Orion by Auxo

1) Fleets start with creating groups

A) The only way to deselect a Fleet Group in an Item is to have a blank Group or a group setup with another name

2) The feet Tab in the Item Set-up is broken up into four areas:

Vehicles > [Select Vehicle] > Fleet tab

A) Detail - the details of the item and which fleet it is part of:

i) Fleet Number - free typed in, you will be warned if it already exists

ii) Fleet Group - Select from the drop-down list

iii) Start & End Dates - enter the dates the Vehicle is part of the Fleet

iv) Optional tick boxes - tick as required

v) Cost Centre

B) Expiry - WOF and Rego Expiry

C) Budget - Estimated costs for Maintenance and other sundry costs &

D) Road user charges

- An explanation of the Weights!

- (here are linked to the weights in the vehicle Other tab),

i) Tare Weight = The un-laden weight of the items

ii) GVM Weight = Gross Vehicle Mass, the Maximum operating weight of the Item (excluding any trailers)

iii) GCM Weight = Gross Combined Mass, the maximum weight the Item is allowed to carry and tow

iv) RUC can be split into different Types which are user definable (Maintenance > RUC Types)

v) Date at Purchase, KM's Purchased & New RUC Expiry

a) These fields are best thought of as display only and are updated when RUC purchasing is used.

b) You can view the history of RUC purchased by using the ‘RUC History’ button.

3) RUC Purchasing

Workshop > Misc > RUC Purchasing

- You can choose a specific customer of range of customers across Fleets or within a single Fleet

- The rates are based on the Vehicles GVM weight (rounded up to the nearest Tonne) and type

- A default supplier can be assigned in Maintenance > System Setup > RUC

A) You can Add or Delete Vehicles to the list manually

B) Once Ready Process

C) Suggested to keep the Create Workshop Purchase Order

D) Purchase notes will go onto the Purchase Order

4) Fleet Follow up

Workshop > Enquiry > Fleet Follow up

NB: This will show ALL follow-ups even those items with no Fleet Number and/or Fleet Group

A) In addition to the normal follow-ups loaded against the items it will also show the following:

i) Warranty expiries

a) Loaded in the Warranty tab in the Vehicle/Them Maintenance

ii) RUC overruns

a) When the Km's entered is greater than or equal to the New RUC Expiry

B) Quotes or Jobs can be created from this list as well

5) Fleet

Workshop > Misc > Fleet

A) Fleet Purchase Order

- Fleet Purchase Orders are used when an Item (or bulk Items) is purchased for a range of vehicles

i) For this to work you must map Fleet Costs to Costings

a) Go to Workshop Maintenance > System Setup > Report and use the ‘Fleet Cost Mappings’ Button

ii) This could be for particular Makes, Models, Customers or Customer Analysis groups within or across the Fleets as well

iii) You must have a Fleet Number, Fleet Group, and a Start Date to have any items appears in the list

B) Manual Item Readings Loading

- New readings can be loaded en masse and works in a similar manner to a stock count.

i) You can enter Km's and/or Reading 2 (as set-up in Maintenance > System Setup > Vehicle Defaults) figures

C) Card Readings

i) Files can be received from Shell (now Z), Calbre, Mobil and BP and downloaded into a list to import into Orion

ii) These can be loaded into Reading 1, 2 or 3 (as set up in Maintenance > System Setup > Vehicle Defaults)

iii) Formats are defined by the Oil companies

D) McDowall Automated Riding Import & Turners & Growers Reading Import also have pre-defined column formats

E) Generic Import Item Readings

i) This is more flexible, and columns can be defined/moved

The defaults are:

a) Other Options to import:

- ID, Date, Load Date, Fuel Cost, Litres, Fuel Part No, Other Cost, RUC Cost, Manual Cost 1 to 20, Location, Department & Rig ID

6) Reports:

A) Fleet Costing Report:

i) Different options can be chosen at time of printing the report.

ii) RUC charges will show in a separate column in the Excel file but will be in OTHER in the standard printed report.

B) Fleet Costing Report (Individual)

i) Used to itemize the costings for individual Vehicles.

C) Fleet Followup

i) This includes all Warranty expires, RUC overruns and "normal" Follow-ups

ii) Also includes budget overruns

a)  i.e. if you have budgeted 1000.00 and spent (on W/5 Jobs) 1000.00 it will be on the report if wanted.

iii) It is only showing Fleet Vehicles

D) Fleet Outwork Report

i) This will show - any outwork put onto a Fleet item through a Workshop Job (I know it's a till of a shock! But it's still true)

7) More on Fleet Costings

A) There are 6 parts to the fleet Costings:

i) Fleet Costing Report Codes and Mappings Setup (as above)

ii) Job Description links - drive workshop invoices into the appropriate codes in Fleet Costing

iii) Reading File changes - allows sundry costs etc. to be Imported into Orion

iv) Fleet Purchase Orders - allows one cost to be allocated over multiple items (like Lease POs in Rental)

v) Fleet Import setup - various fuel card companies and formats available

vi) Setup and option in the Fleet Costing Report itself

B) Mappings are done in:

i) Workshop Module > Maintenance > System Setup > Report  > Reporting Analysis Setup

a) Codes 9 and 10 are reserved for Fuel and “Other” the rest of the codes can be modified 

ii) Press the Fleet Cost mappings button and map them

a) This Will add additional costing options when adding sundry readings to vehicle under the more cost tab as in the example below

D) Reading File changes 

i) Done via the Vehicle Listing and clicking on the Readings button

E) Fleet Purchase Orders (As above)

F) Fleet Import [As above)