter that is being replaced.

2. Click the Replace Meter button. The Confirm Meter Replacement dialog box displays.


3. Click OK to confirm the meter replacement. The Replace Meter dialog box displays.

4. Enter the following data:

l Enter the Ending Reading on Meter - Enter the last reading on themeter to be replaced. The date of the last reading is displayed in theLast Reading on This Meter pane.

l Date of Meter Change - The entry defaults to your computer'sclock/calendar date. Change this date, if needed.

l Reading on New Meter - Enter the current reading on the new meter.

5. Click OK to accept the change or Cancel to cancel the meter replacement.

6. Click the Save button at the bottom of the Unit Control Form window to save thechange.

A record of this change is added to the complete history of the previous meter, which canbe viewed by clicking the Summary/Previous Meters button. Refer to the next topic.

Meter, Fuel, and Fluid HistoriesEach entry of a meter reading, fuel entry, or entry of fluids is recorded in the unit's meterhistory record. This data can be reviewed and modified by an authorized Dossier user. Theinformation is grouped together as they are relevant to each other. The gallons of fuel usedare divided by the miles run to produce miles per gallon, etc.

To view the meter, fuel, and fluid histories, click the Summary/Previous Meters button.The Summary & Previous Meter History dialog box displays.

NOTE: The data in the Summary & Previous Meter History dialog box is read-only.


l The Summary tab allows you to view all of the entries.

l The Previous Meters tab displays all previous meters for the active meter. It includes thedate on/off, the units of measurement at the time it was placed on and taken off, theaccumulated units run, and the computer system date on/off.


Meter ReadingsYou can list the meter readings for the active meter.

Click the Meter Readings button. The Meter Readings window displays.

To filter the list of readings, enter the search criteria—such as date range, meter type andreadings type—then click the Find Now button. To clear the search criteria, click the NewSearch button.

Edits or deletions can be performed for meter readings or fuel and meter entries from theMeter Readings window. (Repair order readings must be modified from the repair orderitself.)

To edit to a meter reading:

1. Select the meter reading entry you want to change.

2. Click the Edit button, or right-click the meter reading entry and click Edit.

3. Make the changes.


5. Click the Save button at the bottom of the Unit Control Form to save the changes.

NOTE: Only Fuel/Meter or Meter Reading type entries can be edited in this dialog box. Repairorder entries must be edited from the repair order screen.

NOTE: Making corrections to month, year, or life miles run is performed one entry at a time.

To delete a meter reading, select it in the list and then click the Delete button, or right-click the meter reading entry and click Delete. You are prompted to confirm the deletion.


Adding a Meter ReadingYou might want to enter a meter reading without creating either a repair order or a fuelticket.

To add a meter reading:

1. Click the Add Reading button. The Add Meter Reading dialog box displays.

2. Enter the date and meter reading for the unit.


4. Click the Save button at the bottom of the Unit Control Form to save the new meterreading.

Notes Tab

The Notes tab includes a text box for entering important information about the data item.All notes entered on the repair order Notes tab will also appear on the Notes tab on theunit's Unit Control Form.


External Work TabNOTE: If your installation of Dossier includes the optional External Work Managementlicense, the External Work tab is displayed.

There are two methods for entering outside repair work:

l Labor and parts costs can be entered on the Parts/Labor tab for a specific vendor.

l The External Work tab, which is a component of the External Work Managementfeature, can be used if you want to record more details for the outside work includingBilling Method, Purchaser, and Invoice Number. This tab will also separate the cost forvendor’s parts from your internal parts cost.


To record external work on the External Work tab:

1. Click the Add button. The New External Work window displays.

2. Complete the information on this window, as explained in the following table.

3. When you are finished entering the information, click OK and then click Save on theRepair Order screen to save your entries.

Table 3-6. New External Work Data

Window Element Description

Vendor The vendor being used for the external work. You can use the Findbutton to search for vendors.

Date The date for this external work.

Billing Method The bill payment terms used by the vendor.

Contact The name of the contact at the vendor.

Purchased By The person who made this purchase.

Invoice # The invoice number for the external work purchased, if applicable.

Notes Any notes that you want to record about the external work.

Vendor Payment Info:

Status The vendor payment status.

Date The date that the payment was made.

Authorization Info:


Table 3-6. New External Work Data

Window Element Description

AuthorizedAmount

A read-only field that indicates the authorized limit.

AuthorizationCode

A read-only field that is the authorization code based on settingsdefined in Setup Options for External Work Authorizations.

Work Details (one entry for each part or labor item):

VMRS System Enter or select the VMRS System Code to which to post this part orlabor cost.

Assembly Select the VMRS Assembly Code.

Component For parts, select the VMRS Component Code.

Type The type of expense, Parts or Labor.

Item A brief description of the part or work being performed.

Date The date on which the work was performed.

Cost Cost of the part/labor.

Tax Tax for the part/labor.

WorkAccomplished

For labor, select the work accomplished code that corresponds to thework performed for the labor item.

Total Cost Total cost, including the tax, for the part/labor. This value iscalculated by Dossier using the Cost and Tax entries.

WorkAccomplished

Description of the work accomplished using this part/labor.

Repair Reason The reason for the use of the part/labor for the repair.

XWarr Select this box to indicate that the part/labor is excluded fromwarranty.

Desc Description of the part or labor item.

Billing TabNOTE: The Billing tab is included only if your installation of Dossier includes the optionalCustomer Management Work Flow license. For information about this license, contactDossier Systems at 609-747-8800. For information about Dossier editions and optionalfeatures, refer to "Dossier Editions" on page 2.

If the repair order was created from a quote, the quote information is automatically enteredon the Billing tab.

l The Status indicates whether payment was received from the customer yet. When thestatus is changed to Paid, then you must enter the payment date in the Date field.


l The invoice number can be any combination of characters up to 20. This will bedisplayed at the top of the invoice when it is printed.

l The notes can be any text pertaining to the quote. The notes are displayed on theCustomer Invoices report.


Tires TabNOTE: The Tires tab is included only if your installation of Dossier includes the TireManagement license. For information about this license, contact Dossier Systems at 609-747-8800. For information about Dossier editions and optional features, refer to "DossierEditions" on page 2.

The Tires tab lists the tires that are currently on the unit. You can add tire entries, accessthe Tire window to create a new tire, and update the tread depth and pressure readings tothe tires that are listed.

Adding a Tire EntryTo add a tire entry to the grid, click in the blank Tire Number cell and select a tire. Thencomplete the other cells for the new entry.

Accessing the Tire Window to Create a New TireClick the Create Tire button. The Tire window opens, allowing you to add a new tire tothe database. For information about creating a tire on the Tire window, refer to "Tires DataEntry" in the Dossier Data Entry Manual.

Updating the Tread Depth and Pressure Readings1. Click the Add Readings button. The Tread Depth & Pressure Readings dialog box

displays.


2. Enter updated tread depths and/or pressure readings for any tires in the list, then clickOK. The readings that you entered are updated in the tire list on the Tires tab.

Documents Tab

The Documents tab allows you to attach almost any type of document or image file to thecurrent RO.

For more information about attaching documents to a repair order, refer to "DocumentsTab" on page 15.

Standard Repairs

If you have repair work that is repeated frequently, you can create a Standard Repair thatcaptures the parts and labor data of a repair order for that work. You can then add the datafrom the Standard Repair to a new or existing repair order's Parts/Labor tab for similarwork, eliminating the need to enter the parts and labor data manually.

Standard Repairs are tied to VMRS System codes. That is, a VMRS System code must bespecified when creating a Standard Repair, and when adding a Standard Repair to a repairorder. More than one Standard Repair per VMRS System code can be created.

Data from one or more Standard Repairs can be added to a repair order. When a StandardRepair is added to a repair order, its data is added to the existing data that is alreadyentered on the Parts/Labor tab for the specified VMRS code.

Creating a Standard RepairTo create a Standard Repair:

1. Open a repair order that has the parts and labor data on the Parts/Labor tab entered asyou would like it saved for the Standard Repair and click the Create Standard Repairbutton, highlighted below.

NOTE: You must have a VMRS System selected on the Parts/Labor tab.


- or -

On the Setup menu, click Standard Repairs.

The Standard Repair window displays. If you opened the window from the Repair Orderwindow, the data entered in the window is copied from the General and Parts/Labortabs.

2. In the Name field, enter a name for the Standard Repair.

3. If the All Sites check box has been enabled, and you want any site to be able to usethis Standard Repair, select this check box.

All Sites can only be selected for labor-only Standard Repairs. This is because parts aredefined on a site basis.

4. Enter or modify the data as needed.

If you select None for Labor Type, labor data is not added to repairs.

5. Click the Save button to save your changes.

6. Optionally, to create another Standard Repair, click the New button.

7. When you are finished, click the Close button.

The Standard Repairs that you created are now available for use to populate theParts/Labor tab of other repair orders.


Editing a Standard RepairYou can edit the content of an existing Standard Repair.

1. On the Setup menu, click Standard Repairs.

2. In the Select list in the Standard Repair window, select the Standard Repair that youwant to edit.

3. Respond to the subsequent dialog boxes to continue without saving a new StandardRepair until the Standard Repair that you want to edit is displayed in the window.

4. Make modifications as needed, then click the Save button.

Note that you can also open a Standard Repair that is listed on a repair order's Parts/Labortab by double-clicking it.

Deleting a Standard Repair1. On the Setup menu, click Standard Repairs.

2. In the Select list in the Standard Repair window, select the Standard Repair to bedeleted.

3. Respond to the subsequent dialog boxes to continue without saving a new StandardRepair until the Standard Repair that you want to delete is displayed in the window.

4. Click the Delete button.

You are prompted to confirm the deletion.

5. Click Yes to delete the Standard Repair.

Adding a Standard Repair to a Repair OrderYou can add one or more Standard Repairs to a repair order.

1. Open the repair order to which you want to add the Standard Repair data and go to theParts/Labor tab.

2. Select the VMRS System of the Standard Repair data that you want to add.

3. Click the Add Standard Repair button, highlighted below.

The Add Standard Repair dialog box displays. It includes an SRT Hours column if theDisplay SRT Hours setup option is enabled.


4. Select the Standard Repair and click the Add button.

The data from the Standard Repair is added to any data that was already entered in theParts/Labor tab for the selected VMRS System. The Standard Repairs that have beenadded are listed in the Standard Repairs grid at the upper right.

5. Modify the data in the Labor and Parts grids that was added, as needed, for this specificrepair order. For more information about these grids, refer to "Entering Labor Data" onpage 36 and "Entering Parts Data" on page 38.

6. To toggle the display of a Standard Repair's data in the grids, select or clear its Displaycheck box in the Standard Repairs list.


Note that you can open a Standard Repair that is listed by double-clicking it.


Pending Unit ChargesNOTE: The pending unit charges feature must be enabled in the Dossier Setup Options to beavailable in the system. For more information, refer to the Dossier Planning andConfiguration Manual.

A pending unit charge is a set of part and labor cost items for a repair order that is eitherimported from an external system or created in Dossier and for which a unit or VMRSSystem entry is optional. The pending charge can later be assigned to a new or existingopen repair order, at which time the unit and VMRS System information must be enteredfor the repair order. When the repair order is saved, the pending unit charge is deleted.

Pending unit charges are listed on the Daily Reminder so that Dossier users canincorporate them into either a new or existing open repair order.

Manually Creating a Pending Unit Charge

To create a pending unit charge in Dossier:

1. On the Data Entry menu, click Pending Unit Charges.

The Pending Unit Charge window displays.

2. Click the New button.

A new pending unit charge is created.


3. Complete the fields and options for which you have information on the General andPending Charges tabs (refer to the two tables below). Remember that the unit number,the VMRS, or both can be left blank.

4. Click the Save as Pending button.

The pending unit charge is added to the list of pending unit charges in the DailyReminder.

Table 3-7. Pending Unit Charge - General Tab Elements


Site Enter or select the Site at which the work is being performed. If youonly have one maintenance shop, this box will be automatically filledin for you.

Date Enter the date on which the charge was incurred.

Unit Number Number of the unit to which the pending unit charge applies. Thisfield can be left blank.

Vendor Optional. Enter the vendor from which the cost was incurred.

Repair Class Enter the repair class for the work.

Notes Optionally, enter any notes to describe the pending charges.


Table 3-8. Pending Unit Charge - Pending Charges Tab Elements


VMRS System Select the VMRS System to which the cost applies. This field can beleft blank.

Repair Reason Select the reason for the repair work.

Type Select the cost type: Part or Labor.

Cost Enter the cost for this cost entry.

Part Number If the selected Type is Part, enter the part number for the part.If the repair order record has been imported from an external system,then this entry might be populated by a part number included in theimported repair order. The part number might or might not exist inDossier. If the part number does not exist in Dossier, you can eitherchange this entry to the correct part number or leave it as a text-onlypart number with no link to an actual Dossier part number.

Description Enter a description for the cost entry.

VMRS SystemDescription

An optional description of the work performed for the VMRS System.

Viewing or Modifying an Existing Pending Unit Charge

To open an existing pending unit charge, you can either:

l Open it from the Daily Reminder.

- or -

l Select it from the Locate list on the General tab of the Pending Unit Charge window.

With the pending charge open, you can:

l Modify it by making changes and then clicking the Save button.

l Delete it by clicking the Delete button.

Applying a Pending Unit Charge from the Pending UnitCharge Window

To apply a pending unit charge to a repair order from the Pending Unit Charge window:

1. Open the pending unit charge in the Pending Unit Charge window.

2. Complete the required information that was incomplete: either the unit, the VMRSSystems for the parts and labor costs, or both.

3. On the Pending Charges tab, click the Save & Apply button.


The Apply Pending Unit Charge dialog box displays.

4. To create a new repair order, select the Create a New Repair Order option.

- or -

To apply the charge to an existing open repair order, select the Add to Open RepairOrder option and select the repair order from the list.

5. Select the Repair Order Type—Internal or External.

6. If you are creating a new repair order and did not select the unit on the General tab,select the unit from the list here.

7. Click the Apply button.

The new or updated repair order is displayed and the pending unit charge is removedfrom the Daily Reminder.

Note that when applying the pending unit charges to an existing open repair order, theywill always be added as new part and labor lines and will not be combined with otherlines even if they are for the same part number.


Applying a Pending Unit Charge from the Daily Reminder

You can apply a pending unit charge directly from the Daily Reminder:

1. In the Daily Reminder, display the list of pending unit charges.

2. Right-click the pending unit charge and click Apply Charges.

l If a VMRS System has been assigned to all cost entries, then the Apply Pending UnitCharge dialog box displays, as described in the procedure in "Applying a Pending UnitCharge from the Pending Unit Charge Window" on page 62.

l If a VMRS System has not been assigned to all cost entries, then you are prompted toopen the Pending Unit Charge window to enter the missing VMRS Systems beforeproceeding.

Printing the Repair OrderYou can print an RO at any time and as many times as you want, regardless of whether ornot the RO is currently open or closed.

1. Click the Report button at the bottom of the window. The Repair Order Print Optionsdialog box displays.

2. Select which items you want to view or print: the repair order, the invoice for the repairwork (if your installation of Dossier includes the optional Customer Management WorkFlow feature), and/or the PM services specified on the RO.

3. If viewing or printing PM services, specify which services to include. Also specifywhether to include the PM services checklist.

4. Select the Notes check box to include the entry on the Notes tab.

5. To view the selected items in a print preview window, click the View button. Eachselected item is opened in its own print preview window.

To print the selected items, click the Print button. The standard Windows Print dialogbox displays.


Checking Recent Unit Repair Orders with InstantRecall

If it has been enabled as part of system setup, you can view a quick report that lists themost recent repair orders for the current unit using the Instant Recall feature. Viewing thisinformation can indicate how frequently a unit is coming in for repairs.

In Setup Options, Instant Recall can be enabled for units, repair orders, quotes, andexternal work authorizations. An arrow button will be displayed at the upper right cornerof the corresponding window (e.g., the Unit Control Form window or the Repair Orderwindow).

NOTE: The report that displays in the Instant Recall pane can be customized. If it has beencustomized for your installation of Dossier, a report other than one that shows the most recentrepair orders might be displayed instead.

Opening Instant RecallClick the arrow button at the upper right corner of the window.

The Instant Recall panel displays.


Instant Recall OptionsYou can set the following options, which are displayed at the top of the panel:

l Show n ROs - Select the number (up to 10) of recent ROs to include.

l Show All System Codes - By default, the ROs are filtered by the VMRS System Codethat is assigned to the RO on the Parts/Labor tab. Select this check box to remove thisfilter and view recent ROs regardless of their assigned VMRS System Code.

l Auto-Open - Select this check box to have the Instant Recall panel open automaticallywhenever the Repair Order window is opened.

NOTE: Depending on how the Instant Recall feature has been set up, you might not be ableto change certain options.

Additional Instant Recall FeaturesTo open the RO History Report, click the link at the upper right corner of the panel.

To open one of the ROs listed in the panel, click its RO number link.

Closing Instant RecallClick the arrow button at the upper left corner of the panel.

Closing the Repair OrderUpon completing all necessary work, check to make sure everything is recorded andentered accurately. If so, you can close this repair order by changing the status to Closedto store it in history.

Once the status of the repair order is Closed, only users that have the security permissionto edit closed repair orders can make changes.

1. On the File menu, click Open and then click Repair Order.

- or -

Click the Wrench on White Paper icon on the toolbar.

The Repair Order window displays. The cursor is placed in the Locate box. This allowsyou to select an existing open RO for additions or modifications. Closed ROs can beaccessed by using the Find button feature.


2. In the Locate list, select the RO that you want to open. The Repair Order window tabspopulate with the selected RO.

3. Review the RO to make sure that it is complete and accurate.

4. Open the RO Status list and select Closed.

5. Click the Save button to save the new repair order status of closed.


Chapter 4: Meters and FuelIntroduction

Entering accurate meter information on a regular basis is crucial to managing fleetoperations, as this information is the common means of measure. All reports and schedulesare based on entering correct meter readings, and fuel is one of the largest cost areas ofoperating a fleet. Because these two pieces of information are generally collected at thesame time, we have combined their entry in the program.

Enter meter readings as often as possible, even if you are not entering fuel transactions, asthey are a primary means of measure and they update all of the program's calculations andscheduling processes. It is recommended that at least have one valid meter reading permonth is entered.

There are different methods of entering meter and fuel data:

l A fuel spreadsheet style data entry screen.

l Entering more detailed data including fluids and other data related to fueling such asstate, vendor, invoice, etc.

l The optional Fuel and Meter Import feature. For more information, refer to "ImportingFuel and Meter Data" on page 213.

Entering Data Using the Meters and Fuel SpreadsheetThe Meters and Fuel Spreadsheet is the most often used method of entering meter and fueldata. The Meters and Fuel Spreadsheet can also be used to enter fluid parts.

NOTE: Fields used to identify who performed the fueling must be enabled in Dossier SetupOptions to be available from the Meters and Fuel Spreadsheet. For more information, refer tothe Dossier Planning and Configuration Manual.

1. On the Data Entry menu, click Meters & Fuel Spreadsheet. The Meters & FuelSpreadsheet displays.


2. Enter the data for the meter/fuel entry. The entered data is saved when you leave therow. The data boxes are explained in the following table.

3. When you are finished entering the data, click Close.

Table 4-1. Meter/Fuel Data in Fuel Spreadsheet

WindowElement Description

Unit Enter or select a unit.

Date Accept the program's default date or change it.

In House Select the In House check box to indicate that the fuel was acquired inhouse, or leave the check box cleared to indicate that it was acquiredon road.If you select In House, you also must select a fuel item and enter thenumber of gallons. The program will automatically calculate the fuelcost and apply it to the vehicle. The program will also activate theinventory if the program is set up for tracking fuel as inventory.If you don’t select In House, indicating this is an on-road entry, then youmust select the non-stocked fuel item, enter the number of gallons, andthen the total cost manually. This will not deduct fuel from yourinventory.

Fueler ID Optional. A unique identifier associated with the fueler.

Fueler FirstName

Optional. The first name of the fueler.

Fueler MiddleName

Optional. The middle name of the fueler.

Fueler LastName

Optional. The last name of the fueler.

Status Indicates whether this fueling is completed and accounted for.

Reading Enter the meter reading. This entry will update the unit’s primary meterreading.

Measure A read-only field that indicates the measure, based on the unit's metersetting.

Fuel Part The default fuel part for the unit appears. If you have used another fuelitem associated with the type of fuel on the unit, a list appears fromwhich the fuel part can be selected.

Fuel Quantity The amount of fuel purchased.

70 | Chapter 4: Meters and Fuel

Table 4-1. Meter/Fuel Data in Fuel Spreadsheet

WindowElement Description

Total Cost The total cost of the fueling. If the fueling is in-house, Dossier calculatesand enters the cost. For an on-road fuel ticket, the cost must be enteredmanually.

Detail Click this box and then click the icon that displays in it to open the Meterand Fuel dialog box, which will allow you to enter other fluid parts andother detailed information.

The data in the Meter and Fuel dialog box is similar to that on the FuelInvoice & Fluids tab of the Meters and Fuel window. For moreinformation about this detailed data, refer to "Entering Meter and FuelData Using the Meter and Fuel Window" on page 72.

Opening Existing Meter and Fuel Entries Using FindThe Find feature allows you find existing meter and fuel entries and add them to thespreadsheet for viewing or editing.

1. Click the Find button at the bottom of the Meter & Fuel Spreadsheet window. TheFind: Fuel Spreadsheet dialog box displays.


3. Click the Find Now button to start the search. The meter and fuel entries that meet yoursearch criteria are displayed in the result list.

If the entries that you are looking for are not in the result list, you can modify thesearch criteria and click the Find Now button again. To clear the current search criteria,click the New Search button.

4. To load all of the listed entries, click the Load Results button. The Find dialog boxcloses and the entries are added to the spreadsheet grid.


Entering Meter and Fuel Data Using the Meter andFuel Window

Fuel entries can be from in-house fueling systems or from on-road purchases such as a gasstation or truck stop.

For in-house fueling, Dossier will calculate the fuel and other fluid costs, apply the coststo the vehicle, and deduct the fuel and other fluid used from inventory. For on-roadfueling, the costs must be entered manually.

Once you have entered a Unit Number, you have direct access to its meter data by goingto the Meter tab to make necessary changes.

Entering a NewMeter and Fuel Entry1. Open the Data Entry menu and select Meters and Fuel.

The Fuel Invoice & Fluids tab of the Meters and Fuel window displays.

2. Click New to create a new meter and fuel entry.

3. Complete the information on the Fuel Invoice & Fluids tab and enter the meter readingon the Meters tab.

4. When you are finished entering the data, click the Save button.


Opening an Existing Meter and Fuel Entry Using FindThe Find feature allows you find an existing meter and fuel entry and open it in theMeters and Fluid window for viewing or editing.

1. Click the Find button at the bottom of the Meters and Fluid window. The Find: Meterand Fuel dialog box displays.


3. Click the Find Now button to start the search. The meter and fuel entries that meet yoursearch criteria are displayed in the result list.

If the entries that you are looking for are not in the result list, you can modify thesearch criteria and click the Find Now button again. To clear the current search criteria,click the New Search button.

4. Double-click the entry in the result list that you want to open. The Find dialog boxcloses and the selected entry is opened in the Fuel Invoice & Fluids tab of the Metersand Fuel window.


Fuel Invoice & Fluids Tab

Enter the meter and fuel entry's fuel invoice and fluids data on the Fuel Invoice & Fluidstab.

The following table describes the data to be entered.

Table 4-2. Data on Fuel Invoice & Fluids Tab

Data Element Description

Fueling WasPerformed

Indicate where the fueling occurred: In House (the default) or OnRoad.

Fueling Date Enter the fueling date.

Unit Number Enter or select a unit number.

Site The site at which the fuel was purchased.

Status The status of the invoice.


Table 4-2. Data on Fuel Invoice & Fluids Tab

Data Element Description

Meter Readings Enter each meter reading.This unit might have more than one meter entry and might or mightnot be set to require absolute accurate data or refuse further entry onthis unit.When you make an erroneous meter entry, the program will display amessage telling you so. Depending on the Fuel option chosen on theMeters tab of the unit's Unit Control Form —Asked For, Required, orNo Meter—, you can do one of the following:l Ignore the error message and continue with data entry and savethe meter reading regardless of its absolute accuracy.

l Enter the correct reading, otherwise the program will preventfurther data entry of any kind.

The entry will either be valid or invalid and the program will onlyupdate on valid readings.

NOTE: Accurate meter readings are crucial to the program fordecision and scheduling purposes.

State The state in which the fuel was purchased (optional).

Station ID If this field has been configured as a list, select the station ID of thestation at which the fuel was purchased.If this field has been configured as a text box, enter a name, site, orpump number, if desired.

Items purchasedgrid

In the grid, enter the part number, quantity, and cost of each itempurchased.

NOTE: Dossier will calculate the costs and activate the inventory ifthe program is set up for tracking fuel as inventory.

Total Cost The total cost for the item purchased.

Vendor Select the vendor from whom the items were purchased.

Invoice If there is an invoice for the fuel purchase, enter the invoice numberhere.

Fueler ID Optional. A unique identifier associated with the fueler.

Fueler First Name Optional. The first name of the fueler.

Fueler MiddleName

Optional. The middle name of the fueler.

Fueler Last Name Optional. The last name of the fueler.


Meters Tab

The Meters tab is used to define the measurement points for the unit. The primary methodsby which units can be metered are based on distance or time. The meters are used byDossier to measure utilization and performance scheduling, and to determine costs permeter.

The following table describes the meter settings, information, and operations that can beperformed on the Meters tab.



Select Meter toView

Indicates which meter is active and the one whose information youare viewing or editing.

New Meter Click to create a new meter. For more information, refer to "AddingNew Meters" on page 78.

Delete Meter Delete the active meter. For more information, refer to "Deleting aMeter" on page 78.

Import Offsets Import offsets that can be specified for Dossier Onboard (DOB), ROImport (R/O), and Fuel Import (Fuel). The offset value will be added (orsubtracted) from meter reading data imported from other systems tocompensate for known differences

Primary If selected, this meter will be the primary meter.

Measurement The type of measurement this meter will track. Choices are Hours,Kilometers, Miles, Other, and No Meter.




Start The initial meter reading from which you will start to accrue and beginall calculations. Whether this is a brand new unit or an older unit,enter its current meter reading. The meter reading date will default toyour computer's clock/calendar date. To change the date, click thedate box and enter a different date.

NOTE: The original or beginning meter reading must be accurate! It isabsolutely important that this Start meter reading is accurate, as this isthe point from which all future entries will be gauged. If this meter iswrong, all of your reports and scheduling will be wrong.

Month/Year/Life Accumulated meter values for these time periods.

Current The current meter reading and date of the reading.

Prev. Meters This entry is used to show previous usage if a meter was changed.For example: If a Unit has had the mileage meter replaced twicebefore, this field would show the accumulated mileage for theprevious two meters.

Pre Dossier<meter> Run

This entry is used to account for unit usage before unit maintenancehistory was being recorded in Dossier.For example: If you buy a used unit that already has 50,000 miles ofusage, you would enter "50,000" in this box.

Max <meter> runmonthly

The maximum allowable meter (miles, hours, etc.) amount that thisunit can run during a month.The Max Miles Run monthly (tolerances) will be automatically enteredbased on the measurement you selected for this unit.For example, the program will default to 13650 miles for the Milesmeasurement. This means that if a user enters a meter reading thatcalculates to more than this amount of miles traveled for a month, theprogram will give a warning message that the entry is probablyincorrect.This tolerance factor is gauged on a daily basis by taking the 13650and dividing it by the number of days in a given month. So each dayhas an allowable value of 455 miles. If an entry is made in excess ofthis value since the last entry, the program will use this factor to catchentry errors.

NOTE: The Max, or tolerance, is measured monthly, but gauged ondaily values since the last correct entry.

R/O and Fuel settings:

Asked For When entering an R/O or meters and fuel, the meter reading will bechecked for accuracy but not enforced. This means you can enter abad reading and the program will notify you of a possible error (whenthe meter reading is outside the Max Miles run factor since the lastentry). It will accept and record the reading as text, but it will not use itto update the program records for reporting or scheduling purposes.




Required When entering an R/O or meters and fuel, the meter reading will bechecked for accuracy along with enforcing the accuracy of thereading. This means you must enter an accurate reading or theprogram will stop you from performing additional data entry on thisrepair order until you get the correct meter reading.

None No meter will be asked for during data entry. The program will notdisplay a meter reading field.

Replace Meter Replace the meter active without losing the accumulated readingsfrom the previous meter(s). For more information, refer to "Replacing aMeter" on page 79.

Summary/PreviousMeters

View the meter, fuel, and fluid histories. For more information, refer to"Meter, Fuel, and Fluid Histories" on page 80.

Meter Readings List the meter readings for the active meter. For more information,refer to "Meter Readings" on page 81.

Add Reading Enter a meter reading without creating either a repair order or a fuelticket. For more information, refer to "Adding a Meter Reading" onpage 82.

NOTE: Select No Meter for the Measurement entry if the unit has no meter or is being trackedby Calendar Days. A unit does not need a Day Meter for tracking Calendar Days. However,you must enter the Date In Service on the Unit Info tab to track cost per day (CPD) in unitreports.

Adding NewMetersYou can add new or multiple meters if a unit has more than one meter or if you want tomeasure maintenance and costs in different manners. For example, you might want tomeasure your utilization in miles traveled, but schedule PM services on the engine byhours operated.

The program allows for use of up to three meters with unique units of measure. After youhave set up your first meter, all other meters are set up the same way.

To add a new meter, click the New Meter button and enter the meter data in the tab.

Deleting a MeterYou can delete a meter.

1. In the Select Meter to View pane, select the meter that you want to delete.

2. Click the Delete Meter button. You are prompted to confirm the deletion.

3. Click the Yes button to confirm the deletion, or the No button to cancel the deletion.

NOTE: Deleted meters cannot be undeleted.


Replacing a MeterBecause meters might fail and need to be replaced, Dossier allows you to change the meterwithout losing the accumulated readings from the previous meter(s). All readings forreporting and scheduling purposes are saved.

1. In the Select Meter to View pane, select the meter that is being replaced.

2. Click the Replace Meter button. The Confirm Meter Replacement dialog box displays.

3. Click OK to confirm the meter replacement. The Replace Meter dialog box displays.

4. Enter the following data:

l Enter the Ending Reading on Meter - Enter the last reading on themeter to be replaced. The date of the last reading is displayed in theLast Reading on This Meter pane.

l Date of Meter Change - The entry defaults to your computer'sclock/calendar date. Change this date, if needed.

l Reading on New Meter - Enter the current reading on the new meter.

5. Click OK to accept the change or Cancel to cancel the meter replacement.

6. Click the Save button at the bottom of the Unit Control Form window to save thechange.

A record of this change is added to the complete history of the previous meter, which canbe viewed by clicking the Summary/Previous Meters button. Refer to the next topic.


Meter, Fuel, and Fluid HistoriesEach entry of a meter reading, fuel entry, or entry of fluids is recorded in the unit's meterhistory record. This data can be reviewed and modified by an authorized Dossier user. Theinformation is grouped together as they are relevant to each other. The gallons of fuel usedare divided by the miles run to produce miles per gallon, etc.

To view the meter, fuel, and fluid histories, click the Summary/Previous Meters button.The Summary & Previous Meter History dialog box displays.

NOTE: The data in the Summary & Previous Meter History dialog box is read-only.

l The Summary tab allows you to view all of the entries.

l The Previous Meters tab displays all previous meters for the active meter. It includes thedate on/off, the units of measurement at the time it was placed on and taken off, theaccumulated units run, and the computer system date on/off.


Meter ReadingsYou can list the meter readings for the active meter.

Click the Meter Readings button. The Meter Readings window displays.

To filter the list of readings, enter the search criteria—such as date range, meter type andreadings type—then click the Find Now button. To clear the search criteria, click the NewSearch button.

To change to a meter reading:

1. Select the meter entry you want to change.

2. Click the Edit button.

3. Make the changes.


5. Click the Save button at the bottom of the Unit Control Form to save the changes.

NOTE: Only Fuel/Meter or Meter Reading type entries can be edited in this dialog box. Repairorder entries must be edited from the repair order screen.

NOTE: Making corrections to month, year, or life miles run is performed one entry at a time.

To delete a meter reading, select it in the list and then click the Delete button. You areprompted to confirm the deletion.


Adding a Meter ReadingYou might want to enter a meter reading without creating either a repair order or a fuelticket.

To add a meter reading:

1. Click the Add Reading button. The Add Meter Reading dialog box displays.

2. Enter the date and meter reading for the unit.


4. Click the Save button at the bottom of the Unit Control Form to save the new meterreading.


Chapter 5: InventoryManaging Inventory

The Inventory feature has the following functions:

l Purchase orders

l Re-order parts

l Receive parts

l Return parts

l Adjust on-hand amount

l Transfer parts

Each function is tied to parts inventory and is used for placing new orders, receivingshipments, or adjusting on-hand quantities.

Purchase OrdersPurchase orders (POs) are linked to parts inventory and parts vendors. Dossier is capable ofgenerating and printing POs or you can export and save the PO in one of several differentcomputer file formats.

The use of Dossier’s Purchase Order system is optional, as you might have some othermethod or department responsible for actually ordering parts. However, you must use it ifyou want to track orders placed within Dossier.

You can generate a purchase order for stock and non-stock parts.

NOTE: Purchase orders that are imported from an external system cannot be edited. Thepurchase order's Source information in the System Info panel will indicate that the purchaseorder was imported from an external source.

Adding a New Purchase Order1. Open the Data Entry menu, click Inventory, and then click Purchase Order.

The Purchase Order window displays.


A new purchase order displays in the window.


3. Enter the purchase order information. For descriptions of the information to be entered,refer to "Purchase Order Window" on page 85.

4. After entering the purchase order information, click Save to save the changes.

Loading an Existing Purchase Order to View or EditYou can view or edit open or closed purchase orders.

1. On the Data Entry menu, click Inventory and then click Purchase Order. The PurchaseOrder window displays.

2. To load an open purchase order, select the PO number in the Locate PO box.

To load a closed purchase order, click the Find button and perform a search for it. Formore information about using the Find function, refer to "Opening an Existing PurchaseOrder Using Find" on page 86.

3. Make any edits that are needed. For descriptions of the information that can be edited,refer to "Purchase Order Window" on page 85.

4. After making any edits to a purchase order, click the Save button to save the changes.

84 | Chapter 5: Inventory

Purchase Order WindowThe Purchase Order window includes information about the purchase order.

The following table describes the settings and information on the Purchase Order window.

Table 5-1. Purchase Order Window Settings and Information


Locate PO Selecting an existing open purchase order to load in the window.

PO Number When generating a new purchase order, click New and enter a POnumber or accept the PO number entered here if the program is setup to automatically generate them for you through the Setup menu.

Vendor Enter or select a Vendor.

Billing Method Select the bill payment terms for the bill.

Status A new PO is considered Open. You can only Close a PO by calling itup in the Receive Parts option and receiving in those parts.

Site The Site will default to your site.

Date Enter or accept the Date.

Created By will fill in the user account name of the person logged in.

Notes Enter information about the purchase order.


Table 5-1. Purchase Order Window Settings and Information


Parts grid Enter the information for as many parts as you want. If you want toorder a part that is not in inventory, you can add it "on the fly" as astock or non-stock part. The program will display a screen from whichto choose.

Part Number The part number.

Description A description of the part.

User Code An accounting code (cost center) for the part. A one-time setup of thiscolumn is required prior to using. To set up this column, click Setup,Configuration, Code Tables, and Validations. Enter a new validationnamed GL Code. Click Save and Close. Click Setup, Options, andPurchase Orders. Place a checkmark next to the last item listed,Display User Code Column for Purchase Order Items. Once thesesteps are completed the User Code column will appear on thepurchase order.

NOTE: If the Display User Codes check box is selected for both thePurchase Orders and Parts setup options, the User Code for a partwill default to the value specified for the part when it is added to apurchase order.

Qty Quantity of this part.

Qty Rec The quantity received against this PO. This field will be blank untilthe parts are received on a related receipt.

Quoted Price The quoted price for the part.

On Hand A read-only field that indicates the quantity of the part on hand.

Max Stock A read-only field that indicates the maximum stocking level for thispart.

Last Price A read-only field that indicates the last price paid for this part.

Notes Notes about the part.

Opening an Existing Purchase Order Using FindThe Find feature allows you find a specific purchase order to open in the Purchase Orderwindow.

1. Click the Find button at the bottom of the Purchase Order window. The Find: PurchaseOrder dialog box displays.



3. Click the Find Now button to start the search. The purchase orders that meet yoursearch criteria are displayed in the result list.

If the purchase order that you are looking for is not in the result list, you can modifythe search criteria and click the Find Now button again. To clear the current searchcriteria, click the New Search button.

4. Double-click the purchase order entry in the result list that you want to open. The Finddialog box closes and the selected purchase order is opened in the Purchase Orderwindow.

Viewing, Printing, and Exporting the Current Purchase OrderYou can view and then print or export the currently loaded purchase order at any time.

To view the purchase order, click the Report button. The purchase order displays in ReportViewer. For information about Report Viewer, including printing, exporting, or emailingthe report, refer to "Report Viewer Toolbar Controls" on page 159.

Deleting the Current Purchase OrderYou can delete the currently loaded purchase order.

Click the Delete button. You are prompted to confirm the deletion of the purchase order.Click Yes to confirm the deletion.

Adding Pending PartsYou can add a pending part on the Pending Parts tab. Refer to "Pending Parts" on page 92for an overview of pending parts and to "Adding a Pending Part to a Part Receipt orPurchase Order" on page 97 for the procedure.


Fuel and Fluids Purchase OrdersNOTE: The fuel and fluids purchase orders feature must be enabled in the Dossier SetupOptions to be available in the system. For more information, refer to the Dossier Planning andConfiguration Manual.

When purchasing fuel and fluids only, you can create fuel and fluids purchase orders.These purchase orders are exactly the same as standard purchase orders, except that onlyfuel and fluids parts can be entered in the parts grid.

To add or view a fuel and fluids purchase order:

1. On the Data Entry menu click Inventory, then click Fuel & Fluids Purchase Order.

The Fuel & Fluids Purchase Order window displays.

2. To add a fuel and fluid purchase order, click the New button.

- or -

To view an existing fuel and fluid purchase order, select it in the Locate PO list.

The new or existing PO is displayed in the General tab.

For information about the data fields on the General tab, refer to "Purchase OrderWindow" on page 85.

You can enter or view pending fuel and fluids parts for the displayed purchase order onthe Pending Parts tab.


Reordering PartsDossier automatically identifies parts that need to be reordered based on a reorderminimum and maximum stock amount that you set for each part when you originallyentered the part.

When the amount on hand is reduced to the reorder level, that part will automaticallyshow up on the Reorder report. This report tells you which parts to reorder; the amountneeded to be ordered to bring the on-hand level up to the maximum level, and alsodisplays the primary vendor for this part. You can automatically issue and print a PO forthis reorder from this screen.

The automatic reordering feature only operates for parts that have a reorder level andmaximum stock level set up.

To reorder parts:

1. Open the Data Entry menu and then click Inventory.

2. In the menu that displays, select Reorder Parts. The Reorder Parts window displays.

NOTE: Parts on order will not show up again.

The Parts tab displays all parts that need to be reordered based on the minimum reorderlevel. This screen is presented first to allow you to see on one screen all of the parts thatneed to be reorders.

Any stocked part that has met or has gone below its reorder level will automatically showup as needing to be reordered.


The reorder screen has two other tabs: Vendor and Purchase Order. You can use either theParts or Vendors tab to identify which parts need to be reordered. The Purchase Order tabis where the parts are actually placed and recorded as being ordered.

You do not have to use or print the purchase orders, but you do have to work with thisfunction as the program uses these POs to keep track of what you placed on order and allpast order histories.

The Parts and Vendor tabs both work in a similar way, with an exception that the Vendortab allows you to select from three different options.

The Vendor Tab

Select the vendor from the Locate list, then select one of the following options to displaythe parts that meet your criteria:

l See only parts where the selected vendor is the primary supplier

l See only parts where the selected vendor is the primary and/or secondary supplier

l Or list all parts just as they appear on the Parts tab.

Placing Parts on Order from the Parts or Vendors TabTo place one part on order, select the part and then click the Order button or double-clickthe part entry.

To place multiple parts on order, select the parts using Ctrl-click or Shift-click, or click theSelect All button. With the parts selected, click the Order button.

The parts that have been placed on order are removed from the reorder listing and added tothe grid on the Purchase Orders tab for you to complete the ordering transaction.

You can only automatically place a part on order once, so you can't mistakenly doubleyour order using the Reorder feature. The parts that you order will remain on these screensuntil you issue a Purchase Order for them.


NOTE: You can also manually place parts onto this order form on the Purchase Orders tab.

Using the Purchase Orders Tab

On the Purchase Orders tab, the purchase orders that you are placing are included in thelist box on the left, identified by today’s date and the vendor's name.

You can perform the following functions on this tab:

l To view a purchase order's details, click the date and vendor entry. The purchase order'sdetails display on the right side of the tab. If you are using manually generated POnumbers, enter it here. Also, enter any missing information such as Quoted Price ormake other necessary changes to the purchase order. If you don’t have a quoted price,enter the last price paid for the Quoted Price.

l To add a new purchase order, click the Add button. A new purchase order entry isadded to the list. Complete the details boxes.

l To preview the printed version of the currently selected purchase order, click the Printericon in the toolbar and then click View. The purchase order displays in Report Viewer.For more information about printing, exporting, or emailing reports from this window,refer to "Printing a Report" on page 160 "Exporting Report Data" on page 160, and"Emailing Report Data" on page 161.

l To remove a purchase order, select it in the list and then click the Remove button. Youare prompted to confirm the deletion of the purchase order. Click Yes to confirm thedeletion. The parts that were in the purchase order are returned to the reorder partslisting.

When you have completed you work with the purchase orders, click the Save All button.The purchase orders are added to the database.


Pending PartsNOTE: The pending parts feature must be enabled in the Dossier Setup Options to beavailable in the system. For more information, refer to the Dossier Planning andConfiguration Manual.

When parts receipts are imported into Dossier from external systems, it is common forincoming parts to not automatically map directly with a Dossier part. However, it is notappropriate to simply auto-create a new part in all situations, because the same part mightalready exist in Dossier with a different part number. This can happen, for example, whenthe same part is purchased from multiple vendors who track the part using different partnumbers. In these cases, the part number should become an alias in Dossier for an existingpart. This prevents having to maintain multiple parts in Dossier to track a single part. Onlyif the part does not exist in Dossier should a new part be created.

Therefore, a pending part will either become a new standard part in Dossier or an alias ofan existing part. This decision is made by the Dossier user who is handling the pendingpart.

In addition to being marked as pending, the following fields are not applicable to apending part and so will not be available in the user interface:

l Current On Hand

l Reorder Level

l Max Stock Level

l Average Cost

l Last Price Paid

l Current Price

l Preferred Cost

l List Price

l List Minus

Pending parts are not included in standard part lists throughout Dossier. However, pendingparts can be included in parts receipts and purchase orders. Parts receipts and purchaseorders that include pending parts are assigned the Pending status.

When a pending part becomes a part alias for a standard part, the pending part is deletedand is replaced on any purchase orders or part receipts that contained it with thecorresponding standard part.


Managing Pending Parts

Creating a Pending Part in DossierPending parts are typically imported into Dossier from an external system. While unlikely,there might be situations where a pending part needs to be created in Dossier.

To create a pending part in Dossier:

1. In the File menu, click New and then click Pending Part.

The Pending Part window displays and a new pending part is opened.

2. Complete the fields and options for which you have information (refer to the tablebelow).

Table 5-2. Pending Part Elements


Part Number Enter the part number. Use numbers, letters, or words.

Description Describe the part. Keep it simple; use its common name. Put themost important word first such as ‘filter’ or ‘tire’, followed by the typeor size.

Fluid Type N/A is automatically entered into this field. Leave Fluid Type as N/Aunless this item is a fluid and then select the fluid type. Fuel items arenot entered here.

Units of Issue Enter how you issue this part: each, kit, gallon, etc.

Vendor Enter the vendor who normally supplies this item.

Site Your shop location will be the default site.

Create Part button Click this button to convert the pending part to a standard part.


3. Click the Save button.

The pending part is created. It can now be added to parts receipts and purchase orders.

Viewing or Modifying a Pending PartTo open a pending part to view or modify it:

1. Open the File menu and click Open, then click Pending Part.

The Pending Part window displays.

2. In the Locate list, select the pending part.

With the pending part open, you can:

l Modify it by making changes and then clicking the Save button.

l Delete it by clicking the Delete button.

Converting a Pending Part to a Standard Part from the PendingPart WindowTo convert a pending part to a standard part from the Pending Part window:

1. Open the pending part in the Pending Part window.

2. Click the Create Part button.

You are prompted to confirm the creation of a new standard part.

3. To continue, click the Yes button.

The new standard part is opened in the Part Control Form.


4. Complete the information for the standard part. For information about the tabs andfields, refer to the Dossier Data Entry Manual.

5. When you are finished entering the part information, click the Save button to save thenew part.

The pending part is deleted and is replaced on any purchase orders or part receipts thatcontained it with the new standard part.

Converting a Pending Part to an Part Alias from the Pending PartWindowTo convert a pending part to a part alias from the Pending Part window:

1. Open the pending part in the Pending Part window.

2. Click the Alias Part button.

The Alias Part dialog box displays.

3. In the Part to Be Aliased list, select the standard part for which this pending part willbe an alias and click the Save button.

You are prompted to confirm the creation of the part alias.



The Alias Part dialog box refreshes and displays a confirmation message.

The refreshed Alias Part dialog box also includes a View Part link.

5. Click the View Part link to display the part for which the alias was just created.

6. Click the Save button to save the addition of the part alias to the standard part.

The pending part is deleted and is replaced on any purchase orders or part receipts thatcontained it with the corresponding standard part.


Pending Part Receipts and Purchase Orders

Pending parts can be included in part receipts and purchase orders. Normally this occurswhen part receipts and purchase orders that have been imported into Dossier from anexternal system contain parts for which there is no apparent match in Dossier. Rarer,though possible, is the situation where a Dossier user has added a pending part to a partsreceipt or purchase order. This is performed from the Pending Parts tab of the Receive Partsor Purchase Order window.

If a part receipt or purchase contains just one pending part, it is considered to be pending.Pending part receipts and purchase orders are listed in the Daily Reminder.

The Pending status of the part receipt or purchase order is displayed in the Receive Partsor Purchase Order window title.

When all line items in the grid on the Pending Parts tab have been converted to standardparts or aliases of standard parts, the grid will be cleared and the part receipt or purchaseorder will no longer be considered pending.

Adding a Pending Part to a Part Receipt or Purchase OrderPart receipts and purchase orders typically only include pending parts because they wereimported into Dossier and there was no Dossier match for the part numbers. Whileunlikely, there might also be situations where a pending part needs to be included in apart receipt or purchase order.

To add a pending part to a part receipt or purchase order:

1. Go to the Pending Parts tab of the Receive Parts or Purchase Order window.


2. In the grid, click the Part Number cell and select a pending part number from the list.

3. Optionally, enter the quantity received, a price, and any notes.

4. Click the Save button to save the pending part entry.

Converting a Pending Part to a Standard Part from the PendingParts TabTo convert a pending part to a standard part from the Pending Parts tab of a Receive Partsor Purchase Order window:

1. In the pending part row, click the Create Part cell. The cell changes to a Create Partbutton.

2. Click the Create Part button.

You are prompted to confirm the creation of a new standard part.


The new standard part is opened in the Part Control Form.


4. Complete the information for the standard part. For information about the tabs andfields, refer to the Dossier Data Entry Manual.

5. When you are finished entering the part information, click the Save button to save thenew part.

The pending part is deleted and is replaced on any purchase orders or part receipts thatcontained it with the new standard part.

Converting a Pending Part to a Part Alias from the Pending PartsTabTo convert a pending part to a part alias from the Pending Parts tab of a Receive Parts orPurchase Order window:

1. In the pending part row, click the Alias Part cell. The cell changes to an Alias Partbutton..

2. Click the Alias Part button.

You are prompted to confirm the creation of the part alias.



The Alias Part dialog box displays.

4. In the Part to Be Aliased list, select the standard part for which this pending part willbe an alias and click the Save button.

The Alias Part dialog box refreshes and displays a confirmation message.

The refreshed Alias Part dialog box also includes a View Part link.

5. Click the View Part link to display the part for which the alias was just created.

6. Click the Save button to save the addition of the part alias to the standard part.

The pending part is deleted and is replaced on any purchase orders or part receipts thatcontained it with the corresponding standard part.


Receiving PartsWhenever you receive an item of inventory, a record of the action is made to keep theinventory accurate and create a transaction trail.

You can receive parts marked as stock or as non-stocked inventory.

You can enter a new part receipt or edit an existing record.

If the part receipts approval process has been turned on, users with the appropriatepermissions can approve the part receipt item and mark the item as OK to Pay.

NOTE: Part receipts that are imported from an external system cannot be edited, with theexception of any pending parts, which can be completed by Dossier users. The part receipt'sSource information in the System Info panel will indicate that the part receipt was importedfrom an external source.

Adding a Part Received Order1. On the Data Entry menu, click Inventory and then click Receive Parts.

The Receive Parts window displays.

2. Click the New button and select from the list of existing open purchase orders.

NOTE: You can also receive parts without a Dossier purchase order number. Just leave thePO Number field blank and fill in the received items.


3. In the parts grid, create an entry for each received part.

- or -

If you have selected an open PO, click the Use PO Values button. The Use PO Valuesdialog box displays.

NOTE: If you received a credit for parts or cores returned on this invoice, enter the part orcore quantity as a negative value. The parts or cores will be removed from your inventoryand the total value will be posted as a credit to this vendor.

Select the parts whose purchase order data you want to use to populate the part entry,and then click OK.

The data for the selected part entries is added to the grid.

NOTE: If you used a part alias to choose the part, it is displayed in the Alias Used field.Otherwise, this read-only field is blank.

NOTE: If associated with a PO, the User Code will default to the value from the PO. Whena part is added directly to a part receipt (as opposed to being loaded from a PO), the UserCode will default to the value from the part.

4. If you enter the Receipt Qty and Total Cost, the Price Per value is calculated by thesystem. Or, if you enter the Receipt Qty and Price Per, the Total Cost is calculated.Note that Total Cost does not use parts decimal precision, but Price Per does (forinformation about part price decimal precision, refer to "Part Prices Decimal Precision"on page 17).

5. In the Print Labels? cell, indicate whether or not you want to print labels for the partsthat are being received.

6. If you receive a part not recognized as an inventoried item, the program will display ascreen asking you to add this part as a non-stock or stocked item. Make your choiceand enter the part. When finished, click OK to return to the receive parts screen tofinish the receipt.

7. If you received a credit for parts or cores returned on this invoice, enter the part or corequantity as a negative value. The parts or cores will be removed from your inventoryand the total value will be posted as a credit to this vendor.

8. After entering the receive parts information, click Save to save the changes.


Opening an Existing Receive Parts Order Using FindThe Find feature allows you find an existing receive parts order to open in the ReceiveParts window for viewing or editing.

1. Click the Find button at the bottom of the Receive Parts window. The Find: Receiptdialog box displays.


3. Click the Find Now button to start the search. The received parts orders that meet yoursearch criteria are displayed in the result list.

If the received parts order that you are looking for is not in the result list, you canmodify the search criteria and click the Find Now button again. To clear the currentsearch criteria, click the New Search button.

4. Double-click the entry in the result list that you want to open. The Find dialog boxcloses and the selected received parts order is opened in the Receive Parts window.

Related ReceiptsIf there are multiple part receipts for a single purchase order, you can view a report thatshows the related receipts.

Click the Related Receipts button. The Related PO Receipts report opens in ReportViewer. For information about Report Viewer, including printing, exporting, or emailingthe report, refer to "Report Viewer Toolbar Controls" on page 159.

Creating a TireYou can add a tire data item to the database by clicking the Create Tire button. The Tiredata entry window displays. For a complete description of how to enter tire data items,refer to "Tires Data Entry" in the Dossier Data Entry Manual.


Checking In Tires from a VendorIf the received part is a tire that has come in from the vendor for retreading or other work,you can check that tire in as part of receiving parts.

When a tire is checked in, the tire location is changed back from the vendor to the tirestorage area and is available to be put on a unit.

NOTE: For information about checking out tires to a vendor, refer to the "Checking Tires Outto a Vendor" subtopic under "Returning Parts" on page 106

1. Click the Tires button at the bottom of the Receive Parts window. The Check In/CheckOut Tires dialog box displays. Tires that have been checked out are listed.

2. Select the tires to be checked in, and then click the Check In button. The Check InTires dialog box displays.

3. Enter the tread depth for each tire being checked in. You can also change the date andthe indication that the tire was recapped.

4. Click OK to close the Check In Tires dialog box, then click OK again to close the


Check In/Check Out Tires dialog box.

5. Click the Save button to save your entries.

Receiving Fuel and Fluids PartsNOTE: The receiving fuel and fluids parts feature must be enabled in the Dossier SetupOptions to be available in the system. For more information, refer to the Dossier Planning andConfiguration Manual.

When receiving fuel or fluid parts only, you can use the Receive Fuel & Fluids window.Receiving fuel and fluids in this window is exactly the same as receiving standard parts,except that only fuel and fluids purchase orders can be selected and only fuel and fluidscan be entered in the grid.

To open Receive Fuel & Fluids window, on the Data Entry menu click Inventory, thenclick Receive Fuel & Fluids. You can then receive new parts or open an existing receiptjust like you would with standard parts.

Part Receipts Approval ProcessA part receipts approval process can be used in concert with the Accounts Payable: Partsdata export to integrate parts receipts marked Approved and OK to Pay with a financialsystem external to Dossier.

The part receipts approval process is enabled by selecting the Use Approval Processoption on the Part Receipts setup tab. The Display User Code Column for Part ReceiptItems setup option is also typically selected so that the appropriate account code can beincluded in the data export. For more information about the Part Receipt setup options,refer to the Dossier Planning and Configuration Manual.


With the Use Approval Process setup option selected, the Approved and OK to Payoptions will be included on the Receive Parts window. A user assigned with theappropriate Dossier permission can select the Approve check box. With the Approvedcheck box selected, a user assigned the appropriate permission can mark the part receiptitem as OK to Pay.

Only items marked as OK to Pay will be included in the Accounts Payable: Parts dataexport.

Export History PanelThe Export History panel includes a list of the data exports in which the part receipt wasincluded.

Each entry includes:

l The name of the data export (e.g., Accounts Payable: Parts)

l The date/time the data export was performed

l The name of the user who ran the export

Returning PartsWhenever you return an item of inventory, a record of the action is made to keep theinventory accurate and create a transaction trail.

You can enter a new parts return record or edit an existing record.

Adding a Parts Return1. On the Data Entry menu, click Inventory and then click Return Parts. The Return Parts

window displays.


3. Enter the return parts information.


4. You can enter an expected credit for the returned parts if you want. Choose Open in theStatus list if you will enter the credit later. The parts will be removed from inventory. Acredit will be applied to your costs for this parts vendor, if you entered a value for theparts returned and the Status is Closed.

NOTE: Do not enter a Return to Vendor if you will put these parts as a negative quantity on aParts Receipt (see above) because it will double the number removed from inventory.

5. After entering the return parts information, click the Save button to save the changes.

Opening an Existing Return Parts Record Using FindThe Find feature allows you to find an existing return parts record to open in the ReturnParts window for viewing or editing.

1. Click the Find button at the bottom of the Return Parts window. The Find Returndialog box displays.


3. Click the Find Now button to start the search. The return parts records that meet yoursearch criteria are displayed in the result list.

If the return parts record that you are looking for is not in the result list, you canmodify the search criteria and click the Find Now button again. To clear the currentsearch criteria, click the New Search button.

4. Double-click the entry in the result list that you want to open. The Find dialog boxcloses and the selected return parts record is opened in the Return Parts window.

Checking Out Tires to a VendorIf the received part is a retreaded tire that has to go out to a vendor for retreading or otherwork, you can check that tire out as part of returning parts.

When a tire is checked out, the tire location is changed from the tire storage area to thevendor, and it is not available to be put on a unit.


NOTE: For information about checking in tires to from a vendor, refer to the "Checking Tires Infrom a Vendor" subtopic under "Receiving Parts" on page 101.

1. Click the Tires button at the bottom of the Return Parts window. The Check In/CheckOut Tires dialog box displays.

2. Click the Check Out button. The Check Out Tires window displays.


3. Select the tires to be checked out, and then click OK. The Check Out Tires dialog boxdisplays.

4. Enter the tread depth for each tire being checked out. You can also change the date.

5. Click OK to close the Check Out Tires dialog box, then click OK again to close theCheck In/Check Out Tires dialog box.

6. Click the Save button to save your entries.

Adjusting an On-Hand AmountWhenever you adjust an item of inventory, a record of the action is made to keep theinventory accurate and create a transaction trail.

The Adjust Parts feature is the method of increasing or decreasing the reported amount ofon-hand inventory for an individual part.

You can enter a new part adjustment for any reason, as often as you want.

Once an adjustment is entered and saved, you can review its history, but you can't changeit.

Adding a New Adjustment1. On the Data Entry menu, click Inventory and then click Adjust Parts. The Adjust Parts

window displays.


2. To enter a new adjustment, click the New button.

3. Enter the adjustment information for each part whose quantity you want to adjust.

4. After entering the adjustment information, click the Save button to save the changes.You are prompted to confirm that the adjustment you entered is correct.

5. Click Yes to confirm the adjustment. The on-hand quantity for the parts you adjustedare updated in the database.

Viewing Adjustment HistoryYou can view previously created adjustments on the Adjustment History tab.

1. Enter the search criteria for the adjustment you want to view, and then click the FindNow button. The adjustments that match the search criteria are listed in the box on theleft.


2. Select an adjustment in the list to view the list of parts that were included in theadjustment.

If the adjustment that you are looking for is not in the result list, you can modify thesearch criteria and click the Find Now button again. To clear the current search criteria,click the New Search button.

Transferring PartsYou can manually transfer part quantities between sites.

1. On the Data Entry menu, click Inventory and then click Transfer Parts. The TransferParts window displays.

2. Click the New button to enter a new parts transfer.

3. Select the sites in the From Site and To Site lists. Once these are entered, the grid isenabled.

4. Select the Status to indicate whether the parts transfer has been completed.

5. In the From: Part Number cell, select the part number and enter quantity to betransferred.

6. In the To: Part Number cell, select the part number at the destination site to use for thetransferred part.

7. To have labels for the transferred parts queued for printing, click the Print Labels? celland select the check box. (For more information about printing the labels, refer to"Printing Parts Labels" on page 113.)

8. Optionally, enter an invoice number and notes about the transfer.

9. Click the Save button to save your new entry.


Opening an Existing Parts Transfer Using FindThe Find feature allows you find an existing parts transfer record to open in the TransferParts window for viewing or editing.

1. Click the Find button at the bottom of the Transfer Parts window. The Find: Transferdialog box displays.


3. Click the Find Now button to start the search. The parts transfer records that meet yoursearch criteria are displayed in the result list.

If the parts transfer that you are looking for is not in the result list, you can modify thesearch criteria and click the Find Now button again. To clear the current search criteria,click the New Search button.

4. Double-click the entry in the result list that you want to open. The Find dialog boxcloses and the selected parts transfer is opened in the Return Parts window.


Printing Parts LabelsIf the parts label option is turned on, you can print parts labels (see the example labelbelow). In addition, each time you receive a new order of parts, this feature willautomatically give you the option to queue labels for those received parts for printing.

If your installation of Dossier includes the optional Barcode feature, the part's barcode willbe included on the label as well.

To print parts labels:

1. On the File menu, click Labels. The Labels window displays.

Information about the queued label print jobs is displayed in the upper left corner ofthe window, including how many there are, how many to print per page, the number offull pages to print, and the total number of pages to print.


2. Click the Add button. The Add Labels dialog box displays. You specify the partswhose labels you want to print in this dialog box.

3. For each part whose labels you want to print, click the Part # field and select thedesired part number from the available list. The part description will automatically befilled in.

NOTE: If you don’t know the exact part number or want to enter multiple parts given acertain criteria, click the Search button to open the Search and Select for Parts dialog box.In this dialog box, you can search for parts by the specified criteria and have them addedto the list in the Add Labels dialog box. The quantify for parts added this way defaults tothe part's On Hand count.

4. In the Qty cell, enter the number of labels to be printed for the part.

5. When you have completed entering the parts, click the OK button to close the dialogbox. The parts you entered are listed in the Labels window.

6. Specify the print settings:

l Label Printer - Select the printer to use.


l Label Options - These are Setup options for printing labels. Labelprinting setup is typically performed by the system administrator aspart of system setup. For more information, refer to the DossierPlanning and Configuration Manual.

l Label Starting Position - If using the 2-up label option, enter thelabel position on the label sheet at which you want to print the firstlabel. The labels in the left column are numbered 1-10. The labels inthe right column numbered 11-20.

NOTE: When using the 2-up label option, only 20-label sheets, such asAvery 5161 or equivalent, are supported.

l Print Full Pages Only - If using the 2-up label option, select thisoption to print a label sheet only when it is full (i.e., once 20 labelshave been queued for printing).

7. Highlight the parts you want to print. You can Ctrl-click and Shift-click to select partentries, or use the Select All and Deselect All buttons.

8. Click the Print button. The standard Window Print dialog box displays.

When the printing is started, the part entries are cleared from the Labels window.

Additional Functions on the Labels WindowTo edit the quantity for part entries, select them and click the Edit button. The Edit Labelsdialog box displays. It is similar in functionality to the Add Labels dialog box, except thatonly the Qty fields are editable.

To remove part entries from the list, select them and click the Remove button. You areprompted to confirm the removal of the selected part entries. Click Yes to confirm theirremoval.

To print a test label sheet, click the Print Test button. Test labels are printed to make surethat the printed labels are aligned properly.


Chapter 6: Work PendingsIntroduction

A work pending is a record of maintenance services or administrative items that need to beperformed but can be deferred for the time being. This feature has many uses, includingrecording work that can be deferred, such as work found during a PM service. It can alsobe used to record driver-reported problems, track manufacturer's recalls, and trackcampaigns, or for remembering which units have outstanding warranty claims. Supportingdocuments can be attached to a work pending.

Once a unit is assigned a work pending record, the record can be recalled at any time andprinted along with the unit's next repair order. Once the work is completed, closing it on acountering repair order or manually closing it closes the work pending record. The closedrecord is stored in a completed work pending history record.

Work Pending StatusesWork pendings have the following statuses as they are processed in Dossier:

l Unapproved. Work pendings enter the system as Unapproved based on default settingsfor work pendings imported from other systems or on the default work pending statussetting for users who can create work pendings. For more information, refer to"Processing Unapproved Work Pendings" on page 126.

l Open. A work pending can either start in an Open status or be set to an Open statusfrom an Unapproved status manually from the Daily Reminder window (refer to"Processing Unapproved Work Pendings" on page 126) or from the Edit Work Pendingdialog box (refer to "Editing a Work Pending" on page 124).

l Closed. A work pending can be changed from Open to Closed when a repair order hasaddressed the work prescribed by the work pending. Refer to "Closing a Work Pending"on page 129.

l Repair Unnecessary. A work pending can be set to Repair Unnecessary from the DailyReminder window. Once in the Repair Unnecessary status, it can be modified and setback to an Unapproved status.

Viewing a Unit's Work Pending RecordsThere are several ways to view a unit's work pending records:

l On the Daily Reminder window, select the Work Pendings reminder type and double-click a work pending item in the grid. The unit to which the work pending is assignedopens in the Unit Control Form to the Work Pendings tab.

l With the unit open in the Unit Control Form, go to the Work Pendings tab.

l In the Work Pending window, select the unit in the Locate Unit list.


l With a repair order assigned to the unit open in the Repair Order window, go to theWork Pendings tab.

The Work Pending window with a unit selected is shown below.

Filtering the Work Pendings Listed by StatusThe work pendings that are listed in the Work Pending window and the Work Pendingstab of the Unit Control Form can be filtered by selecting the status check box options atthe top of the form: Open, Unassigned, Closed, and Repair Unnecessary.

Adding a Work Pending to a UnitYou can add a work pending to a unit from either the Work Pending window or the WorkPending tab of the Unit Control Form. Work pendings can also be added to units byimporting work pending data from external systems.

To manually add a work pending to a unit:

1. Open the Work Pending window and select the unit: On the Data Entry menu, clickWork Pendings. In the Work Pending window, select the unit in the Locate list.

- or -

Open the unit in the Unit Control Form and click the Work Pendings tab.


118 | Chapter 6: Work Pendings

2. Click the Add button. The Add Work Pending dialog box displays.

3. Enter the information about the work pending on the General tab. The information isdescribed in the table that follows this procedure.

NOTE: The Broadcast box is a read-only box that displays the name of a broadcast workpending only if you are editing a broadcast work pending.


4. Optionally, attach supporting documents to the work pending on the Documents tab.For more information about attaching documents to a work pending, refer to"Documents Tab" on page 15. Documents will be copied to the repair that closes thework pending.

5. Click OK to close the dialog box. The work pending is added to the unit's workpending list.

6. Click the Save button to save the new entry.

Table 6-1. Work Pending Information

Element Description

Priority Select the work pending's priority level.

Status Select the work pending's status: Unapproved, Open, or Closed.

Reported By Enter who reported the work pending.

Date Enter the date that the work pending was reported or entered.

Estimated Hours Enter the estimated number of hours that the work will require tocomplete.

Estimated Cost Enter the estimated cost of the work that is required.

Broadcast Broadcast is a read-only field that shows the source of the workpending item defined:l For a work pending item defined only for this unit, this box will beblank.

l For a broadcast work pending item that is defined from theBroadcast Work Pending menu command on the Data Entrymenu and that includes this unit, the name of the broadcast workpending item is displayed in this box.

System Code Select a VMRS system from the list to designate to which VMRSsystem the work pending item should be applied.

Mechanic If known, select the mechanic who will be assigned to this work.

Description Enter a description of the work pending.

Broadcasting a Work Pending to Multiple UnitsThe Work Pending Broadcasting feature allows you to enter one work pending and post itto multiple units at the same time. This is a great time saver for posting manufacturer’srecalls or other issues that might affect many units.

Adding a Broadcast Work Pending1. On the Data Entry menu, click Broadcast Work Pending. The Selected Units tab of the

Broadcast Work Pending window displays.


2. Click the New button. The All Units and Search buttons are added to the tab.

3. To broadcast the work pending to all units, click the All Units button. All units areadded to the list on the left.

- or -

To include selected units, click the Search button. The Search and Select for Unitsdialog box displays.

Enter the search criteria for the units that you want to include in the broadcast, andthen click OK to close the dialog box.


4. With the units listed in the Selected Units tab, you can expand each unit and select adata category to display detailed data about the unit on the right.

5. On the Broadcast Info tab, enter the work pending information, as described in thefollowing table.

Table 6-2. Work Pending Information on the Broadcast Info Tab

Element Description

Broadcast Name Enter a name for the broadcast work pending.

Priority The program’s default priority setting is ASAP (As Soon As Possible).The other priority options are: High, Medium, Low, and Info Only.

Broadcast By Enter who is broadcasting this item. Up to eight alphanumericcharacters are allowed.


Table 6-2. Work Pending Information on the Broadcast Info Tab

Element Description

Date Accept the default date (today) or change it.

Estimated Hours Enter an estimated time to complete this Work Pending item.

VMRS System Select a VMRS System Code to which to assign this work pending.

Description Enter a description about this work pending.

6. Click Save to save this broadcast work pending. The work pending is added to all ofthe selected units.

Opening an Existing Broadcast Work PendingYou can open a broadcast work pending to view, edit, or delete it.

NOTE: If you change or delete a broadcast work pending, the changes are applied only to thework pendings which are still open. If a work pending has already been closed, it is notmodified/deleted. If you delete a broadcast work pending, only open work pendings aredeleted. If you edit a broadcast work pending, only open work pendings are reflect change.

1. Click the Find button at the bottom of the Broadcast Work Pending window. The FindBroadcast Work Pending dialog box displays.

2. Enter the search criteria for the broadcast work pending.

3. Click the Find Now button to start the search. The broadcast work pending records thatmeet your search criteria are displayed in the result list.

If the broadcast work pending that you are looking for is not in the result list, you canmodify the search criteria and click the Find Now button again. To clear the currentsearch criteria, click the New Search button.


4. Double-click the entry in the result list that you want to open. The Find dialog boxcloses and the selected broadcast work pending is opened in the Broadcast WorkPending window.

You can now edit the broadcast work pending as explained above in "Adding a BroadcastWork Pending" on page 120.

Deleting a Broadcast Work PendingYou can also delete the broadcast work pending. Click the Delete button at the bottom ofthe Broadcast Work Pending window. You are prompted to confirm the deletion of thebroadcast work pending. Click Yes to confirm the deletion.

Editing a Work PendingYou can edit a work pending for a unit. For example, you can change the status of thework pending or, if not already specified, you can select the mechanic who will beassigned to this work.

1. Open the Work Pending window and select the unit: On the Data Entry menu, clickWork Pendings. In the Work Pending window, select the unit in the Locate list.

- or -

Open the unit in the Unit Control Form and go to the Work Pendings tab.

- or -

Open a repair order for the unit and go to the Work Pendings tab.


2. Select the work pending record and click the Edit button. The Edit Work Pendingdialog box displays.


3. Edit the information on the General tab or modify the documents attached to the workpending on the Documents tab, as needed. For a description of the information on theGeneral tab, refer to the table in the topic "Adding a Work Pending to a Unit" on page118.

NOTE: The Broadcast box is a read-only box that displays the name of a broadcast workpending only if you are editing a broadcast work pending.



Identifying the Submission Location of a WorkPending

When editing a work pending, if geolocation data is available with the work pending andyou have an Internet connection, you can locate where the work pending was submitted.Geolocation data can be provided when handheld devices, such as mobile phones, orthird-party applications are used to enter work pendings using DCloud.

If geolocation data is available, the Edit Work Pending dialog box includes a ViewReported Location button.


If you click the View Reported Location button, a map is opened in your default webbrowser and a pin is dropped at the location from which the work pending was submitted.

Processing Unapproved Work PendingsWith the unapproved work pendings listed in the Daily Reminder grid, you can:

l Approve a work pending, which changes its status from Unapproved to Open.

l Approve a work pending and create a new repair order to address the work pending(refer to "Addressing Work Pendings in a Repair Order" on page 127). Note that when anew repair order is created from a work pending, any documents attached to the workpending will be attached automatically to the new repair order.

l Indicate that the work pending is unnecessary.

To process an unapproved work pending item, right-click it and click the appropriatemenu command: Approve, Approve & Create New RO, Approve & Create NewAuthorization, Repair Unnecessary for Safe Operation, or Repair Unnecessary for SafeOperation (Leave Open).

For more information about the Daily Reminder window, refer to "Daily Reminder" onpage 143.


Removing a Work Pending from the SystemYou can remove a work pending from the system from either the Work Pending tab of theUnit Control Form or the Work Pending window. As opposed to closing the workpending, this deletes it from the database.

With the Work Pending tab or window displayed, select the work pending record andclick the Remove button. You are prompted to confirm the deletion of the work pendingrecord. Click Yes to confirm the deletion.

Addressing Work Pendings in a Repair OrderYou can resolve work pendings by specifying their work and the parts and labor requiredin a repair order. Once you have made the appropriate entries in the Repair Order windowfor the repair order, you can go to the Work Pendings tab and close the work pending.

Selecting the Work Order to Address in the DailyReminder Using Work Orders

From the Daily Reminder window, you can create a new repair order or select an existingrepair order to address the work pending.

1. In the Daily Reminder window, select the Work Pendings reminder.

2. Set the Work Pending Status filter to Unapproved or Unapproved/Open.

3. In the grid, right-click the work pending item and click Create New R/O (for an openwork pending) or Approve & Create New R/O (for an unapproved work pending).

The Open Repair Orders Available dialog box displays.

4. To create a new repair order to address the work pending, select the Create a newRepair Order option.


To open an existing repair order to address the work pending, select the Load existingRepair Order option and select the repair order from the list.

5. Click OK.

The new or existing repair order is opened in the Repair Order window. You can nowmodify the repair order information to address the work, parts, and labor required for thework pending. Documents will be copied to the repair order that closes the workpending.

Addressing Work Pendings in an AuthorizationYou can resolve work pendings by specifying their work and the parts and labor requiredin an authorization. Once you have made the appropriate entries in the Authorizationwindow for the authorization, you can go to the Work Pendings tab and associate thework pending. When a new repair order is created from the authorization, all associatedwork pendings will appear on the Work Pending tab of the Repair Order window.

Selecting the Work Order to Address in the DailyReminder Using Authorizations

From the Daily Reminder window, you can create a new authorization or select anexisting authorization to address the work pending.

1. In the Daily Reminder window, select the Work Pendings reminder.

2. Set the Work Pending Status filter to Unapproved or Unapproved/Open.

3. In the grid, right-click the work pending item and click Create New Authorization (foran open work pending) or Approve & Create New Authorization (for an unapprovedwork pending).

The Open Authorizations Available dialog box displays.

4. To create a new authorization to address the work pending, select the Create a newauthorization option.


To open an existing authorization to address the work pending, select the Load existingAuthorization option and select the authorization from the list.

5. Click OK.

The new or existing authorization is opened in the Authorization window. You cannow modify the authorization information to address the work, parts, and labor requiredfor the work pending. Documents will be copied to the authorization that closes thework pending.

Being Informed of Existing Work Pendings WhenOpening a Repair Order

When you open a new repair order for a unit that has work pending and your installationof Dossier is configured to use the Open RO method as its default, the Repair OrderDashboard displays.

The dashboard displays all work pendings, and due and overdue PMs, that can beaddressed in the current repair order.

Closing a Work PendingWhen a work pending has been addressed by a repair order, it is closed automatically.

For reporting purposes, closed work pending information becomes associated with thecorresponding repair order information that closed it or handled the work.

Work pendings can be closed:

l From the Work Pendings tab on the Repair Order window, by selecting the workpending and clicking the Close Work Pending button.


l From the Work Pending window or the Work Pendings tab of the Unit Control Form,by opening the work pending for editing and changing its status to Closed. Refer to"Editing a Work Pending" on page 124.

Re-Opening a Closed Work PendingIf you close a work pending on the Work Pendings tab of the Repair Order window bymistake and have not saved your changes yet, click the Re-Open button to restore it.

You can also re-open a closed work pending from the Work Pendings window or theWork Pendings tab of the Unit Control Form by opening the work pending for editing andchanging its status to Open (refer to "Editing a Work Pending" on page 124.)

Viewing a Unit's Work Pending RecordsThere are several ways to view a unit's work pending records:

l On the Daily Reminder window, select the Work Pendings reminder type and double-click a work pending item in the grid. The unit to which the work pending is assignedopens in the Unit Control Form to the Work Pendings tab.

l With the unit open in the Unit Control Form, go to the Work Pendings tab.

l In the Work Pending window, select the unit in the Locate Unit list.

l With a repair order assigned to the unit open in the Repair Order window, go to theWork Pendings tab.


Filtering the Work Pendings Listed by StatusThe work pendings that are listed in the Work Pending window and the Work Pendingstab of the Unit Control Form can be filtered by selecting the status check box options atthe top of the form: Open, Unassigned, Closed, and Repair Unnecessary.


Chapter 7: X-FactorIntroduction

Dossier refers to slippage or miscellaneous costs as the X-Factor. The Dossier X-Factorfeature allows you to capture these costs and details.

X-Factoring MethodsThere are two methods of X-Factoring:

l Incremental - Allows you to take parts or labor costs that are not chargeable to anindividual unit and divide the costs equally among a group of units. For example,dividing the total amount of $300 in nuts and bolts among all tractors. Other itemsmight include: shop floor supplies, mechanic uniforms, bundles of rags, or evenmanagement's costs and expenses.

l Total - Allows you to take a part, labor, or administrative cost and apply the same costto each unit. For example, charging ten dollars to each trailer for a special use permit orlicense fee.

An example of an X-Factor Labor cost might be as follows: You might pay your mechanicfor a 40 hour work week. If you look at the total number of productive labor hoursactually charged out to the vehicles from the repair orders, you might only be able toaccount for 30 hours. You know that all of the mechanic's hourly costs are chargeable tothe fleet. X-Factor allows you to charge all of the units for the unaccounted labor dollars.

X-Factor costs can be charged at any time, but we recommend that you summarize themonth’s X-Factor costs and charge them out once a month at the end of the month.

Posting a New X-Factor1. On the Data Entry menu, click X-Factor. The Selected Units tab of the X-Factor Costs

window displays.


2. Click the New button. The All Units and Search buttons are added to the tab.

3. To post the X-factor to all units, click the All Units button. All units are added to thelist on the left.

- or -

To include selected units, click the Search button. The Search and Select for Unitsdialog box displays.

Enter the search criteria for the units that you want to include in the X-factor posting,and then click OK to close the dialog box.

132 | Chapter 7: X-Factor

4. With the units listed in the Selected Units tab, you can expand each unit and select adata category to display detailed data about the unit on the right.

Note that the window title will include "(Open)" only if the Open X-Factors setupoption has been selected. For more information, refer to the Dossier Planning andConfiguration Guide.

5. On the X-Factor Costs tab, enter the X-factor information, as described in the followingtable.


Table 7-1. X-Factor Costs Tab Settings and Information

Element Description

Posting Date The date to post the costs. The default is today's date.

VMRS System The VMRS System to which to post the X-Factor costs.

Repair Reason The reason for the repair. The default is X-Factor.

Parts Cost Enter the X-Factor parts cost.

Labor Cost Enter the X-Factor labor cost.

Fuel Gallons If you are diversifying gallons of unaccounted fuel, enter thegallons.

X-Factor Site The site to which this X-Factor applies.

Incremental or Total Determines the posting process.

Summary Displays the number of units to be charged with this X-Factor cost.Also displays the calculated Total Cost to be charged, Cost PerUnit for Parts and Labor, and the Total Cost Per Unit.

Description A description of the X-Factor costs being posted.This description can be as long as you want, but it is recommendedto keep it concise as this information, along with all costing anddate data, will become part of the X-Factor history.

6. If the Open X-Factors setup option has been selected and all of the information requiredto complete an X-Factor has not been entered but you want to create an open X-Factor,click the Save as Open button. For more information, refer to "Open X-Factors" on page136.

- or -

Once the information required to complete an X-Factor is entered, click the Save &Close button (if the Open X-Factors setup option has been selected) or the Save button(if the Open X-Factors setup option has not been selected) to save this X-Factor asclosed. The X-Factor is applied to all of the selected units. If the Open X-Factors setupoption has been selected, once the X-Factor is applied, the Save as Open and Save &Close buttons are replaced with a single Save button.


Opening an Existing X-Factor PostingThe Find feature allows you find and open an existing X-factor posting for viewing orediting.

1. Click the Find button at the bottom of the X-Factor Costs window. The Find: X-Factordialog box displays.


3. Click the Find Now button to start the search. The X-factors that meet your searchcriteria are displayed in the result list.

If the X-factor that you are looking for is not in the result list, you can modify thesearch criteria and click the Find Now button again. To clear the current search criteria,click the New Search button.

4. Double-click the X-factor entry in the result list that you want to open. The Find dialogbox closes and the selected X-factor is opened in the X-Factor Costs window.

Viewing a Report on Selected X-FactorsYou can view a report on selected X-factors.

Use the Find: X-Factor dialog box to search for the X-factors to include in the report.Then click the Print button. The report displays in Report Viewer. For information aboutReport Viewer, including printing, exporting, or emailing the report, refer to "ReportViewer Toolbar Controls" on page 159.


Open X-FactorsNOTE: The open X-Factors feature must be enabled in the Dossier Setup Options to beavailable in the system. For more information, refer to the Dossier Planning andConfiguration Manual.

If your organization uses a purchasing system external to Dossier, purchases of non-inventory services and products will be made. It is likely that the purchasing system willnot have knowledge of the units in Dossier to which these costs should be applied. If thisis the case, and the non-applied costs are being imported into Dossier, an open X-Factorwill be created in Dossier. This open X-Factor can contain parts and labor costs, but mightnot contain a VMRS System or the set of units to which to apply the costs.

Once the VMRS System and the set of units are known, a Dossier user can complete thatinformation in the X-Factor Costs window and click the Save & Close button on the X-Factor Costs tab, at which time the X-Factor will no longer be considered open.

The current status of the X-Factor—Open or Closed—is displayed in the X-Factor Costswindow title and on the X-Factor Costs tab.

The X-Factor Find form includes a Status field that allows users to search by the X-Factorpending status.


Chapter 8: Mechanic HoursDossier produces a basic labor productivity report that allows you to see how eachemployee is performing and how the entire shop is performing as a whole. It factorsproductivity based on the number of mechanic hours entered through repair orders versusactual number of hours paid entered through the Mechanic Hours data entry feature.

This data entry option allows you to enter the actual number of hours paid to a mechanicfor any given week, Sunday through Saturday, to calculate labor productivity values.

1. Open the Data Entry menu and select Mechanic Hours to display the Mechanic Hoursdata entry window.

2. In the Locate Mechanic box, enter or select the mechanic from the list.

3. To create a new entry, enter the Pay Date or click the calendar icon and select the datein the blank Pay Date cell in the grid. You can also edit existing entries for the selectedmechanic. Note that mechanic hours are based on a work week from Sunday throughSaturday.

4. Enter Straight Time Hours.

5. Enter Overtime 1 Hours.

6. Enter Overtime 2 Hours.

7. Click Save to save your work.


Chapter 9: Trip FeatureThe Trip feature allows you to post and calculate miles run and fuel purchased by state,for a group of units, or the entire fleet. This information is the core of IFTA, IRP fuel taxreporting data.

NOTE: The optional Trip feature is available only if your installation of Dossier includes theTrip license. For information about purchasing this license, contact Dossier Systems at 609-747-8800. For information about Dossier editions and optional features, refer to "DossierEditions" on page 2.

Entering a Trip1. Open the Data Entry menu and click Trip. The Trip dialog box displays.


3. Specify the unit and enter the trip’s information, as described in the following table.

4. Once you have entered the trip information, click Save to save your trip entry.

Table 9-1. Trip Dialog Box Information

Element Description

Unit Enter or select the unit you want to post trip mileage and fuel to.

Driver Enter or select the driver.

Begin Date Enter the date of the start of the trip.

Origin Enter origin location or starting point of the trip.

Destination Enter the final destination location of the trip.


Table 9-1. Trip Dialog Box Information

Element Description

Begin Meter Enter the beginning meter reading at the start of the trip.

Notes Enter any appropriate notes.

Trip Legs Grid Include an entry for each leg of the trip in the grid. It is recommendedthat you enter the different legs of each trip in order of route andState traveled so that you don’t forget or miss an entry. However,entering data in an exact order is not required.

Date Enter the date when the driver left this state.

State Enter the state for this leg of the trip.

Highway Used Enter the highway used in this leg of the trip.

Meter Reading Enter the meter reading at the end of this leg of the trip.

Taxable If the trip is taxable, select this check box to indicate this.

Fuel If fuel was purchased on this leg of the trip, the fuel information canbe entered here. Click in this box and press the Enter key. The TipFueling dialog box displays. For more information, refer to "EnteringTrip Fueling Information" on page 140.

Entering Trip Fueling InformationIf you purchased fuel on this leg of the Trip, you can enter it in the trip leg entry’s Fuelcell.

1. Click the Fuel cell and press the Enter key to display the Trip Fueling dialog box.

2. Specify the fueling information, as described in the following table.

140 | Chapter 9: Trip Feature

3. Once you have entered the fueling information, click the Save button to save yourentry, then click Close to close this dialog box and return to the Trip dialog box.

Table 9-2. Trip Fueling Dialog Box Information

Element Description

Vendor The fuel vendor's name, Invoice #, and the meter reading. The partnumber (fuel type used by unit) will be displayed by default.

Invoice The invoice number for the fuel purchase.

Meter Reading The meter reading at the time of the fueling.

Part Number The fuel type used.

Quantity The quantity of fuel, in gallons.

Total Cost The total cost of the fuel.

Other Fuelings Other fuelings that were entered for this date are listed in the grid.To re-display the full fuel entry screen for one of these fuelings to editit or to add fluids, select the entry and then click the Details button.

Opening an Existing TripYou might need to edit Trip information to add fuel tickets or receipts that came in late.

1. In the Trip dialog box, click the Find button. The Find Trip window displays.

2. Enter your search criteria and click the Find Now button. The matching trip items aredisplayed in the results grid.

3. To load a trip in the Trip dialog box, double-click the trip item in the results grid.

Deleting a TripYou can delete the currently open trip.

Click the Delete button at the bottom of the Trip dialog box. You are prompted to confirmthe trip deletion. Click Yes to confirm the deletion.


Chapter 10: DailyReminderIntroduction

The Daily Reminder is a “virtual fleet assistant” that will become very important to youthe more you use the program. This unique feature displays the big picture of the status ofyour current workload.

The program is updated with each piece of new data entered into the program. The DailyReminder automatically refreshes itself each time you access it. As long as you keep dataentry current, the program will keep your Daily Reminder current.

Daily Reminder Types DisplayedThis Daily Reminder feature is an important tool in transferring information from one workshift to another or from one day to another.

Initially the display will be blank, as there is no data to display. As you use Dossier,Daily Reminder will be automatically updated to include the following types ofreminders:


l Units due or overdue for PM services

l Units that have repair orders open or in closed (and, if the optional CustomerManagement feature is installed, paid/unpaid)

l Work pending items based on priority selection, in what system they were created, andwork pending status

l Authorized/Pending external work authorizations (optional External Work Managementfeature)

l Unapproved/approved quotes (optional Customer Management feature)

l Pending purchase orders

l Parts that have been on order over a specified number of days old

l Parts that need to be reordered

l Open part returns

l Personnel who have licenses expiring within 30 days

l Units that have licenses expiring within 30 days

l Tires at/below tread warning (optional Tire Management feature)

l Pending unit charges that have not yet been assigned to a repair order

l Pending parts and pending X-factors that have required data fields that must becompleted to remove the pending status

l Notifications for events such as data being imported from external systems (e.g.,customers and vendors imported from McLeod LoadMaster Enterprise into Dossier).

l Batch errors (Fuel Import, External Work Management, and Dossier Onboard; theavailability of some of these features depend on your edition of Dossier and purchasedlicenses)

Using the Daily ReminderIf it is not already open, click Daily Reminder icon in the toolbar or, on the File menu,click Explore and then click Daily Reminder.

Select an item from the Choose Item to Browse list, and the corresponding list is displayedat the bottom of the window.

144 | Chapter 10: Daily Reminder

Some examples of the items that can be listed are as follows:

l The PMs Due and Overdue item lists the PM services that are due and overdue. Alisting of these PMs is shown on the bottom half of your screen. You can double-clickany of these items and the Unit Control Form will be displayed for the unit you haveselected. You can also create repair orders for the PMs listed in the grid. Refer to"Creating Repair Orders from PMs Listed in the Daily Reminder" on page 29.

l The Work Pending item allows you to filter work pendings by their priority of ASAP(as soon as possible), High, Medium, Low, or All. The current default is set to All.Work pendings can also be filtered by the system in which they were created and bytheir status (Unapproved, Open, or both). You can also create or specify a repair orderto address a work pending listed in the grid. Refer to "Processing Unapproved WorkPendings" on page 126.

l The Parts Order Over option allows you to see parts that have been on order for over Xnumber of days.

When the list is displayed, you can click any column heading to change the sort order ofthe display. The program's default setting is to display items in unit number order, inalphanumeric order, or date order depending upon the item listed or selected.

Double-click any item on the list to go directly to that item.

A chart is provided for many of the Daily Reminder lists. Right-click anywhere in thechart area and you can choose to view the data as a bar chart or pie chart.


For Repair Orders Open, you can also choose to view the chart data by repair class orrepair stage. These options display more detailed information to allow you to easilyidentify the number of open repair orders by repair class or repair stage

By default, Daily Reminder displays each time you enter Dossier. You can stop this fromhappening by selecting the Do Not Show at Start Up check box.

You can print any of the lists on the screen by clicking the Print icon in the toolbar.

To restore the changeable settings to the defaults, click the Restore Defaults button.

To close the Daily Reminder window, click the Close icon (X) at the upper right corner ofthe window.

PMs on the Daily Reminder

On the PMs list, when PMs Due and Overdue is selected, the color of the screwdriver iconnext to the entry indicates the PM status:

l Yellow for Due PMs

l Red for Overdue PMs

The same colors are used to show the number of Due/Overdue PMs on the graph at the topright of the Daily Reminder.

If a unit already has an open repair order, there will be a blue flag to the left of thescrewdriver icon.

146 | Chapter 10: Daily Reminder

Chapter 11: Fleet AutoPostIntroduction

Certain costs reoccur each month. These reoccurring costs could be operational oradministrative cost items such as the cost of labor for washing vehicles each month,administrative cost items such as monthly insurance premium payments, or fixed cost itemssuch as individual unit's depreciation expenses.

Fleet Auto Post automatically posts repetitive costs to units for you to reduce the workand effort of repetitive manual data entry of these costs.

Each unit can have its own individualized parts and/or labor costs automatically chargedagainst different VMRS System Codes.

Setting Up Auto PostEach unit affected must be set up on the Costs tab in the Unit Control Form window. Forinformation about setting up auto posting for a unit, refer to "Costs Tab" in the unit dataentry section of the Dossier Data Entry Manual.

Performing an Auto PostWhen you open Dossier, the Auto Post function looks for any dates on the repair orders orfuel tickets that are past the current open period that has cost on it. If it finds any repairorders or fuel tickets that are past the current open period, you are prompted to do an auto-posting:


To view a list of everything that will be posted, click the Details button.

NOTE: Check the date that Dossier wants to post up to. Open the Post Through list to see ifthere is more than one date in the list and find the highest date. If the highest date is in thefuture, cancel the posting. Contact Dossier Customer Support at 609-526-2820 or [email protected] for assistance in finding and correcting the document withthe future date. Do not post until the posting period asked for is correct.

If the highest date is the current month of the year, click the Details button to see if there areany Depreciation and Auto Posted costs that have been set up to post each month. If you donot recognize some of these costs, cancel the auto post. Go to the Unit Control Form Coststab for each unit and end or delete the Depreciation or Auto Posting costs that are incorrect.

If there are no costs in the Details list, or if they are correct, proceed with the posting asdescribed below.

To automatically post up to the indicated period, click the Post button. Examples of thecurrent period and post through are:

l Current Period - 12/31/2008 (Month last posted)

l Post Through - 1/1/2009 (Next Month with costs entered)

After clicking the Post button, the postings are performed and the Auto Post dialog boxcloses. It will be displayed again at the next appropriate time.

If you ignore the message, your automatic costs will not post and your reports willcontinue to default to the current open period.

We recommend that you run this automatic processing when you are ready to enter datainto the next month/period.

148 | Chapter 11: Fleet Auto Post

Posting Costs ManuallyIn addition to using Fleet Auto Post, you can manually post costs.

Manually Posting the Current Depreciation AmountTo manually post the current depreciation amount:

1. Open the unit whose depreciation costs you want to post in the Unit Control Form: Onthe File menu, click Open and then click Unit. Select the unit in the Locate list.

2. Go to the Costs tab and click the Depreciation button. The Depreciation dialog boxdisplays.

3. Go to the Depreciation History tab. Depreciation amounts that have already beenposted are displayed with the date, posting period, and the amount of posting.

4. To post the current depreciation amount, click the Auto Post to Date button. Thedepreciation costs up through the current working period are posted and added to thelist.


6. Click the Save button at the bottom of the Unit Control Form window to save thedepreciation posting.

There are two other functions you can perform on the Depreciation History tab:

l View, print, or export the depreciation history - Click the Print button. The depreciationhistory information displays in the Report Viewer. For information about ReportViewer, including printing, exporting, or emailing the report, refer to "Report ViewerToolbar Controls" on page 159.

l Delete all of the depreciation postings for this unit - Click the Delete All Depreciationbutton. You are prompted to confirm the deletion.


Manually Posting a Parts or Labor CostYou can manually post parts and labor costs associated with the VMRS System Codesspecified in the Automatic Postings tab of the Auto Posting dialog box.

To manually post a parts and labor costs:

1. Open the unit whose parts and labor costs you want to post in the Unit Control Form:On the File menu, click Open and then click Unit. Select the unit in the Locate list.

2. Go to the Costs tab and click the Auto Posting button. The Auto Posting dialog boxdisplays.

3. Go to the Posting History tab.

4. Click the Auto Post to Date button. The costs up through the current working periodare posted and added to the list.


6. Click the Save button at the bottom of the Unit Control Form window to save theposting.

You can also view, print, or export the posting history from the Posting History tab. Clickthe Print button. The auto posting history information displays in Report Viewer. Forinformation about Report Viewer, including printing, exporting, or emailing the report,refer to "Report Viewer Toolbar Controls" on page 159.

150 | Chapter 11: Fleet Auto Post

Chapter 12: DashboardsFuel Dashboard

The Fuel Dashboard provides an easy-to-read summary of recent fuel purchases.

To display the Fuel Dashboard, on the Explore menu click Fuel Dashboard (or click theFuel Dashboard icon on the toolbar).

You can filter the fuel summary data by:

l Period - Yesterday, last 7 days, or last 30 days.

l In House, On Road, Both - Indicates whether the fuel purchases occurred in house, onthe road, or either (Both).

l Site

l Fuel Type

l Unit of Measure

You can view more detailed reports related to fuel purchases:

l Click the Cost Per Gallon link to view the Fuel Part Receipt History and Fuel PartUsage reports.

l Click the Performance Per Gal link to view the Fuel and Mileage Stats report.

For more information on these reports, refer to the Dossier Reports Manual.


PM Compliance DashboardThe PM Compliance Dashboard provides a shortcut to the status of your fleet's preventivemaintenance compliance.

To display the PM Compliance Dashboard, on the Explore menu click PM ComplianceDashboard (or click the PM Dashboard icon on the toolbar). The dashboard includes databy PMs in Compliance and PMs by Status

NOTE: Your PM Compliance Dashboard will include only PM service data for the sites towhich you have access.

Note the following about the data in the dashboard:

l If a PM service was completed early (i.e., prior to its deadline threshold), it is countedas completed for the month it was due and not the month in which it was performed.

152 | Chapter 12: Dashboards

l If a PM service was not completed on time, it is reported in the data for the month itwas due as Not Completed until it actually is completed. At that time, it will beincluded in the due month's Completed Late percentage.

l If the PM service is scheduled according to mileage and/or a certain period (e.g., 5,000miles or every three months), the due date used is the earliest date within the deadlinethreshold.

PMs in Compliance

The stacked bar chart at the top of the PM Compliance data shows percentages of PMservices performed according to their completion status.

The line chart and table at the bottom of the dashboard indicate the percentages of PMsand units that were in compliance for each month.


PMs by Status

The stacked bar chart at the top of the PMs by Status data shows the total number of PMsby status. The grid at the bottom shows the total count of PMs that make up each statuspercentage

Color Coding

The stacked bars are color-coded to indicate areas of concern. For example, a red portionof the bar indicates the percentage of PM services that were due to be completed duringthat month but that have not been completed yet. The orange portion indicates due PMservices that were completed late.

154 | Chapter 12: Dashboards

Chapter 13: ReportsIntroduction

All the data you have been entering into Dossier can be accessed by generating ourpreformatted reports. These reports can be printed on letter size paper, displayed on screen,or saved in popular file formats, such as PDF.

The following topics explain where to produce the reports: paper, screen, or file.

Report ExplorerYou use Report Explorer to access the Dossier reports. The next several topics explainhow to open Report Explorer, explain the report tree and report folders, and describe howto use its other helpful functions.

Opening Report ExplorerTo open Report Explorer, on the Reports menu click Report Explorer.


Main ComponentsThe main Report Explorer components are shown in the following figure.

Report FoldersDossier reports are organized in folders. The figure above shows the default Dossier reportfolder structure.

Because folders and their report contents can be customized as part of Dossierconfiguration, your folder structure and the reports in them might be different than thedefault structure.

Filtering the Reports Shown in the Report TreeYou can filter the reports that are shown in the report tree by opening the Show list abovethe report tree and selecting one of the filters:

l All Reports - Shows all reports in Dossier.

l Standard Reports - Shows only standard reports that are provided with Dossier.

156 | Chapter 13: Reports

l User-Defined Reports - Shows only custom reports that were created specifically foryour edition of Dossier.

l Memorized Reports - Shows only memorized reports. For more information, refer to"Memorized Reports" on page 162.

Showing Report Names from Prior Dossier VersionsWith Dossier 6.1, the Reports function was completely redesigned. As part of thisredesign, some reports from previous versions were renamed, replaced, or consolidated intonew reports.

If you are familiar with the old report names and want to see how they are mapped to thenew standard reports, select the Show Old Report Names check box at the lower right ofReport Explorer. An Old Report Name column is added to the pane.


Report Folder Configuration

If you have been assigned the required permissions, you can add and delete folders inReport Explorer and move reports to desired folders. For example, you might want tocreate folders called Daily, Monthly, and Yearly and move reports to them so that it isclear when to run the associated reports.

For more information about configuring the report folders, refer to the Dossier Planningand Configuration Manual.

Report Viewer

Viewing a Report

To view a report:

1. Select it in the report tree and click the Open button.

- or -

Double-click the report in the report tree.

The report opens in the Report Viewer window.


2. At the top of the report parameters list in the left pane, use the Show Cover Page optionto specify whether you want to include a cover page for the report. The cover page willinclude the parameters for which this report was run.

3. Select the desired report parameters.

These parameters can be used to filter the report, specify how the report is sorted, andcontrol the report type or structure. Report parameters for each report are covered in thereport samples chapters of this manual.

Note that any Search and Select filter parameters are displayed at the lower left. Formore information about these, refer to "Filtering Reports with Search and Select" onpage 167.

4. Click the View button to generate and view the report. It is displayed in the right pane.

With the report displayed, you can page through it, print it, export it to one of severalfile formats, or save it as a memorized report. Memorized reports can be scheduled to beautomatically generated and emailed to designated recipients. For more informationabout these functions, refer to the following topics.

Report Viewer Toolbar Controls

The Report Viewer toolbar controls are identified in the following figure.


For more information about printing, exporting, or emailing the report, refer to thefollowing topics:

l "Printing a Report" on page 160

l "Exporting Report Data" on page 160

l "Emailing Report Data" on page 161

Printing a Report

With the report displayed in Report Viewer, click the Print icon in the toolbar. Thestandard Windows Print dialog box displays.

Exporting Report Data

The content of the report displayed in Report Viewer can be exported to several fileformats:

l XML

l CSV comma-delimited

l PDF

l MHTML (web archive)

l Excel

l TIFF

l Word

To export the report:

1. Click the Export button in the toolbar.

2. Select the desire file format from the button menu.

After processing the report for export, the Save As dialog box displays.

3. Navigate to a destination folder and click the Save button to save the exported file.

You can now open the file using the appropriate application.


Emailing Report Data

If a mail server has been specified in the Mail Server setup options and within thereporting services on the SQL server, reports can be emailed to others from Report Viewer.

The content of the report displayed in Report Viewer can be emailed in several fileformats:

l XML

l CSV comma-delimited

l PDF

l MHTML (web archive)

l Excel

l TIFF

l Word

NOTE: The actual report formats available depend on your edition of SQL Server.

To email the report:

1. Click the Email button in the Report Viewer toolbar.

2. Select the desired file format from the button menu.

After processing the report for emailing, the Dossier Report Email dialog box displays.The report file is included as an attachment.

3. Complete the other fields as you would with any email, then click the Send link at thetop left corner of the dialog box. The email is sent to the recipients that you entered.


Memorized Reports

The Memorized Reports feature allows you to save the report you are viewing with itscurrent parameter and Search and Select settings. You can quickly re-run the report at alater time with parameters that you commonly use. Memorized reports can also bescheduled to be automatically generated and emailed to designated recipients, or saved toa designated folder.

You can memorize any standard unit, part, personnel, or vendor report, making them easyto reproduce any time you want, such as for End of Month reporting purposes.

To memorize a report:

1. With the report open in Report Viewer and the desired report parameters selected, clickthe Memorize button. The Memorize Report dialog box displays.

2. In the Memorize As box, enter a name for the memorized report. For example, if thisreport is created for a particular site, you can name it Repair Order – Main Shop, so it iseasily identified.

3. Select one of the access options:


l Private - The memorized report will be accessible only to you.

l All Sites - The memorized report will be accessible to all users.

l Site - The memorized report will be accessible only to users whohave permission to that site.

4. To create a schedule to have the report automatically generated and emailed to selectedrecipients or saved to a folder, click the Edit button. You are prompted to save thememorized report before it can be scheduled.

5. Click Yes to save the report. The Schedule Manager dialog box displays.

6. Set up the desired report schedule. For more information, refer to "Report Schedule" onpage 165.

7. When finished defining the report schedule, click OK.

8. In the Memorize Report dialog box, click OK to close the dialog box.

The report is added to the report tree in a Memorizations subfolder under the standardreport on which it is based.



Report ScheduleThe table below describes the schedule parameters on the Schedule Manager dialog box.


Table 13-1. Schedule Manager Parameters

Parameter Description

Schedule parameters Select the schedule frequency.l If you select a time period, the scheduling parameters for thatperiod display on the right. You also have the option of startingand ending the report if there is a particular time frame in whichyou would like this report to run.

l Select Shared if shared schedules have been set up by yourDossier administrator. A shared schedule can be selected fromthe list.

l To just print the report once, select the Once option.

After selecting the schedule frequency, enter when you want theschedule to begin and end.

Delivery Options:

Email Select Email to have the report emailed to you and/or otherrecipients:l Enter the standard email header information.

l In the Render Format list, select the file format for the report.

l To include the report as an attachment, select the IncludeReport check box.

l To include a link to the report in the body of the email, select theInclude Link check box.

Report File Share Select Report File Share to save the report to a directory that isaccessible from the report server. The Dossier administrator wouldhave to let you know what that path is since there is no browse func-tionality. If this option is selected, you also specify the file name, thefile format for the report, the username and password required toaccess the report, and a file overwrite option.

Editing a Memorized ReportYou edit a memorized report's name, access options, and schedule.

Select the memorized report in the Report Explorer report tree and click the Edit button inthe right pane. The Memorize Report dialog box displays.

Deleting a Memorized ReportYou can delete a memorized report if you are the person who made the memorized report.

Select the memorized report in the Report Explorer report tree and in the Reports menuclick Delete. You are prompted to confirm the report deletion. Click Yes to confirm thedeletion.


Filtering Reports with Search and SelectSearch and Select is a helpful feature that allows you to select what items are included inreports. By filtering which items to include in reports, you can focus the report only onthose items of interest and can reduce the time required to generate the report.

Note that using the search and select criteria to run a report does not mean that the criteriawill be included in the body of the report. If you want to capture the search and selectcriteria, include a cover page with the report. The cover page will include the search andselect criteria used to run that report.

You can define a Search and Select filter for all reports, or on a single report basis.

1. To define Search and Select criteria for all reports, select the Search and Select folder atthe top of the report tree.

- or -

To perform a Search and Select for a single report, select the report in the report tree.

The Search and Select function displays in the right pane.

2. Click the Edit Search & Select button. The Search and Select Manager dialog boxdisplays.

When performing a Search and Select for all reports, all possible parameters aredisplayed in the parameter tree in the left pane. For a single report, only thoseparameters that apply to that report are displayed.

3. In the Search and Select tree on the left, select a parameter that you want to include inthe Search and Select filter. The parameter's options display in the top right pane.


4. Select the parameter options that you want to include in the report. You can chosemultiple parameters in the Search and Select pane on the right.

5. When you are finished selecting the options, click the Apply button. The items thatmatch the parameter options is displayed in the list in the bottom right pane. Also, inthe parameter tree, the parameter for which you have selected options now includes ared check mark.

NOTE: Certain parameter options have an Exclude Values check box. Select this checkbox to exclude the selected data from the report.

NOTE: When using Search and Select for all reports, selected parameter options will onlyaffect reports that contain the corresponding item. For example, selecting specific units inSearch and Select will have no effect on a Vendor report. Also note that choosing theSearch and Select criteria narrows down your selection of data to be included in thereport; it does not add a specific column to the report that contains that data.

6. You can continue selecting parameters and options. The selected items list is updatedto show only those items that match all of the parameter options you have selected.


7. When you are finished specifying parameters and options, click OK to close the Searchand Select Manager dialog box. The lower right pane of Report Explorer displays theSearch and Select results.

Now, when you open a report, the Search and Select parameter options that you selectedwill be displayed at the lower left of the Report Viewer window. They will be applied asa filter for the report, in addition to the report's own parameters listed above.

Clearing Search and SelectTo clear all of your search and select entries, click the Edit Search & Select button inReport Explorer. In the Search and Select Manger dialog box, click the Clear button.


Favorite ReportsYou can add any report, including memorized reports, to your Favorites folder in ReportExplorer. This provides easy access to your most commonly used reports.

To make a report a favorite, select the report. On the Reports menu, click Add to MyFavorites. This adds a link to the report to make the report easier to access; the actualreport remains in its original location.

Monitoring Report ExecutionUsers with Administrators group permissions can monitor report execution and cancellong-running reports from the Report Control Panel.

To open the Report Control Panel, on the Reports menu click Report Control Panel.

To cancel a report that is currently running, select the report in the list and then click theCancel Report button.


Chapter 14: PocketDossierIntroduction

NOTE: The Pocket Dossier feature is available only if your installation of Dossier includes thePocket Dossier license. For information about purchasing this license, contact DossierSystems at 609-747-8800. For information about Dossier editions and optional features, referto "Dossier Editions" on page 2.

Pocket Dossier is software that runs on a Windows Mobile-compatible personal dataassistant (PDA). It provides licensed users of the Dossier Fleet Maintenance Software withthe ability to operate portions of the software remotely over a wireless network. PocketDossier delivers increased productivity by way of immediate access to important fleetinformation and the ability to perform mobile data entry and lookup.

Pocket Dossier is a subset of the full-featured edition of Dossier and it does not contain allof the functionality provided in the full desktop version. It is meant as a mobile tool tohelp in the general management of the fleet and to perform primary data entry functions tokeep your program current in real time.

Logging In1. Start Pocket Dossier. The Login prompt displays.


2. Enter a valid Dossier user name and password.

3. Tap the OK button.

NOTE: If this is the first time logging into Pocket Dossier, please read and perform theconfiguration steps described in the Dossier Installation Manual.

Filter By SitePocket Dossier can be used for multiple sites. If you have more than one site, uponlogging in, a list of sites displays.

Choose your site from the site list and tap OK to enter the main menu. If you do not havemultiple sites, simply tap OK on the site selection screen to proceed to the primary PocketDossier main menu.

You can also switch to a different site from the main menu screen, as described in the nexttopic.

172 | Chapter 14: Pocket Dossier

Main MenuThe main menu allows you to select which program feature you want to use.

There are four basic areas addressed in Pocket Dossier:

l Units

l Parts

l Repair Orders

l Meters and Fuel

You can also change your site filter by tapping the Site Filter button.


UnitsThe Units area of the application allows you to view and update units in your fleet.

The Unit Info tab displays a quick view of open work pendings, PM services that are dueand overdue, and tires currently installed on the unit.

NOTE: The Tires feature is optional. If your edition of Dossier does not include the Tiresfeature, disregard any information related to tires in this topic.

l The PMs tab will show the due and overdue PM services that are assigned to this unit.

l The Work Pending tab allows you to add, edit, or remove work pending assigned to theunit.

l The Licenses tab shows licenses/permits along with the expiration dates.

l The Tires tab lists tires currently on the unit, and allows you to record current tire treaddepth and pressure readings.

Entering Tire Tread Depth and Pressure ReadingsThere are several ways to open the tire readings window for a tire:

l Tap and hold a tire in the list, and then tap Readings on the popup menu.

l Tap on a tire to select it, and then tap the Readings button.

l If you are using tire barcodes or RFID tags, you can scan the barcode or RFID tag intothe Tire # field. If you have configured your PDA’s barcode or RFID scanner for PocketDossier, the tire readings screen should automatically load. If your PDA has not beenconfigured specifically for this purpose, you must tap Enter after scanning the barcode.


NOTE: If you have not received instructions on configuring your PDA for barcode or RFIDscanning, contact Dossier Customer Support at 609-526-2820 or [email protected] for assistance.

On the Tire Readings window, you can enter the current tread depth and pressure readings.You can enter the readings either manually or, if you have purchased a Dossier Tire Probe,you can use it here to record the readings.

If using the Dossier Tire Probe, simply take a tread reading using the probe, then take apressure reading, and Pocket Dossier will automatically close the Tire Readings screen.

Opening an Existing UnitTo find and open an existing unit:

1. Tap Menu and then tap Find to display the Unit Find form.

2. Enter your search criteria and tap Find.

3. Tap and hold the item you want to load until the Open pop-up menu displays.

4. Tap Open. The unit is opened for you to view.

5. To save changes made to the unit, tap the Save button.

PartsThe Parts area of the application allows you view, update, and create parts.

l The Part Info tab displays the part number, description, and location. It also allows youto view or change the Current On Hand and the Minimum and Maximum stock level.

l The Prices tab allows you to view or modify the prices that are set up for the part.


l The History tab allows you to choose the History Type: parts usage, receipts, parttransfers, adjustments, and the initial count. This information includes the part historyfor the last 30 days and the last year.

To create a new part:

1. Tap Menu and then tap New.

2. Enter the part information.

3. To save the part, tap the Save button.

To find and open an existing part:

1. Tap Menu and then tap Find to display the Part Find form.


3. Tap and hold the item you want to load until the Open pop-up menu is displayed, thentap Open to load that part. The Part Info tab displays.

4. To save changes made to the part, tap the Save button.

NOTE: If your PDA has a barcode scanner, you can read parts and unit bar code labelsproduced by the desktop version of Dossier. Refer to "Barcodes" on page 223 for moreinformation.

Note the following about aliased parts:

l If you try to enter an alias part on Pocket Dossier's part window, Pocket Dossierdisplays a message that the part cannot be found.

l If you perform a Find for all parts at your site on the Pocket Dossier Find Part Window,it will not display any alias parts.

l Pocket Dossier will scan a part label that was printed as an alias part, because the labelthat is printed is really the main part number to which the alias part is pointing.


Repair OrdersThe Repair Orders area of the application allows you to view, update, create, and deleterepair orders.

Finding a Repair OrderTo find and open an existing repair order:

1. Tap Menu and then tap Find to display the Repair Order Find form.


3. Tap and hold the item you want to load until the Open pop-up menu is displayed.

4. Tap Open and the repair order is opened for you to view.

5. To save changes made to the repair order, tap the Save button.


Creating a Repair Order1. Tap Menu and then tap New. You are prompted to enter a unit number.

2. Enter the unit number. The General Info screen displays.

3. Enter the date and status of the repair order, then the repair order number (if it is notdefaulted), repair class, and the technician.

4. On the Meters tab, enter in the current meter reading(s) for the unit.

5. On the Parts tab, add all parts used for the repair.

6. On the Labor tab, add labor for all mechanics involved with this repair.

7. On the Description tab, choose each applicable VMRS code and enter a Repair Reason.You can also enter a description of the work that was performed for the VMRS code.

8. If a PM Service was completed, go to the PMs tab, tap the PM, and tap Completed.

9. If work pendings were completed on this repair, go to the Work Pending tab, tap thework pending, and tap Close Work Pending.

10. The Cost tab provides the ability to add parts and labor costs without specifying aspecific part or mechanic. To do this, go to the Cost tab, tab Add Cost, and enter theVMRS code, cost type, and cost.

Adding a Template to a Repair OrderA repair order template is a set of pre-established information that automatically fills in arepair order. You can add information in addition to the automated template data.

To add a template to a repair order:

1. Tap Menu and then tap Template to display the Repair Order Template form.

2. Select a VMRS code and tap Find to get a set of results.

3. Tap and hold the template you want to add until the Add Template pop-up menu isdisplayed.

4. Tap Add Template to add the template to the repair order.

5. Tap the Save button to save the changes to the current repair order.

Deleting a Repair OrderTo delete the current repair order, tap Menu and then tap Delete.

Meters and FuelOn the Meter/Fuel screen, you can find a meter/fuel ticket or create a new meter/fuelticket.

Finding and Opening a Meter/Fuel TicketTo find and open a meter/fuel ticket:

1. Tap Menu and then tap Find to display the Meter/Fuel Find form.

2. Enter in your search criteria and tap Find.


3. Tap and hold the item you want to load until the Open pop-up menu is displayed.

4. Tap Open. The meter/fuel entry is opened for you to view or edit.

5. To save changes made to the meter/fuel entry, tap the Save button.

Creating a Meter/Fuel EntryOn the Meter/Fuel screen, tap the New button. Enter the unit number for which the fuelingwas completed, and then tap OK. The Fuel Info tab displays.

On the Fuel Info tab, enter the hours, the fuel (if not defaulted already), the number ofgallons, and the cost.

The Parts tab shows the fuel item that you have set up on the unit. If you do not have afuel item assigned, you can choose the appropriate fuel item from the list on this tab. Youcan also add fluid types, such as oil, transmission fluid, antifreeze, gear lube, and washerfluid, along with their quantities and costs.


The Meters tab allows you to enter additional meter readings if the unit has multiplemeters.

To save the current meter/fuel entry, tap the Save button.

Creating a Meter/FuelTo delete the current meter/fuel entry, tap Menu and then tap Delete.

Pocket Dossier Help and About ScreensPocket Dossier includes online help and an About information screen.

l Tap Menu and then tap Help to open the online help.

l Tap Menu and then tap About to view information regarding your PDA and itsoperating system.


Chapter 15: Quotes andInvoicesIntroduction

The optional Dossier Customer Management function helps a fleet maintenancedepartment track outside customers’ equipment, and produce quotes and invoices. Theprogram is not meant to be an accounting system. Rather, it provides an easy method forthe fleet maintenance department to produce quotes and invoices for work performed forequipment other than your own. Additionally, this option is useful if you lease out yourequipment and maintain it for the leaser. Customer quotes and invoices can be used withother systems such as accounting.

Customers

A customer is anyone for whom you want to provide quotes and invoices for servicesperformed. This could be owner operators, a company with a fleet down the street, or itcould be a department within your own organization who has a fleet of equipment thatyou work on and for whom you need to provide and track quotes and invoices.

Quotes

A quote is an estimate document provided to customers that states what work will beperformed along with the price you will charge to perform the work. Both parts and laborcosts can be entered on the quote. A quote is similar in appearance and operation to aregular repair order.

A quote records what the customer wants done but it does not actively post costs, updatemaintenance histories, parts inventory, labor productivity, or any other records in theprogram. Once the quote is produced, it is held in suspension within Dossier and markedas Unapproved until it is approved by the customer.

Approved quotes can be converted to an active repair order and then produced as aninvoice. Unapproved quotes remain open until they are either approved by your customeror until they are deleted. When the work is complete and all the information is entered onthe repair order, you can produce it as an invoice.

If parts are needed to complete the work on the quote and are currently not in yourinventory, two part reports are available at the time you produce the quote.

l The Parts Pick List will display the parts needed to complete the job, quantity needed,and the current on hand.

l The Parts Order List will display how many parts are needed to be ordered to completethe job along with other pertinent information regarding the part.


Invoices

An invoice is a printed document that you provide to a customer for payment after work isperformed. It is produced from a completed repair order and contains the same informationbut with a slightly different appearance for the customers sake.

You can produce an invoice from the repair order and also any previously saved invoices.

Invoices are tracked and marked as Unpaid until you mark them as Paid in Dossier.

You can produce reports by customer for quotes and invoices.

Customer Management Work FlowThis Customer Management function allows you to control your customers’ equipmentjust like your own. This includes scheduling their preventive maintenance services, repairorder and maintenance histories, and so forth. It also includes the ability to produce quotesand invoices for your customers, and to track paid and unpaid invoices.

The program is very flexible. It allows you to uniquely manage each customer and yourown internal fleet based upon your business relationship with the customer and eachfleet’s individual needs. You can also assign each customer their own hourly labor rateand parts markup value.

The workflow of tracking and managing customers is very straight forward and generallyfollows these steps:

1. Identify and enter your customers into Dossier using typical business contactinformation such as name, address, phone numbers, labor billing rate, parts markuppercentage, payment terms, etc.

2. Identify and enter your customers’ vehicles into Dossier just as you would any otherequipment. After entering all of the units’ specification details, assign the unit to thecustomer on the Costs tab of the Unit Control Form. Once the customer is assigned, theunit will be charged the correct parts and labor values. Add new customer vehicles asthey present themselves.

3. If you are going to use Dossier to manage contract fleet maintenance services or anykind of services covered by an agreement, consider adding specifications headings toyour Unit Control Form so that important information is always available. Some ofthese specification headings might include: agreement term, chargeback conditions, orany special type of service provision or conditions. We also suggest that you link adigital copy of the maintenance agreement that covers each vehicle along with a photo.This is done on the Documents tab of the Unit Control Form.

4. Provide quotes to your customers for approval. Unapproved quotes will be displayed onthe Daily Reminder screen awaiting action or their deletion.

5. Upon approval of the quoted work, convert quotes into an open active repair orderready for a mechanic’s use.

6. Upon completion of the work and after adding any additional approved work that mayhave been performed that was not on the original quote, close the repair order and ...

7. Produce the repair order as an Invoice for your customer.

182 | Chapter 15: Quotes and Invoices

8. Check the Daily Reminder regularly to see which quotes remain unapproved and deletethose that do not get approved.

Creating a QuoteNOTE: If Instant Recall has been enabled for quotes as part of system setup, you can use it toview recent quote history. For information about how to use Instant Recall, refer to "CheckingRecent Unit Repair Orders with Instant Recall" on page 65.

1. On the Data Entry menu, click Quotes. The Quote screen displays.

2. Click the New button to create a new quote.

The following are entered by the system: a quote number, Unapproved status, yourdefault site, and today's date.

3. Select the customer’s unit number and the program will display the default entries, justlike on a repair order, including the customer’s name.

4. Enter the remaining information on the General tab just as you would with any otherrepair order, with the addition of entering a Promised Date for this quote. For moreinformation, refer to "General Tab for ROs" on page 32. Optionally, you can enter thepromised date after you receive approval to proceed with the work from your customer.

5. When you are finished entering your parts and labor, instructions, or any other data,click the Save button to save this quote with a status of Unapproved. It will nowappear on the Daily Reminder under Unapproved Quotes.

6. After you receive approval to proceed with the work from your customer, enter thepromised date when the customer can expect to get his equipment repaired and ready inuse.

Once a quote is saved, you can print or export this quote by clicking the Report buttonand selecting either View or Print the quote. You can also produce a Parts Pick List and aParts Order List from this area if any parts are found to be at or below their re-order level.


When the work is approved by your customer, a quote can be converted to an active openrepair order and printed as an invoice.

Converting a Quote to a Repair OrderOnce you have entered and saved a quote, and your customer approves the work asquoted, you can easily convert the quote to a repair order. This can be done in one of twoways, either directly from the Quote data entry screen itself or from the Daily Reminderscreen.

Open the unapproved Quote and change its Status to Approved, then click Save. You willbe asked if you want to create a repair order. If so, click Yes and the program will create anew repair order with all your quote information already entered. You can add more dataif you want. Click Save, then click Report to print this R/O or print this R/O as anInvoice.

From the Daily Reminder1. Open the Daily Reminder if it is not already open. For more information, refer to

"Using the Daily Reminder" on page 144.

2. Click Quotes Unapproved to display all unapproved quotes. You can also see allApproved quotes by selecting that option from the Quote Status box.

3. Right-click the appropriate unapproved quote and you will have two options: ApproveQuote, and Approve Quote and Create New Repair Order.

l If you choose to Approve Quote and Create New Repair Order, Dossierchanges the quote’s status to Approved and converts it to an open activerepair order, ready for your immediate use, just like any other repair order.

l If you choose to simply Approve this quote, Dossier holds the quote insuspension as an approved quote until you are ready to start the actual workby way of opening a repair order.


From an Approved QuoteIf you have approved quotes, you can create repair orders with all of the data alreadyentered for you from the approved quote.

When you open a new repair order and select any unit that has an approved quote, theprogram will tell you that this unit has an approved quote and ask whether you want toproduce a new repair order from the approved quote or create a new repair orderaltogether.

1. On the Data Entry menu, click Repair Order, or click the RO icon on the toolbar. TheRepair Order window displays.

2. Click the New button and select the unit you want to work on the Locate list. If thisunit has an approved quote, you are prompted as to whether you want to continue withan existing new repair order or create a new repair order from a quote.

3. Click New Repair Order from Quote and select a quote from the list.

The default dates entered for Date In and Out assuming this work will be completed inone day. If this is not the correct Date Out, or if the work will take several days tocomplete, you can change the Date Out now or do it later to reflect the actual Date Outwhen you are ready to print this RO or an invoice.

4. Click OK to continue to work with the open repair order.

Printing Invoices from Repair Orders

Any repair order can be printed as an invoice. You do not need the Customer Managementfeature to do this. However, to produce meaningful data and reports about paid or unpaidinvoices, the Customer Management feature user license is required.

1. When you complete all data entry for a repair order, click the Save button to save yourrepair order entry.

2. Click the Report button and select the invoice.

3. Choose to view or print this document by clicking on the appropriate choice.


The repair order will be printed in the Invoice configuration. This means it will notcontain certain data that is unimportant to your customer, such as the mechanic numberand name, mechanic and supervisor’s signature blocks, etc. However, it will contain all ofthe other important information.

The document heading will be titled “Invoice” instead of “Repair Order” and yourcustomer’s name and address will be displayed at the top. Payment terms will appear at thebottom.

Unpaid vs. Paid InvoicesAll repair orders, regardless whether they were printed as an invoice or not, areautomatically marked as Unpaid on the Billing tab as a default.

To change this status to Paid, go to the Billing tab of the Repair Order window.

In the Status list, select Paid and then click the Save button to save the changes.

NOTE: If you are using the program in the Open ROmode, remember to go to the General taband change the RO status to Closed, and then click Save.


Chapter 16: WorkAuthorizations for VendorServicesIntroduction

NOTE: Work authorizations are part of the optional External Work Management feature,which is available only if your installation of Dossier includes the External Work Managementlicense. For information about purchasing this license, contact Dossier Systems at 609-747-8800. For information about Dossier editions and optional features, refer to "Dossier Editions"on page 2.

You can issue a work authorization for a needed service and specify the maximum amountto be spent for both labor and parts costs. The authorization might also contain adescription of the work to be done.

The authorization can be viewed and printed, or exported and sent to the vendor.

When the work is done, the authorization can be turned into a repair order from theauthorization screen. Alternatively, the authorization can be linked to a repair ordercreated through the Invoice Import if the authorization code is included in the import fileinformation.

The Dossier Security feature contains permission options as to who can read, update,create, and delete authorizations. There is also a general permission to restrict who canupdate the authorization status.

Entering a New AuthorizationNOTE: If Instant Recall has been enabled for external work authorizations as part of systemsetup, you can use it to view recent authorization history. For information about how to useInstant Recall, refer to "Checking Recent Unit Repair Orders with Instant Recall" on page 65.

1. On the Data Entry menu, click Authorizations. The General tab of the External WorkAuthorization window displays.



3. Select the unit number from the Unit Number list.

4. Enter the information on the General tab. The status will default to Pending. Refer tothe following table.

Table 16-1. External Work Authorization - General Tab Elements


Unit Number Number of the unit to which the authorization corresponds.To view and update unit data, click the Unit Number link, whichopens the selected unit in the Unit Control Form.To search for a unit to enter, click the Find button to open the Find:Unit dialog box.

Authorization Code The authorization code assigned to this authorization.

Status The status of the authorization. The default is Pending.

Vendor The vendor being authorized to do the work.To search for a vendor to enter, click the Find button to open theFind: Vendor dialog box.

Site Enter or select the site that is authorizing the work.The site defaults to the current user's site or the site that is currentlyfiltered to.

RO Class The class of the corresponding RO.

Authorization Date The date that the authorization was created.

188 | Chapter 16: Work Authorizations for Vendor Services

Table 16-1. External Work Authorization - General Tab Elements


Promised The date by which the work was promised to be completed.

Authorized Amount The cost of the authorized work, calculated by the entries on theWork Authorized tab.

Notes Enter notes about the authorization.

Meter Readings:<meter>

Enter the meter reading for the unit.

System Info The users who created and last modified the authorization record,along with the date/time.

5. Click the Save button to save the entry.

Entering the Work to Be PerformedOn the Work Authorized tab, enter the work to be done and the allowed costs. You canenter as many VMRS codes and cost amounts as needed for this job.

To enter a description of the work to be done or a part, double-click the Desc cell in thegrid. The Work Description dialog box displays.

When you have completed your entries on the Work Authorized tab, click the Save buttonto save them.


Viewing the Units Repair HistoryThe Repair History tab allows you to retrieve and view the unit's repair history based onsearch criteria that you specify. If no parameters are chosen, all repair orders andauthorizations will be displayed.

To view repair history, enter the search criteria and then click the View button. The RepairHistory by Unit report is opened in Report Viewer. For information about Report Viewer,including printing, exporting, or emailing the report, refer to "Report Viewer ToolbarControls" on page 159.


Viewing the PMsAll of the PM services that are assigned or set up for this unit are displayed with theircurrent status on the PMs tab.


Viewing Work PendingsAll of the open work pendings not associated with an authorization and assigned to theunit are displayed on the Work Pending tab. When a repair order is created from theauthorization, all associated work pendings are transferred to the new external work andwill need to be closed through the repair order (refer to "Work Pending Tab" on page 43).


Attaching DocumentsThe Documents tab allows you to attach almost any type of document or image file to thecurrent external work authorization. Examples of documents include pictures of a vehicleor part, and a Word or Adobe PDF document about a manufacturer’s recall. Thesedocuments or pictures can be viewed and then printed.

Attaching documents to an external work authorization is similar to attaching documentsto an RO. For more information about the Documents tab, refer to "Documents Tab" onpage 56.

Viewing, Printing, and Exporting the AuthorizationYou can view, print, or export the authorization by clicking the Report button at thebottom of the External Work Authorization data entry screen. The authorization displaysin the Report View window. For information about Report Viewer, including printing,exporting, or emailing the report, refer to "Report Viewer Toolbar Controls" on page 159.

Creating a Repair OrderWhen the work has been completed, you can create the repair order from theAuthorization screen by clicking on the Create R/O button the External WorkAuthorization window. When creating an RO from an Authorization, the Vendor on theGeneral tab of the Repair Order window is set to the authorization vendor andauthorization notes are copied into the Notes tab.

Once a repair order has been created, the authorization status will change from Authorizedto Invoiced.


If the invoice for this work will be imported into Dossier, the repair order will be createdduring the import and the Authorization status will change from Authorized to Invoiced atthat time.

External Work Authorizations in Daily ReminderThe Daily Reminder listing for External Work Authorizations allows you to choose toview either your Authorized or Pending authorizations by choosing one of these optionsin the Status list.


Chapter 17: Data ExportsIntroduction

If your installation of Dossier includes the optional Data Exports feature, all of the dataentered into Dossier can be exported by running preformatted data exports. These dataexports can then be used to transfer the data to other systems, such as financial systems.

The following topics explain how to work with data exports.

NOTE: The optional Data Exports feature is available only if your installation of Dossierincludes the Data Exports license. For information about purchasing this feature, contactDossier Systems at 609-747-8800. For information about Dossier editions and optionalfeatures, refer to "Dossier Editions" on page 2.

Data Exports WindowYou use the Data Exports window to access the Dossier data exports. The next severaltopics explain how to open the window, explain the data exports tree and folders, anddescribe how to use its other helpful functions.

Opening the Data Exports WindowTo open the Data Exports window, on the Data Transfer menu click Data Exports.


Main ComponentsThe main Data Exports window components are shown in the following figure.

Data Export FoldersDossier data exports are organized in folders. The figure above shows the default Dossierdata export folder structure.

Because folders and their data export contents can be customized as part of Dossierconfiguration, your folder structure and the data exports in them might be different thanthe default structure.

Filtering the Data Exports Shown in the Data Exports TreeYou can filter the data exports that are shown in the data exports tree by opening theShow list above the tree and selecting one of the filters:

l All Data Exports - Shows all data exports in Dossier.

l Standard Data Exports - Shows only standard data exports that are provided withDossier.

l User-Defined Data Exports - Shows only custom data exports that were createdspecifically for your installation of Dossier.

196 | Chapter 17: Data Exports

l Memorized Data Exports - Shows only memorized data exports. For more information,refer to "Memorized Data Exports" on page 199.

Data Export Folder Configuration

If you have been assigned the required permissions, you can add and delete folders in theData Export window and move data exports to desired folders. For example, you mightwant to create folders called Weekly, Monthly, and Yearly and move data exports to themso that it is clear when to run the associated data exports.

For more information about configuring the data export folders, refer to the DossierPlanning and Configuration Manual.

Running a Data Export

To run a data export:

1. Select it in the data exports tree and click the Open button.

- or -

Double-click the data export in the data exports tree.

The data export opens in the data export parameters window.


2. Select the desired export parameters.

These parameters can be used to filter the exported data, specify how the export data isstructured, and specify the file format for the exported data. Data export parameters foreach standard data export currently available in Dossier are covered in "Standard DataExports" on page 208.

Note that any Search and Select filter parameters are displayed at the lower left. Formore information about these, refer to "Filtering Data Exports with Search and Select"on page 203

3. To preview the structure and content of the exported data based on the specifiedparameters, click the Preview button. The preview is displayed in the right pane.

NOTE: To hide/unhide the parameters panel, click the arrow button in the window'stoolbar.

4. When you are ready to create the exported data file, click the Export button. A Save Asdialog box displays.

5. Enter a file name and folder destination for the export file, select the format, and thenclick the Save button. The export process begins. When the process is complete, theexport file that you specified is created.


Memorized Data Exports

The Memorized Data Exports feature allows you to save the data export you are viewingwith its current parameter and Search and Select settings. You can quickly re-run the dataexport at a later time with parameters that you commonly use. Memorized data exports canalso be scheduled to be automatically generated and emailed to designated recipients, orsaved to a designated folder.

You can memorize any standard data export, making them easy to run any time you want,such as for End of Month accounting purposes.

To memorize a data export:

1. With the data export open in the data export parameters window and the desired dataexport parameters selected, click the Memorize button. The Memorize Data Exportdialog box displays.

2. In the Memorize As box, enter a name for the memorized data export.

3. Select one of the access options:

l Private - The memorized data export will be accessible only to you.

l All Sites - The memorized data export will be accessible to all users.


l Site - The memorized data export will be accessible only to usersassigned to the selected site or who have permission to that site.

4. To create a schedule to have the data export automatically generated and emailed toselected recipients or saved to a folder, click the Edit button. You are prompted to savethe memorized data export before it can be scheduled.

5. Click Yes to save the data export. The Schedule Manager dialog box displays.

6. Set up the desired data export schedule. For more information, refer "Data ExportSchedule" on page 202.

7. When finished defining the data export schedule, click OK.

8. In the Memorize Data Export dialog box, click OK to close the dialog box.

The data export is added to the data export tree in a Memorizations subfolder under thestandard data export on which it is based.



Data Export ScheduleThe table below describes the schedule parameters on the Schedule Manager dialog box.



Schedule parameters Select the schedule frequency.l If you select a time period, the scheduling parameters for thatperiod display on the right.

l Select Shared if shared schedules have been set up by yourDossier administrator. A shared schedule can be selected fromthe list.

l To just generate the data export once, select the Once option.

After selecting the schedule frequency, enter when you want theschedule to begin and end.

Delivery Options:




Email Select Email to have the data export emailed to you and/or otherrecipients:l Enter the standard email header information.

l In the Render Format list, select the file format for the dataexport.

l To include the data export as an attachment, select the IncludeReport check box.

l To include a link to the data export in the body of the email,select the Include Link check box.

File Share Select File Share to save the data export to a directory that is access-ible from the data export server. The Dossier administrator wouldhave to let you know what that path is since there is no browse func-tionality. If this option is selected, you also specify the file name; thefile format for the data export; the username, domain name (if neces-sary), and password required to access the data export; and a fileoverwrite option.

Editing a Memorized Data ExportIf you are the owner of a memorized data export, you can edit its name, access options,and schedule.

Select the memorized data export in the data export tree and click the Edit button in theright pane. The Memorize Data Export dialog box displays.

Deleting a Memorized Data ExportIf you are the owner of a memorized data export, you can delete a memorized data export.

Right-click the memorized data export in the data export tree and in the pop-up menuclick Delete. You are prompted to confirm the data export deletion. Click Yes to confirmthe deletion.

Filtering Data Exports with Search and Select

Search and Select is a helpful feature that allows you to select what items are included indata exports. By filtering which items to include in data exports, you can focus the dataexport only on those items of interest and can reduce the time required to generate thedata export.

You can define a Search and Select filter for all data exports, or on a single data exportbasis.

1. To define a Search and Select for all data exports, select the Search and Select folder atthe top of the data export tree.

- or -


To perform a Search and Select for a single data export, select the data export in thedata export tree.

The Search and Select function displays in the right pane.

2. Click the Edit Search & Select button. The Search and Select Manager dialog boxdisplays.

When performing a Search and Select for all data exports, all possible parameters aredisplayed in the parameter tree in the left pane. For a single data export, only thoseparameters that apply to that data export are displayed.

3. In the Search and Select tree on the left, select a parameter that you want to include inthe Search and Select filter. The parameter's options display in the top right pane.

4. Select the parameter options that you want to include in the data export.


5. When you are finished selecting the options, click the Apply button. The items thatmatch the parameter options are displayed in the list in the bottom right pane. Also, inthe parameter tree, the parameter for which you have selected options now includes ared check mark.

NOTE: Certain parameter options have an Exclude Values check box. Select this checkbox to exclude the selected data from the data export.

NOTE: When using Search and Select for all data exports, selected parameter options willonly affect data exports that contain the corresponding item. For example, selectingspecific units in Search and Select will have no effect on a Vendor data export.

6. You can continue selecting parameters and options. The selected items list is updatedto show only those items that match all of the parameter options you have selected.


7. When you are finished specifying parameters and options, click OK to close the Searchand Select Manager dialog box. The lower right pane of the Data Export windowdisplays the Search and Select results.

Now, when you open a data export, the Search and Select parameter options that youselected will be displayed at the lower left of the Report Viewer window. They will beapplied as a filter for the data export, in addition to the data export's own parameters listedabove.


Clearing Search and SelectTo clear all of your search and select entries, click the Edit Search & Select button in theData Export window. In the Search and Select Manger dialog box, click the Clear button.

Search and Select will also be cleared when the Data Export window is closed.

Favorite Data ExportsYou can add any data export, including memorized data exports, to your Favorites folderin the Data Export window. This provides easy access to your most commonly used dataexports.

To make a data export a favorite, right-click the data export and on the pop-up menu clickAdd to My Favorites.


Standard Data ExportsDossier includes a standard set of data exports that are ready for use.

The following topics describe the currently available standard data exports.

Accounts Payable: Parts

Exports Dossier part receipt information in the format specified by the user.

By default, the data export will include any part receipts that have not previously beenexported or, if the Re-export Updated Items check box in the setup option is selected, thathave been modified since the last export.

A part receipts approval process can be used in concert with the Accounts Payable: Partsdata export to integrate parts receipts marked Approved and OK to Pay with a financialsystem external to Dossier. If the approval process is turned on, only part receipts markedas OK to Pay will be included in the Accounts Payable: Parts data export. For moreinformation about the part receipts approval process, refer to "Part Receipts ApprovalProcess" on page 105.

When an Accounts Payable: Parts data export is performed, a record of the date and timeof the export and which part receipts were included is made so that the export can be re-executed in the future. Users can re-execute a previous data export by choosing the dateand time from a list of previous data export executions.

Using the data export parameters, users can choose which data fields (columns) areincluded in the export file and the order in which they are included. The data fields listedbelow shall be the defaults. Users can remove, or reorder the data fields as desired.

The data export can be run in either summarized or detailed views.

The parameters and data fields are listed below.


Accounts Payable: Parts Data Export Parameters and Data Fields

Parameter Type Required Comments

Filter Parameters:

Start Date Date N Part receipts created on or afterthis date will be included in thedata export.

End Date Date N Part receipts created on or beforethis date will be included in thedata export.

Miscellaneous Parameters:

Export List Y Provides the ability to re-run aprior export. Defaults to Current,which indicates not to run a priorexport.The other options are As-ofYesterday, As-of EoD Sunday,and As-of Last Month.



Include Exported PartReceipts

Yes/No Y If Yes is selected, part receiptsthat were previously exported forthe time-frame specified in theExport list will be included in thisexport.

Format List Y The format of the exported datafile.If your installation of Dossier usesSQL Express, the Excel file formatis available.If your edition of Dossier usesstandard SQL, the availableformats are CSV, Excel, and XML.

Data Fields:

Column x List Y The data type to include in thecolumn.At least one column must have adata type selected for it.

Accounts Payable: External Work

Exports external work that has been entered into Dossier. This export functions in asimilar manner to Accounts Payable: Parts, in that a timeframe can be chosen for export, aswell as opting to include external work that had previously been exported or not. Inaddition, each parameter that is selected represents a column that will appear in the export.There is a total of 16 fields to display that can be chosen in the report parameters.


Accounts Payable: External Work Data Export Parameters andData Fields


Filter Parameters:

Start Date Date N External work created on or afterthis date will be included in thedata export.

End Date Date N External work created on orbefore this date will be includedin the data export.

Miscellaneous Parameters:

Export List Y Provides the ability to re-run aprior export. Defaults to Current,which indicates not to run a priorexport.The other options are As-ofYesterday, As-of EoD Sunday,and As-of Last Month.



Include Exported ExternalWork

Yes/No Y If Yes is selected, external workthat was previously exported forthe time-frame specified in theExport list will be included in thisexport.

Format List Y The format of the exported datafile.

Data Fields:

Column x List Y The data type to include in thecolumn.At least one column must have adata type selected for it.


Chapter 18: Importing DataImporting Fuel and Meter Data

NOTE: The optional Fuel Import feature is available only if your installation of Dossierincludes the Fuel Import license. For information about purchasing this license, contactDossier Systems at 609-747-8800. For information about Dossier editions and optionalfeatures, refer to "Dossier Editions" on page 2.

The Fuel Import feature provides the ability to import fuel and meter data into the Dossierdatabase from a file that is produced through your automated fuel island, commercialfueling network, and many other outside sources. When you import your fuel transactions,this feature can track meter readings, fuel gallons, oil gallons, cost per unit, cost pergallon, and total cost, as well as keep preventive maintenance (PM) schedules up-to-date.This option will eliminate data entry and increase accuracy of this information.

1. Download the fuel transactions to the folder created specifically for the fuel import file.

2. On the Data Transfer menu, click Fuel Import. The Fuel Import window displays.

3. In the Locate Fuel Source list, select the appropriate fuel import definition that wascreated by your Dossier administrator [e.g., Gasboy (Main Shop)].

4. In the File Location box, confirm that the file name and location of your fuel file iscorrect. If not, click the field button at the right side of the box to navigate to andselect the fuel file.

5. Click the Import button. When the fuel import is complete, the Fuel Import Summarydialog box displays.

6. Click the OK button.


You can use Batch Explorer to check the status of the fuel import transactions. For moreinformation, refer to "Using Batch Explorer to Review Import Results" on page 216.

Importing Vendor Invoice and Repair Order Data

Introduction

Using the optional External Work Management feature, Dossier users can import vendorrepair order and invoice data directly into their Dossier database from files supplied bythird-party service providers, eliminating the need for their manual data entry. This featurecan update all appropriate records and schedules accordingly.

The feature can import data from multiple vendors based on the file structure provided byeach vendor.

To use the Repair Order Import function, your vendors must be able to provide theirinvoices or repair orders in an electronic file. The format of the electronic file should beeither .csv or .txt. The content of the file needs to contain information regarding the workperformed in a coded manner along with a diagram or document explaining the data filelayout.

Prior to performing repair order imports, you must set up a Repair Order Import Definitionfor each of your vendors so that the data that they provide is properly mapped to the datatypes in the Dossier database.

Then, when you receive the repair order data file from your vendor, simply store the file ina directory on your PC. There are various methods your vendor can use to supply you withtheir data file. For example, certain vendors can email your file or have the ability to postyour files on their web site in a secure area where you can download them at yourconvenience. Talk with your vendor to see what works best for both of you.

Vendor Data That Can Be Imported

The Repair Order Data Import feature can import the following data:

l Invoice or repair order number - Dossier will self-generate same if none found.

l Unit number.

l Work performed date.

l Supplier - Associate with Dossier vendor files.

l Unit’s odometer reading - Import field definition and processing can support up to threemeter readings.

l VMRS codes.

l Service detail description - A text field.

l Charge $ amount - Associates dollars with external vendor parts or labor column.

The Invoice Data Import feature is a flexible interface that allows for future changes andvariability of service providers.

214 | Chapter 18: Importing Data

Duplicate checking is done by placing a checkmark next to the fields in the configurationarea of the import for those items you wish to disallow duplication of transactions. If theyare the same, the program will not import them and will display those transactions on theBatch Explorer. After data or other corrections are made, the file import can be run againto import only those not already imported.

When the import is completed, a message will display indicating both the number ofsuccessful transactions and failed transactions. Details of each transaction can be viewedin the Batch Explorer.

A Dossier report can be generated to show historic invoice or repair order import data bydate range and/or by vendor and by System Code. All repair orders imported can bereviewed through Dossier’s standard repair order history reporting capabilities. Allimported data will be marked as such and indicated accordingly. If you would like toview reports on the imported data, load any of the repair order reports. These reportsinclude an Imported From parameter that allows you to filter the report data based on theimporter.

Importing Vendor Data

To import the data in a vendor file:

1. On the Data Transfer menu, click RO Import. The Import Data to Dossier dialog boxdisplays.

2. Select the appropriate import definition and then click the Open button. The SelectImport Data File dialog box displays.

3. If the file is not correct, click the field button at the right side of the box. In the Locatedialog box, navigate to and select the appropriate file.


4. With the import file is displayed in the File Location box, click the Import button tobegin importing the data.

You can use Batch Explorer to check the status of the vendor import transactions. Formore information, refer to "Using Batch Explorer to Review Import Results" on page 216.

Importing Data Using Dossier Data ExchangeConduits

The Dossier Data Exchange feature supports the use of conduits to import data fromexternal systems.

For example, Dossier currently supports conduits with the NAPA TAMS system and theNetworkfleet GPS/AVL telematics system.

Conduits are set up by your Dossier system administrator or IT support staff.

If your installation of Dossier is set up to use Dossier Data Exchange to import data viaconduits, then you can check the status of the import batches using the Dossier BatchExplorer. For more information, refer to "Using Batch Explorer to Review Import Results"on page 216.

Using Batch Explorer to Review Import ResultsAn audit trail of data imported into Dossier is provided via the Batch Explorer. Summaryinformation about each import is provided along with details regarding each transaction.

Using Batch Explorer, you can view a summary of the transactions imported into Dossier.At a quick glance, you will be able to determine how many transactions were processedand how many transactions were or were not saved in Dossier.


Basic Operations

Opening Batch ExplorerOn the Explore menu, click Batches.

Navigating BatchesThe batch navigation tree is displayed in the left pane. Open branches in the tree to drilldown to the batch and transactions of interest.

The Import branch includes branches for each type of import batch supported by yourcopy of Dossier.

l Alerts - Networkfleet alerts reported by units, processed by Dossier into work pendings.

l External Repair Orders - Vendor invoice and repair order imports, available with theoptional External Work Management feature.

l Fuelings - Fuel data imports, from the Fuel Import function.

l Meter Readings - Meter reading imports from Networkfleet.

l NAPA Parts - Batches from the NAPA import conduit.


When you click a batch branch, details about the selected batch are displayed in the rightpane.

When you click a transactions branch, a list of transactions in the batch are displayed inthe right pane.

What the Icons IndicateThe following tables describe what the icons in Batch Explorer indicate.

Table 18-1. Batch Explorer Navigation Tree Icons

Icon Description

Indicates that the batch was imported from a file, such as a text or CSV file.

The batch includes an unresolved error.

The batch's transaction list.

Table 18-2. Batch Explorer Transaction List Icons

Icon Description

An information message.

An error message indicating that something unexpected happened or theactivity could not complete.

A warning message for problems that were handled while moving data.


Dossier Version 6.4 Changes to BatchesThe following changes were made to batches with Dossier version 6.4:

l The NAPA Parts batch type is now obsolete. It is replaced by the Part Suppliers batchtype, which is used for all DCloud Part Supplier providers, including NAPA.

l The NAPA Parts batch is still displayed if it already contained batches (for pre-6.4NAPA customers), but new batches are always added to the Part Suppliers batch.

l The Alerts batch type is now obsolete. It is replaced by the Work Pendings batch type.This is used for all DCloud Work Pending providers (e.g., Networkfleet, Zonar, DossierLite), as well as work pendings created by the McLeod LoadMaster Integration conduit.

Viewing Transactions Details

To view a transaction's details:

l Double-click its entry in the transaction list in the right pane.

- or -

l Right-click the entry and click Open Transaction.

The Transaction Properties dialog box displays. Examples of each of the transaction listentry types are shown below.


The Transaction Properties dialog box includes the elements described in the followingtable.

Table 18-3. Batch Explorer Navigation Tree Icons

Icon Description

Up and Downarrows

Scroll through the transaction list while leaving the dialog box open.

Message General information about the transaction entry.

Details The data that was included in the transaction entry.For Import Summary entries, summary information for all transactionsis included.For unresolved errors, no details are included.

Mark error asresolved

For unresolved errors, select this check box to indicate that you havereviewed the error and it has been resolved.Unresolved batch errors are displayed on the Daily Reminder andare not removed until marked as resolved.

NOTE: You can also mark an unresolved error transaction entry byright-clicking it and clicking Mark Errors as Resolved.

Transaction TypesThe following transaction types are possible:

l Information - This is a transaction has been saved successfully in Dossier without anyerrors.

l Warning - This is a transaction that contains incorrect data, but the transaction wassaved in Dossier (e.g., a meter reading transaction for which the expected meter readingis not between expected values).

l Unresolved Error - This is a transaction that had an error and was not saved in Dossier(e.g., the transaction refers to a unit that does not exist in Dossier). Once an unresolvederror has been read and no further action is required, it can be checked as resolved. Thiswill remove the error from the Daily Reminder as well as change the message statusfrom being Unresolved Error to Resolved Error.

Viewing the Batch Transaction Report for Selected BatchTransaction EntriesYou can view a Batch Transaction Report for selected entries in the transaction list.

Select the entries that you want to include in the report. Then right-click one of theselected entries and click Print Transaction. The report displays in Report Viewer. Forinformation about Report Viewer, including printing, exporting, or emailing the report,refer to "Report Viewer Toolbar Controls" on page 159.

Managing Batches

You can perform the following functions with batches.


Renaming a BatchYou can rename batches. For example, you might want to include the source company'sname in the batch name to make them easier to find by company.

To rename a batch, right-click the batch name in the navigation panel and click RenameBatch. The batch name becomes editable.

View a Batch Transactions ReportTo view a batch's Batch Transactions Report, right-click the batch name in the navigationpanel and click Print Batch. The report displays in Report Viewer. For information aboutReport Viewer, including printing, exporting, or emailing the report, refer to "ReportViewer Toolbar Controls" on page 159.

Delete a BatchOnce a batch has been reviewed and errors resolved, it can be deleted.

To delete a batch, right-click the batch name in the navigation panel and click DeleteBatch. You are prompted to confirm the batch deletion. Click Yes to confirm it.


Chapter 19: BarcodesThe Barcodes feature provides the capability for Dossier users to scan barcodes to quicklylook up and open units, parts, and repair orders. Barcodes can also be used with theInventory Count List report when you are counting inventory. And they can be includedon personnel labels.

NOTE: The Barcodes feature is available only if your installation of Dossier includes theoptional Barcodes license. For information about purchasing this license, contact DossierSystems at 609-747-8800. For information about Dossier editions and optional features, referto "Dossier Editions" on page 2.

Scanning a Barcode to Open a Part1. In the File menu, click Open and the click Parts (or click the Spark Plug icon on the

toolbar) to open the Part Info tab of the Part data entry window.

2. With the cursor blinking in the Locate box, scan the part’s barcode. (Hold the scan gunover the part’s barcode at a 45-degree angle and pull the trigger.)

You will hear a beep as the scanner recognizes the barcode and the part’s informationwill appear on the tab.

Scanning a Barcode to Open Parts in a Repair Order1. In the File menu, click Open and the click Repair Order (or click the Wrench icon on

the toolbar) to open the General tab of the Repair Order window.

2. Click the New Button.

3. Select a unit.


4. Go to the Parts/Labor tab.

5. Enter or select the VMRS code.

6. Click the blank Part Number cell in the parts grid. Put the barcode scanner over anotherpart’s barcode and squeeze the trigger. The part number and description will appear andthe cursor will be blinking in the Quantity field.

Printing Barcodes on Parts LabelsWhen you print parts labels, the part's barcode is included on the printed labels. For moreinformation about printing parts labels, refer to "Printing Parts Labels" on page 113.

224 | Chapter 19: Barcodes

Using Barcodes to Adjust On-Hand QuantitiesYou can use the Inventory Count List report to assist you with making on-hand quantityadjustments that result from a physical parts inventory count.

A barcode is included for each part listed in the printed Inventory Count List report, asshown below.

You can take this report to your parts room and fill in the quantities that are on the shelf.

When you are ready to adjust the current on-hand quantities, open the Inventory AdjustParts window, click in a blank Part Number cell in the grid, and scan the part's barcode onthe Inventory Count List report to have the part entered for you. Then enter the adjustmentquantity for the part.

For more information about printing the Inventory Count List report, refer to the DossierReports Manual.


Scanning a Barcode to Open a Repair OrderBarcodes appear on every printed repair order. This barcode can be used in the RepairOrder window to open the repair order.

There are two areas to locate a repair order in the Repair Order window using the barcode.

l If the repair order status is open, put the cursor in the Locate box on the General taband then scan the barcode.


l If the repair order status is closed, click the Find button. The Find: Repair Order dialogbox displays.

Put the cursor in the RO Number box, and then scan the barcode. The repair order islisted in the result list. Double-click the repair order to open it in the Repair Orderwindow.


Including Barcodes on Unit LabelsYou can print labels for your units that include the units' barcodes. A sample portion of aUnits Barcode report is shown below.

The labels can be affixed to the units or to a tag on their key rings. These barcodes can beused to open a unit in the Unit Control Form, a repair order, or a meter and fuel entry. Justclick the Units box on the window and scan the unit's barcode to have the unit numberentered for you.

For more information about printing the Unit Barcodes report, refer to the Dossier ReportsManual.


Including Employee ID Barcodes on Personnel LabelsYou can print labels for your personnel that include the employee ID barcodes. A sampleportion of a Personnel Barcode report is shown below.

For more information about printing the Personnel Barcodes report, refer to the DossierReports Manual.


AppendixExamples of 9-Digit VMRS Codes

The following codes are only examples of the thousands of codes that make up the full 9-digit VMRS codes. You can choose to use three digits, six digits, or all nine digits. Youcan also add to the list, but you cannot change the codes shown below as they arereserved by the ATA.

040-000-000 Engine / Motor Systems Group

041-000-000 Air Intake System

041-001-000 Air Cleaner

041-001-001 Pre-Cleaner Assembly - Air Intake

041-001-002 Hardware, Mounting - Air Intake Pre-Cleaner Assembly

041-001-003 Hose - Air Intake

041-001-004 Mounting Bracket - Air Cleaner

041-001-005 Element - Filter, Air Cleaner

041-001-006 Stove - Therm Air Conditioning Heat

041-001-007 Hose - Heat Air Pipe Adapter

041-001-008 Motor - Vacuum, Climatic Combustion Control

041-001-009 Hose - Vacuum, Climatic Combustion Control

041-001-010 Shroud - Climatic Combustion Control, Upper

041-001-011 Shroud - Climatic Combustion Control, Lower

041-001-012 Connector - Hose, Climatic Combustion Control

041-001-013 Pipe - Hot Air, Climatic Combustion Control

041-001-014 Sensor - Temperature Climatic Combustion Control

041-001-015 Switch - Thermostatic Vacuum

041-001-016 Harness - Thermostatic Vacuum Switch

041-001-017 Pipe - Air Intake

041-001-018 Rain Shield - Air Intake Pipe

041-001-019 Hose Clamp - Air Cleaner

041-001-020 Gasket - Double Element - Air Cleaner

041-001-021 Screen - Air Cleaner


041-001-022 Aspirator Valve

041-001-023 Gasket - Mounting, Air Cleaner

041-001-024 Seal - Air Cleaner Reservoir

041-001-025 Elbow - Pipe, Air Intake

041-001-026 Housing - Air Cleaner

041-001-027 Bolt - Pan, Air Cleaner

041-001-028 Cap - Housing, Air Cleaner

041-001-029 Minder - Air Filter

041-001-030 Insulator - Air Cleaner

041-001-031 Retainer - Air Cleaner Insulator

041-001-032 Bracket - Air Intake Pipe

041-001-033 Duct - Air Intake

041-001-034 Tee - Air Intake Pipe

041-001-035 Clamp - Housing Air Cleaner Cap

041-001-036 Moisture Eliminator

041-001-037 Adapter Bell

041-001-039 Silencer - Intake

041-001-040 Gasket - Air Intake Elbow

041-001-041 Band - Mounting, Air Cleaner

041-001-042 Filter Minder Kit

041-001-043 Bracket - Air Restriction Indicator

041-001-044 Air Intake Kit

041-002-000 Intake Manifold

041-002-001 Manifold - Intake

041-002-002 Hardware, Mounting - Intake Manifold

041-002-003 Gasket - Intake Manifold

041-002-004 Gland - Intake Manifold

041-002-005 Gasket - Exhaust Manifold To Intake Manifold

041-002-006 Plug - Intake Manifold Expansion

041-002-007 Tube - Vacuum Balance

041-002-008 Hose - Vacuum Balance Tube

041-002-009 Washer - Bolt, Inlet Manifold

232 | Appendix

041-002-010 Seal - Intake Manifold

041-002-011 Gasket - Air Intake Cross Over To After Cooler

041-002-012 Hose - Intake Manifold

041-002-013 Sensor - Intake Manifold

041-002-014 Shutter - Intake Assembly

041-002-015 Bracket - Accessory, Intake Manifold

041-002-016 Spring - Element

041-003-000 Blower - Supercharger

041-003-001 Blower Assembly

041-003-002 Gasket - Blower, Supercharger

041-003-003 Housing and End Plates - Blower

041-003-004 Rotor - Blower

041-003-005 Bearing - Blower Assembly, Supercharger

041-003-006 Shaft - Blower Drive

041-003-007 Gear - Blower

041-003-008 Seal - Blower

041-003-009 Manifold - Blower Air Inlet

041-003-010 Shut-Off Valve - Blower Air Inlet

041-003-011 Wire - Control, Blower Air Inlet Shut-Off

041-003-012 Repair Kit - Blower

041-003-013 Installation Kit - Blower

041-003-014 Hose - Crossover (Turbo To Intake Manifold)

041-003-015 Washer - Drain Line Fitting

041-003-016 Clamp - Crossover Hose

041-003-017 Hub - Blower Shaft

041-003-018 Tube - Blower Oiler

041-003-019 Seal - Blower Oiler Tube

041-003-020 Nut - Blower Oiler Tube

041-003-021 Retainer - Blower Drive Shaft

041-003-022 Spring - Blower Drive Shaft

041-003-023 Plate - Blower Drive Hub

041-003-024 Cover - Blower


Part Failure CodesBent 10

Binds, Sticks 11

Broken 12

Chipped 13

Cracked 14

Foreign Material Present 15

Glazed 16

High Pressure 47

Insufficient Lubrication 17

Leaking 18

Loose 19

Lost or Missing 46

Low Pressure 48

Lubrication or Oil Soaked 20

Misadjusted 21

Misaligned 22

Not Connected 23

Not Drilled 24

Out of Balance 25

Out of Round 26

Overheated 27

Part Improperly Installed 28

Part Omitted 29

Poor Fit 30

Poor Metal Finish 31

Porosity 32

Registers Incorrectly 33

Rough 34

Rusted or Corroded 35

Scored or Scratched 36

234 | Appendix

Seized 37

Shorted 38

Soiled or Stained 39

Stripped 40

Torn or Punctured 41

Warped 42

Weak 43

Worn 44

Wrong Part 45


IndexA

Accounts Payable Parts data exportpart receipts approval process 105, 208, 210

adjustment history 110aliases, part 17

converting a pending part to 95, 99American Trucking Association 24approval process for part receipts 105, 208, 210authorizations

creating from work pendings in Daily Reminder 128Auto Post dialog box 147auto posting 147

performing 147setup 147

B

barcodesprinting on parts labels 224printing on personnel labels 229printing on unit labels 228scanning to open a part 223scanning to open a repair order 226scanning to open parts in a repair order 223using for inventory adjustments 225

Batch Explorerbasic operations 217icons 218introduction 216managing batches 220transaction details 219transaction details, selected entries 220transaction types 220

Billing tabrepair order 53, 186

broadcast work pendingadding 120finding 123

buttoncommon data entry 9

C

calculator widget 11calendar widget 11Change History Tab 49checking in tires 104Closed RO method 25conduits 216Copy button 10costs

auto posting 147posting manually 150

current meter reading 77

Customer Management function 181work flow 182

customer quotes and invoices 181customers

definition 181

D

Daily Reminderbasic operations 144converting quote to repair order 184introduction 143PMs 146repair orders, creating from a work pending 126repair orders, creating from PMs 29repair orders, creating from work pendings 29, 127what is displayed 143work authorizations 194work pending, viewing 118, 130work pendings, addressing using authorizations 128

Daily Reminderswork pendings, processing 126

data entryadd item to a list 14entering items in a grid 13

data exportsData Exports window 195emailing 202favorites 207filtering data using Search and Select 203filtering in data exports tree 196folders 196folders, configuration 197history of part received 106memorized 199running 197scheduling 202

data itemsnavigating through 11Object History report 12System Info panel 12

deferred work 117Delete button 10depreciation

auto posting 147posting manually 149-150

Description 123Details link 12Documents tab

general description 15repair order 56

Dossierbarcodes 223data exports 195editions 2exiting 24launching 5logging in 5manuals 1reports 155


Technical Support 1Dossier Data Exchange feature 216

E

editions, Dossier 2Essential edition features 2exiting Dossier 24Explorer 20Export History panel 106External Repairs license 51External Work Management feature 187, 214External Work tab

repair order 51

F

failure codes, parts 234favorite data exports 207favorite reports 170file lock 23Filter by Site feature 20Find button 9finding

repair orders 31Fleet Auto Post feature 147fluids

history 80fuel

history 80fuel and fluids

purchase orders 88receiving 105

Fuel Dashboard 151fuel data

importing 213Fuel Import feature 213Fuel Invoice & Fluids tab

meters 72, 74

G

General tabrepair order 32

geolocation datawork pending submission 125

gridsdeleting item in 14entering items in 13

H

History - Change History Tab 49

I

iconsassigning to Dossier functions 9

importingDossier Data Exchange conduits 216fuel and meter data 213

managing imported batches 220transaction details 219transaction details, selected entries 220transaction types 220using Batch Explorer to view results 216vendor repair order and invoice data 214

Instant Recall 65Instructions tab

repair order 40inventory

adjustment history 110on hand, adjusting 109using barcodes for adjustments 225

Inventory feature 83invoices

changing from Unpaid to Paid 186definition 182importing data 214introduction 181performing a vendor data import 215printing from repair orders 185vendor data that can be imported 214

L

labelsparts, printing 113parts, printing barcodes 224personnel, printing barcodes 229units, printing barcodes 228

Labels window 113labor

entering data fo repair order 33list box, adding items to 14locks, records 23

M

Making Corrections 49, 81mechanic hours

data entry 137Mechanic Hours window 137memorized data exports 199memorized reports 162meter readings

adding 82listing 81

metersadding data to repair order 43, 78deleting 78entering data in Meters and Fuel window 72entering data in the Fuel Spreadsheet 69history 80importing data 213introduction 69listing readings 81replacing 79

Meters & Fuel Spreadsheet 69Meters and Fuel window 72

238 | Index

Meters tabmeters 72, 76repair order 43

miscellaneous costs 131

N

NAPA TAMS system 216navigating through data items 11Networkfleet GPS/AVL telematics system 216New button 9Notes tab;repair order 50

O

Object History report 12Open RO method 25open X-Factors 136

P

Paper RO system 25Paperless RO system 25part receipts

approval process 105, 208, 210pending parts 97pending parts, adding 97

part received order, adding 101parts

adjusting inventory on hand 109adjustment history 110aliases 17aliases, converting a pending part to 95, 99barcode, using to open 223entering data for repair order 33failure codes 234labels, printing 113part received order, adding 101pending, adding to purchase order 87printing barcodes on labels 224purge 18receiving 101receiving, export history of 106reordering 89returning 106transferring between sites 111undelete 19

parts returnfinding 107

Parts tabparts, reorder 89

parts transferfinding 112

Parts/Labor tabrepair order 33

passwords 5changing 7strong 7

pending partsadding to part receipts and purchase orders 97adding to purchase order 87

converting to a part alias 95, 99converting to standard part 94, 98creating in Dossier 93modifying 94on part receipts and purchase orders 97overview 92viewing 94

pending unit charges 60applying to repair order 62, 64creating 60modifying 62viewing 62

personnelprinting barcodes on labels 229

PM 144PM Compliance Dashboard 152PMs

Daily Reminder 146PMs tab

repair order 41preventive maintenance

entering for repair order 41marking Completed 42

Previous Meter 45Previous Meters tab

meters 80printing

current window contents 23invoices from repair orders 185parts labels 113repair orders 64

productivity 137productivity values 137Professional edition features 2purchase order

related receipts, viewing 103Purchase Order system 83Purchase Order window 85purchase orders 83

adding 83deleting 87exporting 87finding 86fuel and fluids 88opening 84pending parts 97pending parts, adding 87, 97printing 87viewing 87

Purchase Orders tabparts, reorder 91

purging units and parts 18

Q

quitting Dossier 24Quote window 183quotes

converting to repair orders 184creating 183


definition 181introduction 181

R

reactivating units, parts, and tires 19readings

meter, adding 82meter, listing 81

receive parts orderexport history of 106finding 103

receiving fuel and fluids 105receiving parts 101record lock 23related receipts 103reorder level, parts 89reordering parts 89repair order screen functions 27repair orders 25

barcode, using to open 226billing information 53Closed RO method 25closing 66converting to from a quote 184creating from Daily Reminder, work pendings 126creating from PMs in Daily Reminder 29creating from work authorizations 193creating from work pendings in Daily Reminder 29,

127documents, related 56entering 28entering parts and labor data 33external work, entering 51finding 31history 65importing data from vendor 214Instant Recall 65instructions 40meters data 43methods 25notes 50Open RO method 25opening 29Paper system 25Paperless system 25performing a vendor data import 215preventive maintenance information 41printing 64scanning barcodes to open parts 223tires data 55what vendor data that can be imported 214work pending 43workflow, typical 26

Report Control Panel 170Report Explorer 155Report Viewer 158

toolbar controls 159Reported By 122

reports 77canceling 170emailing 161, 165exporting 160favorites 170filtering data using Search and Select 167filtering in report tree 156folders 156folders, configuration 158memorized 162monitoring 170Object History 12printing 160scheduling 165showing names from prior Dossier versions 157viewing 158

returning parts 106

S

Save button 11saving entries 11Search and Select feature 167, 203Shift 143Site 75sites

filter by 20parts, transferring between 111

Station ID 75status bar

showing and hiding 9Summary tab

meters 80System Info panel 12

T

Technical Support 1tires

checking in 104checking out 107creating when receiving parts 103undelete 19

Tires tabrepair order 55

toolbarcontrolling 8hide 8icons, adding to 8icons, assigning to Dossier functions 9icons, large 8icons, removing from 8icons, small 8resetting 9show 8

transferring parts between sites 111Trip dialog box 139Trip feature 139trips

data entry 139

240 | Index

deleting 141finding to open 141fuel information, enteriing 140

U

undeleting units, parts, and tires 19Undo button 11units

adding a work pending 118editing a work pending 124pending charges 60pending charges, applying to repair order 62, 64pending charges, creating 60pending charges, modifying 62pending charges, viewing 62PMs 191printing barcodes on labels 228purge 18removing a work pending 127repair history 190undelete 19work pending, broadcasting 120work pendings 192

V

vendor dataperforming the import 215what can be imported 214

Vendor tabparts, reorder 90

VMRS codes 24example list 231

W

work authorizationsdocuments, attaching 193entering 187entering work to be performed 189in Daily Reminder 194introduction 187repair order, creating from 193report 193viewing units PMs 191viewing units repair history 190viewing units work pendings 192

Work Pending Broadcasting feature 120Work Pending tab

repair order 43work pendings 117

adding to a unit 118addressing using authorizations 128approving 126broadcasting to multiple units 120closing 129creating repair orders from 29editing for a unit 124notifications 129processing from Daily Reminder 126

re-opening 130rejecting 126removing from a unit 127submission location 125viewing from Daily Reminder 118, 130

work, deferred 117workflow, typical 26

X

X-Factoring methods 131X-Factors

finding to open 135introduction 131open 136posting a new X-Factor 131report 135
