1. How to import data for parts ?

The parts data can be imported into FleetTrax using the Import/Export functionality. The Import/Export functionality can be accessed by clicking Utility->Data Maintenance->Data Import/Export->Import. Then select the parts from the drop-down box.

Import/Export - Parts

The import functionality requires the data to be in a pre-defined format. Please refer to the Import/Export File Format section in FleetTrax Help manual.

2. How do I edit costs for a part?

The cost of the parts can be edited using the Parts - Inventory option. To change the cost of the parts, please do the following: Select Inventory-> Stock->Parts->Inventory menu in FleetTrax. The list of the parts will be displayed. Select the parts records, whose cost is to be modified and then click on 'Modify'. The selected parts record will be displayed. The cost of the parts is displayed as 'Level 1', 'Level 2' and 'Level 3'. Click on the 'Edit Cost Structure' button.

Parts Inventory

You will be asked to enter the 'Audit Password'.

Audit Password

After entering the correct 'Audit' password, the 'Level 1', 'Level 2' and 'Level 3' Quantity and Cost are enabled for editing. You can edit the cost and then click on the 'Save' button.

3. What should I do when I get an error message "Prophesy FleetTrax is currently being updated by another you. Please check that other you ......."?

The above message is displayed to indicate that the FleetTrax application upgrade or FleetTrax Database upgrade process is been started by some you. Please check with the other user of FleetTrax, if they have started the FleetTrax Upgrade or FleetTrax Database upgrade process. Try running the application after the upgrade process is over. In case if it is found that no other user has started the upgrade process, then search the folder where FleetTrax.exe is installed. Locate the file 'LockUser.txt'. You can delete this file. After deleting this file, you should be able to access the application as usual.

Note: Please don't' delete the file if the upgrade process in going on.

4. How do we configure the Barcode?

User can configure the Barcodes using the Inventory->Bar Code->Setup Label. Please refer to the 'Barcodes' section in the FleetTrax Help manual.

5. What should I do when I get an error message "----- is currently logged in the FleetTrax System. Please use a different User Name for logging in."?

The above error message occurs if the status of the user is marked as 'Logged In' in the database, in this we need to re-set this status. One of the possible reasons for such situation can be, if the user's has shut down the PC, without closing the FleetTrax. Following the given steps will help to reset this status.

1. Click on the Admin Tools button.

2. Select the radio button that says 'Reset Logged- In Users' and click on continue button.

3. Type in the Administrator's User ID and Password and click on continue button.

4. Click on Reset All logins Button and then the OK button this should reset the status.

6. How do i change the "Audit Password?"

Click on Utility > Security Options > Audit Password.

In this screen type in the Old password followed by New Password in both the fields and then click on Save.

7. How do I change the unit cost of Fuel logs?

Click on Utility > Data Maintenance > Change Unit Cost of Fuel Logs.

Change the price from this screen and then click on Save.

8. How do I Change Vehicle Number?

Click on Utility > Data Maintenance > Change > Vehicle Number.

Enter the New Vehicle Number and click on the change button

9. How do I change the Login Password?

Click on Utility > Data Maintenance > Change > Change Password.

In this screen type in the Old password followed by New Password in both the fields and then click on Save.

10. How do I create a new user?

Click on Utility > Security > User Accounts.

Click on Add and fill in the details and then click on save.

11. My vehicle totals appear incorrectly on reports.

If your reports show incorrect vehicle totals, or if you see different totals on different reports

for example, the "Vehicle Lifetime Totals" and "Work Orders" reports,

you may need to rebuild your vehicle totals. This needs to be done for each vehicle that is showing incorrect or discrepant totals:

1. Open a vehicle profile and click the Edit Totals button on the General tab.

2. Click the Rebuild button.

3. Select the months you would like to rebuild by checking the box to the left of each, or click the Select All button to select all months.

4. Click the Rebuild button.

5. Click OK in the Vehicle Totals window.

6. Click Save in the Vehicle Profile window.

12. Where can I find information on the federal regulations concerning vehicle inspections?

The official FMCSA website has a complete list of federal regulations governing transport companies. Inspection regulations are found in Part 396 and can be accessed by clicking the following link:
http://www.fmcsa.dot.gov/rules-regulations/administration/fmcsr/fmcsrguidedetails.asp?regulation=396

The main FMCSA Rules & Regulations page can be found at:
http://www.fmcsa.dot.gov/rules-regulations/rules-regulations.htm

13. How are my vehicles? odometer readings managed between Dispatch and FleetTrax?

When you create a new vehicle profile in Dispatch, it is automatically exported to FleetTrax along with the initial odometer reading you entered in the Dispatch profile. For example, if you create a vehicle in Dispatch named T101 with an odometer reading of 10,000 miles, an identical vehicle named T101 is automatically added to FleetTrax with a reading of 10,000 miles.

From this point forward, the odometer reading in FleetTrax is generally considered to be more current, given that readings in FleetTrax are always physical, and those in Dispatch are typically estimated.

When you are completing a load in Dispatch, the current odometer from FleetTrax is retrieved and displayed in the "Cur Odom" field of the load completion screen. When you click OK to complete the load, the total miles on the load are added to both the Dispatch and FleetTrax odometers.

Odometer updates from any source other than completed loads will not be exported from the program in which they are done. This includes FleetTrax work orders, daily logs, and fuel logs; as well as direct updates to vehicle profiles in either Dispatch or FleetTrax. Using our example, say you complete a FleetTrax work order with an odometer reading of 11,000 miles. After completing the work order, T101 will show 10,000 miles in Dispatch and 11,000 miles in FleetTrax.

Now if you complete a 500-mile load in Dispatch, the load completion screen will show that the vehicle currently has 11,000 miles, because that is the reading in FleetTrax and is presumed correct. When you click OK, 500 miles are added to both the Dispatch profile and the FleetTrax profile, giving T101 a total of 10,500 miles in Dispatch and 11,500 miles in FleetTrax. (Note that you can edit the "New Odom" field in the load completion screen to control the new reading that is sent to FleetTrax, or even choose not to send equipment updates to FleetTrax at all.)