Add a new vehicle
Make sure all of the fields you want are added in the Screen Designer. For more information, refer to Unhide a field in Modifying fields.
-
Go to Admin then select Vehicles.
You can access Admin from the top hand menu.
- At the end of the list, select Add New Vehicle.
-
Select the Vehicle tab and complete the fields as shown in the following table. Fields marked with a red asterisk * are mandatory.
August 2022 Release: New fields highlighted in green.
Field How to complete Reg No* Enter the vehicle registration number.
Registration Date*
Enter or select the vehicle registration date. Make* Enter the vehicle make (i.e. the manufacturer; for example, Ford). Model* Enter the vehicle model (for example, Focus). Chassis Enter the chassis on the vehicle. Vehicle Enter* Select the appropriate option from the drop-down menu (for example, Company Car). The options available for selection are configured in Admin > System Lists > VEHICLETYPE. Engine Enter Select the appropriate option from the drop-down menu (for example, Petrol). The options available for selection are configured in Admin > System Lists > FUELTYPE. Transmission Enter of transmission, either Manual or Automatic. Engine Size Enter the vehicle’s engine size (for example, 2.0). Electric Range Enter the range of the vehicle. Zero Emissions Mileage Enter the amount of mileage that has zero emissions on the vehicle. CO2 (g/km) Enter the vehicle’s CO2 emissions value (for example, 78). Price (£) Enter the vehicle’s buying price or value. Unavailable From If the vehicle will be unavailable for any period (for example, because of repairs following an accident), type or select the start date of this period. Unavailable To If the vehicle will be unavailable for any period (for example, because of repairs following an accident), type or select the end date of this period. Disposal Date
Enter or select the date when the vehicle will be returned to a lease company. After this date, the vehicle is automatically archived. Current Driver IRIS Cascade adds the name of the current driver of the vehicle (taken from the employee’s Vehicle screen). Location Select the More icon, then use the Hierarchy Selector screen to select the location/department where the vehicle is currently used. 
Country Enter the country where the vehicle resides. MOT Due Enter or select the date when the vehicle’s MOT is due. Insurance Start Date Enter the insurance start date. Taxed Until Enter or select the date when the vehicle’s tax expires. Tracker Enter the type of tracker for the vehicle. Pooled Tick the box if the vehicle has been returned to a carpool. -
If the vehicle is leased, select the Leasing tab, and then complete the lease details, using this table as a guide:
Field How to complete Lease Start Enter or select the date when the vehicle lease starts. Lease Expires Enter or select the date when the vehicle lease expires. Lease Cost (£) Enter the cost of the vehicle lease. Maintenance Cost (£) Enter the cost of maintenance for the vehicle (weekly, monthly or yearly) Not on P11D Tick the box if you don’t want to include the vehicle on your P11D tax form. You can generate a report to view this data in Enhanced Office Reports, using the Built In Vehicles dataset. Hire Company Select the hire company from the drop-down menu. The options available for selection are configured in Admin > System Lists > Car Lease Companies Contract Number Enter the hire company’s main contact telephone number Excess Mileage Rate (£) Enter the excess mileage rate value Excess Maintenance (£) Enter the excess maintenance value Mileage Enter the mileage for the vehicle (to 2 decimal places). -
If you want to assign an employee to the vehicle as its driver, you need to do this from the employee’s Vehicle screen in HR. When you have assigned the employee to the vehicle, their name is shown on the Drivers tab.
-
If you want to add any extra information about the vehicle, select the Notes tab, and then type the information.
-
Select Save. You can now assign the vehicle to an employee.