Creating parameters for fleet configuration - HxGN EAM - 12.0.1 - Help - Hexagon

Set up parameters to determine the Vehicle Ticket form behavior and how the vehicle usage will be billed.

1. Select Work > Fleet > Fleet Configuration.

2. Specify this information:

   Update Ticket PM Details - Choose one of the following options:

   • At Issue - Select to update the PM details on the vehicle ticket when a vehicle is issued.

   • At Return - Select to update the PM details on the vehicle ticket when a vehicle is returned.

   • Issue and Return - Select to update the PM details on the vehicle ticket when a vehicle is issued and returned.

     Previous and next PM details are updated on the ticket of the specified time(s).

     Min. Hours Billed - Specify the minimum number of hours to be billed. For example, if the Min. Hours Billed is four hours and the vehicle is returned after two hours, the customer will be billed for the minimum amount of four hours.

     Offshift Billing Hours - Specify the number of hours if the usage includes any time outside of the billing start and end time. For example, if the normal billing hours are from 8:00 AM to 5:00 PM, any hours before 8:00 AM and after 5:00 PM will be considered offshift billing hours. Vehicles issued or returned outside the billing hours are billed accordingly. The offshift billing hours are billed once every 24-hour period.

     Prompt When No Billing Code - Select to provide a warning message from the vehicle ticket if a billing code or markup code on the vehicle ticket cannot be found at the time the vehicle is issued.

     Billing Start Time - Select the time, in hours, at which the normal billing hours for the day should start, and then specify the time, in minutes, at which the normal billing hours should start in the adjacent field.

     Billing End Time - Select the time, in hours, at which the normal billing hours for the day should end, and then specify the time, in minutes, at which the normal billing hours should end in the adjacent field.

     

   • If both Billing Start Time and Billing End Time are empty, a 24-hour billing cycle is selected.

   • Billing Start Time must be before Billing End Time.

     Round Billing Hrs. Up - Select to round the billing hours to the nearest ¼, ½, or whole hour.

     If you do not want to round the ticket billing hours up, do not specify a value for Round Billing Hrs. Up.

     Pool - Select to indicate that the fleet customer and cost code on the vehicle record needs to be updated with the ticket values when a pool ticket is created.

     Loaner - Select to indicate that the fleet customer and cost code on the vehicle record needs to be updated with the ticket values when a loaner ticket is created.

     Assignment - Select to indicate that the fleet customer and cost code on the vehicle record needs to be updated with the ticket values when an assignment ticket is created.

3. Click Save Record.

• If the process fails to run automatically as scheduled, click Run Billing Process to manually run the billing process. Customer bills are generated, beginning with the earliest Period End Date specified on the Billing Schedules tab of the Fleet Configuration screen that is past due. See Setting up billing schedules for fleet configuration.

• You cannot manually run the billing process unless the Process Start Date/Time on the Billing Schedules page is before the current system date and time; the period has not been billed; Billed on the Billing Schedules page is unselected; and the billing process for the record is not currently running or the billing process for the record is running but has been running for longer than 30 minutes.