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Fleet Maintenance Software

Planningand Configuration

Manual

Version 6.4

6 Terri Lane, Suite 700Burlington, NJ 08016

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

[email protected]

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ContentsChapter 1: Introduction 1

Introduction to Dossier 1

What to Expect During the Planning/Deployment Sessions 1

About Controlling Fleet Maintenance 1

Specifications 2

Meters 2

Maintenance Schedules 2

Costing 3

History 3

Parts Inventory 3

Labor (Personnel) 3

Fuel 3

Warranty 3

Chapter 2: Flow of Activities 5

What to Do, InWhat Order 5

Before You Begin 5

Seek Everyone’s Support and Cooperation 5

Fundamental Planning 6

What ComputerWill You Use andWhere To Put It? 6

WhoWill Run the Program Day to Day? 7

WhoWill Be Responsible for the Program? 7

AssumeNothing! 7

WhoWill UseWhich Reports? 7

Mechanic 7

Parts Person 8

Foreman/MaintenanceManager/Shop Supervisor 8

ExecutiveManagement 8

Ten Steps to Success 8

Dossier Planning and Configuration Manual | iii

Chapter 3: Preliminary Decisions 9

Program Security 9

SetupOptions 10

Terms and Conditions 10

Dossier Editions 10

Chapter 4: Planning and Configuring User Access 13

Dossier Program Licensing and Active NamedUser Accounts 13

Enforced Number of Dossier Users 13

Planning User Accounts 14

Pocket Dossier User Licensing 14

Example 1: Accessing Dossier fromMultiple Desktops 14

Example 2: Accessing Dossier fromMultiple Pocket Dossier Devices 15

Example 3: Accessing Dossier and Pocket Dossier at the Same Time 15

Planning Registered Pocket Dossier Devices 15

Program Security 16

Enhanced Password Policy Mode 16

Windows Security Integration 16

Program Security – Administrator’s Security Privileges 17

Changing the Administrator’s ID and Password 17

Permission Levels 17

Group Accounts 17

Multiple Site Access 17

Individual User Account Permissions 17

User Account Types and Permissions 18

Planning Group Accounts 20

Planning Site Access 25

Recording User Account Site Access 25

Setting UpGroup and User Accounts 26

Setting UpUser Accounts 26

Modifying a User Account 29

Setting UpGroup Accounts 29

Editing aGroup Account 30

Deleting aGroup Account 31

Permissions Tabs 31

iv | Contents

Object Permissions Tab 31

Site Permissions Tab 32

General Permissions Tab 33

Report Folders Tab 34

Data Export Folders Tab 35

Report Ownership Tab 36

Data Export Ownership Tab 37

Chapter 5: Setup Options 39

General Options 40

Unit Options 43

Quote Options (Optional Feature) 46

Repair Order Options 48

Personnel 54

PMOptions 55

Meter and Fuel Options 58

Work Pendings Options 60

Part Options 62

Tire Options (Optional Feature) 65

PurchaseOrder Options 68

Part Receipt Options 70

Part Transfer Options 72

Label Options 73

Vendor Options 76

Report Options 78

Repair Order Print Options 80

Expiration Date Options 82

MaximumOptions 83

Document Options 86

VMRS Codes Options 88

Instant Recall Options 90

Mail Server Options 92

Data Exports Options (Optional Feature) 94

External Work Management Options (Optional Feature) 96

Optional Features Options 99

Dossier Planning and Configuration Manual | v

Auditing Options 102

Accounting Options 104

Dossier Lite Options 106

Chapter 6: Adding Terms to Code Tables 109

Overview of Terms in Code Tables 109

Entering Data in a Table Grid 110

Adjustment Reasons 110

BillingMethods 111

Categories of Equipment 111

Certification Types 113

Conditions 114

Diagnostic Codes 115

Fluid Types 116

Fuel Types 117

Fuel Type and Fuel Inventory – Tracking at Multiple Fuel Locations 117

Associating Fuel Items to a Fuel Type 118

License/Permit Types 119

Manufacturers 120

Part Failures 121

Priorities 122

Repair Classes 123

Repair Order Stages 124

Repair Reasons 125

Repair Reasons – Special Cases 125

Report Servers 126

Determining a Report Server's URL 127

Testing the Connection to the Report Server 128

Return Reasons 128

Serial Number Descriptions 129

Station IDs 130

Tire Disposal Reasons 131

Tire Positions 132

Tire Sizes 133

Validations 134

vi | Contents

Units of Issue 136

Unit Specifications 137

Tire Specifications 138

PMs (PreventiveMaintenance) 138

PM Names 139

Setting Up PM Service Intervals 140

Using Linked or Grouped PM Scheduling 142

PreventiveMaintenance Checklist 145

Chapter 7: Collecting Item Data for Initial Data Entry 147

Data Collection Forms 147

Collecting Unit Data 147

Uniquely Identifying Your Units 148

Numbering Outside Customer Units 148

Unit Data Collection Form 149

Unit Information 151

Meters 152

Notes About Unit Meters Data 153

Fuel Information 154

Serial Numbers 154

PreventiveMaintenance Scheduling 154

Licenses and Permits 155

Costs 155

Depreciation 155

PricingMethods - Parts and Labor 156

Tax Exempt Status 156

Automatic Depreciation Posting 157

Automatic Cost Posting 157

Warranty 158

Documents 158

Tires 158

Entering Past Repair History 159

Collecting Parts Inventory Data 159

Multiple Locations for Parts 160

Part Aliases 160

Dossier Planning and Configuration Manual | vii

Parts Inventory Data Collection Form 161

Completing the Parts Inventory Data Collection Form 162

Vendors 163

Cross-Referenced Parts 163

Warranty Information 163

Documents 164

Collecting Tire Data 164

Tire Data Collection Form 165

Completing the Tire Data Collection Form 165

Collecting Fuel Inventory Data 166

Fuel Inventory Data Collection Form 167

Completing the Fuel Inventory Data Collection Form 167

Vendors 168

Cross-Referenced Fuel Items 169

Collecting Vendor Data 169

Vendor Data Collection Form 170

Completing the Vendor Data Collection Form 170

Collecting Personnel Data 171

Developing Labor Rates 171

Method 1: Average Rate 171

Method 2: Individual Rate 171

Method 3: Local Rates 171

Method 4: Shop Rates 171

Personnel Data Collection Form 172

Completing the Personnel Data Collection Form 172

General Information 172

Certification Information 173

Driver Information 173

Mechanic Information 173

Documents 174

Collecting Customer Data 174

Who Is a Customer 174

What Is a Quote 175

What Is an Invoice 175

Collecting Customer Vehicle Information 175

viii | Contents

Customer Data Collection Form 176

Completing the Customer Data Collection Form 176

Chapter 8: Configuring Additional Items 179

Configuring Budgets 179

Configuring Life Cycle Groups 181

Creating a New Life Cycle Group 182

Opening an Existing Life Cycle Group Using Find 183

Configuring Sites 184

Site Planning Form 185

Entering Sites 185

Specifying SetupOptions for This Site 186

General Tab 187

Units Tab 188

Parts Tab 189

Repair Orders Tab 190

Meter and Fuel Tab 191

Hours Tab 192

Reports Tab 192

Mail Server Tab 193

Dossier Lite Tab 193

Tires Tab 194

Configuring States 195

Configuring VMRS Codes 196

Structure of VMRS Codes 196

Adding VMRS System Codes 196

Adding VMRS Assembly Codes 199

Adding VMRS Component Codes 201

Suppressing a VMRS Code from Use 202

Marking a VMRS Code as Obsolete 202

Configuring Sources 203

Protecting Data for Items from External Systems 203

Protecting Inventory Actions on Parts from External Systems 204

Configuring Standard Repairs 204

ConfiguringWarranty Templates 206

Dossier Planning and Configuration Manual | ix

Planning theWarranty Templates 206

Entering aWarranty Template 207

Configuring Unit Sets 208

Planning the Unit Sets 208

Creating a Unit Set 209

Removing Units from aUnit Set 209

Deleting a Unit Set 209

Configuring Fuel Analysis Groups 210

Creating a New Fuel Analysis Group 210

Removing Units from a Fuel Analysis Group 211

Deleting a Fuel Analysis Group 211

Configuring Report Explorer 211

Configuring Report Folders 211

Adding a Report Folder 211

Opening a Report Folder for Viewing or Editing 212

Assigning Group Permissions to a Folder 212

Specifying the Order of Report Folders in Report Explorer 213

Deleting a Report Folder 213

Assigning a Report to Multiple Folders 213

Configuring Alternate Screen Reports 214

Configuring the Data Export Folder Tree 215

Configuring Data Export Folders 215

Adding a Data Export Folder 215

Opening a Data Export Folder for Viewing or Editing 216

Assigning Group Permissions to a Folder 216

Specifying the Order of Data Export Folders in Data Export Explorer 217

Deleting a Data Export Folder 217

Assigning a Data Export to Multiple Folders 217

Setting Up Fuel Import 218

Fuel Transaction File Format 218

Common Fuel Transaction Fields Imported into Dossier 220

Notes About the Fuel Transaction Fields 221

Fuel Import Setup 222

Fuel Import Setup - Import Info Tab 223

Fuel Import Setup - File Tab 224

x | Contents

Deducting Fuel Gallons from Fuel Parts Inventory 227

Using Card Numbers 227

Setting UpRepair Order Import 228

Introduction 229

Vendor Data That Can Be Imported 229

Creating Repair Order Import Definitions 230

Import Field Definitions 234

Screen Layout 234

Required Fields 234

Optional Fields 234

Keywords 235

Typical Data Setup 235

Managing the Toolbar Icons 239

Managing the Icon Library 239

Assigning Icons to Dossier Functions 241

Defining the Default Toolbar 241

Chapter 9: Configuring Conduits and Schedules 243

Configuring Conduits 243

DCloud Conduits 243

Configuring DCloud Conduits 244

DCloud Conduit 244

DCloudMeter Reading Conduit 245

DCloudWork Pending Conduit 246

DCloud Part Supplier Conduit 247

NAPA Store Setup 250

LoadMaster Enterprise Conduits 250

Configuring LoadMaster Enterprise Conduit Imports 251

Opening a Conduit Configuration 252

LME Tractors and Trailers Conduit 252

LME PreventiveMaintenanceMessages Conduit 254

LME Accounts Payable Vouchers Conduit 256

LME Vehicle Maintenance Journal Entries Conduit 259

LME Customer Invoices Conduit 261

LME Part Adjustment Conduit 263

Dossier Planning and Configuration Manual | xi

LME Part Return Conduit 265

Configuring LoadMaster Enterprise Conduit Exports 266

Opening a Conduit Configuration 266

LME HubReadings Conduit 267

LME Fuel Tickets Conduit 268

LME Vendors Conduit 270

LME Customer and Payee Conduit 272

LME Mobile Communications Messages Conduit 274

Configuring Schedules for Conduits 275

Schedule Settings 280

Viewing Schedule Status 281

Configuring PM Updater Schedules 282

Appendix 283

Examples of 9-Digit VMRS Codes 283

Dossier Account Types Permissions 286

Index 313

xii | Contents

Chapter 1: IntroductionThis manual is intended for the Dossier fleet maintenance software program administratorand includes technical information about how to install, configure, and deploy theprogram.

End users of the program who will perform day-to-day data entry, and for those whoproduce and use the program’s reports, should refer to the Dossier User Manual.

Introduction to DossierThe intent of Dossier Fleet Maintenance software is two-fold. The first is to help youmanage your fleet maintenance better and easier. The second is to keep things that way.

The program is designed for novice and experienced computer users. It generates organizedreports that are usable, not lists of useless data.

This Planning and Deployment Guide will lead you through what you need to know anddo to get your fleet management ready for automated control.

What to Expect During the Planning/DeploymentSessions

During the planning and deployment period, we will focus on organizing and gatheringyour fleet data, your workflow and deployment issues, and scheduling. This guideincludes the important questions that you need to answer and forms to record them alongwith the operational terms and the information you will need to deploy and operate theprogram effectively.

About Controlling Fleet MaintenanceThe equipment in your fleet are referred to as “units” in Dossier. Maintenance is trackedon a unit-by-unit detail basis. This is because maintenance is a detailed process. Thegrouping of these details in an organized manner allows you to control the fleet.

There are no absolutes in managing maintenance. This is because each item to bemaintained was built to different standards, for different purposes or utilization, andbecause no two fleets operate the same equipment the exact same way. This program willhelp you to make quality fleet maintenance decisions based on facts instead of guessworkand conjecture.

The objects and processes of maintenance can be summed up as follows:

l Specifications

l Meters

l Maintenance Schedules

Dossier Planning and Configuration Manual | 1

l Costing

l History

l Parts Inventory

l Labor

l Fuel

l Warranty

These items make up the basics of fleet maintenance. Organized in a particular manner,these items build a picture and a process that you will use on a daily basis to manage yourfleet.

Each of these is described in more detail below.

SpecificationsAlso referred to as specs, these are the common terms that you use to describe yourequipment. Dossier includes several predefined specifications that are generally applicableto most types of equipment; for example, Vehicle Make and Vehicle Model. Specificationscan be added or removed to suit your fleet’s specific needs. Specifications can also be usedas search criteria when running reports. For example, you might wish to view a reportcontaining data only for vehicles of a specific make and model.

MetersMeters track the utilization of your equipment and are used to measure miles, hours,kilometers, or another unit of measure. The program requires one meter per unit, but alsoallows for up to three meters per unit.

Setting the unit of measure to No Meter is an option for units without a physical meter.

Meters are used to track a unit’s utilization, to schedule maintenance services, and to trackcost statistics such as cost per mile. Meter readings can be entered by the followingmethods:

l Directly as standalone readings, or recorded with a repair order or fueling

l Imported into Dossier at a specified interval using the Dossier On-Board conduit

l Imported using the Dossier Cloud Services via the customer portal, or via the DossierMobile Lite app

Maintenance SchedulesEvery machine ever made came from its manufacturer with some type of instructions andschedule about when to perform certain items of maintenance service to get maximumperformance and longevity. In Dossier this is referred to as preventive maintenance or PM.

Dossier allows you to define PM schedules, assign them to your units, and indicate whenPM work has been completed. Dossier keeps track of the status of PMs assigned to yourunits, and reminds you when PMs are due or overdue for your units.

2 | Chapter 1: Introduction

CostingCosting is the financial means of measure. The program will automatically cost parts andlabor, and perform the cumulative calculations for you on a per-unit, category, or fleet-wide basis.

HistoryPast performance represents the life-to-date of your equipment, parts, and labor. It is thekey to projecting the future. Each area of maintenance has its own history and themaintenance department must have easy and immediate access to historical records forreview.

With each entry, the program will record a unique instance of history.

Parts InventoryNo fleet can effectively maintain equipment on a timely basis without immediate access tospare parts. Even with a good local parts vendor, you still need to have some sort of partsinventory on consumables such as bulbs, oil, lubes, and the like.

Once you’ve entered your parts inventory, the program will maintain it from that pointforward. An occasional count will verify its accuracy.

Labor (Personnel)This term describes the people portion of the maintenance function, including anyone frommanagers to mechanics, drivers, and clerks. Once initial data is entered, the program willautomatically cost labor on repair orders and produce histories. It will also track laborproductivity.

FuelTracked by unit, Dossier allows you to view fuel efficiency, usage history, and costs.

WarrantyUnit warranties and part warranties can be defined in Dossier. As repairs are recorded inDossier, you can optionally be notified about potential warranty claims as data is entered.


Chapter 2: Flow ofActivities

This chapter provides an overview of what to do in what order for you to get the programup and running effectively.

What to Do, In What OrderThe following is an outline of the order of what tasks must be performed to deploy yourfleet maintenance software:

l Cooperation and support

l Deployment planning

l Collect initial fleet data

l Install and configure the program

l Enter initial data collected

l Day-to-day use of the program

l Use the data you produce

After seeking and receiving the support of management and staff on this long-term project,you will develop a basic deployment plan which will help you organize your fleet forconversion to computer control.

Next, you will make decisions about who will run and use the program, and what terms touse with the program, and you will begin to collect initial data on forms provided in thismanual. Once that’s complete, you’ll install the program onto your computer andconfigure it to suit your needs to allow you to enter initial data. From that point on, day-to-day use of the program will produce the results that you are looking for. Using theorganized reports will help you get the most from your data.

Before You Begin Before you actually start operating the program, it is important to understand that some ofthe most important items are the most basic and have nothing to do with the softwareitself.

Seek Everyone’s Support and Cooperation

l Don’t Operate in a Vacuum - To operate the program effectively, you need the supportand input from other people and other departments. Make a list of these people anddepartments and review what you will need from them to operate the program


effectively. Make a list of the benefits they can expect to obtain from your efforts toencourage their cooperation.

l Management - You need management support to allow you and your staff the propertime and computer hardware to get the program up and running. Ask them whichreports they want and when they want them.

l Accounting and Personnel Departments - These departments might need to supply datathat you need to help develop your mechanic’s hourly billable rates and to develop amethod of providing copies of vendor invoices for outside services, fuel purchases, andparts purchase orders on a timely basis.

l Dispatch - You need to work with Dispatch to maximize the PM scheduling processand to obtain better driver problem reporting procedures. If this department isresponsible for obtaining ending mileage on units, they must be willing to supply thisdata to you regularly and accurately. You will also have to coordinate with them forequipment breakdowns or road calls, out of service periods for PM, and the like.

l Your Staff - Your staff must be trained and instructed about the importance ofcompleting repair orders, obtaining accurate meter readings and accurate fuel data, andhow and why to use the information the program provides them.

l Vendors - Your vendors play an important role by providing services and products thatyour fleet needs. As you put your new fleet software process in place, explain to themwhat you will need from them (timely copies of invoices, attached shipping lists, etc.)and that you expect them to comply so that you have the information you need on atimely basis to manage your fleet better.

l Your Approach - People need a reason to work with you. Approach everyone with apositive attitude and present why you need their help and what’s in it for them. Explainthat by getting their support and cooperation they will also benefit by such things as:cost savings for management, time and aggravation savings for mechanics and partspeople, faster payment for vendors, accurate costing and purchase data for theaccounting department, easier recording of mechanic hours for payroll departments, andso forth.

Fundamental PlanningPlan your work, then work your plan. Successful operation of the program depends onplanning. If you stumble with the simple things, the whole project comes into questionand credibility is quickly lost.

What Computer Will You Use and Where To Put It?Solicit your IT department for answers to computer hardware questions. We suggest thatthe data entry computer not be placed on the shop floor, as it is susceptible to damage bythe normal dust and dirt of daily operations, as well as theft. Most fleets place thecomputer in an office close to the shop floor or in the parts room where it is protected.

If you want mechanics to have access to the program on the shop floor, you can easily adda computer for lookup purposes.

6 | Chapter 2: Flow of Activities

Who Will Run the Program Day to Day?Some of the staff roles who run the program the best are foremen, parts countermen, andoffice clerks. We recommend that at least two people be trained in the program’sadministrative procedures and act as your internal “go to” people for program operatingquestions. One person acts as a back up to the other for vacations, sick days, etc.

Who Will Be Responsible for the Program?Usually the Vice President of Operations or the Fleet Manager is ultimately responsible forthe program. However, he should assign a program administrator and a back up whoseresponsibility it is to see that the quality and integrity of the program is protected and un-compromised.

Remember that you get back what you put in. If you’re serious about better fleetmanagement through making informed decisions, you need to be serious about theinformation you use to make the decisions.

It is imperative that each person involved with controlling the fleet, influencing it, orproviding ongoing input understands exactly what is expected of him or her.

Assume Nothing! Explain what you expect, what you want, how you want it, and when you want it beforeyou begin. Remember, your staff will do what you instruct them to do and possibly nomore.

Problems can occur when executive management thinks that their fleet department knowswhat they want or a foreman assumes that his mechanics and parts man know how hewants repair orders completed, but no one provides a definitive direction.

Who Will Use Which Reports?

Daily reporting can take many forms, depending on how your shop is set up. Ideally,every person involved in the maintenance process should have access to the Dossierprogram and be able to run and view the reports. Viewing reports allows for hard copy tobe produced only where needed.

If each person has access to Dossier directly, we suggest allowing and encouraging thefollowing job titles access to the list of reports below each title. If any of these individualscannot access the program, the program operator should either produce the reports for theshop ahead of time where possible or review the reports and check for problems.

NOTE: Reminders displayed through the Daily Reminder feature of Dossier can also beviewed as reports.

Mechanicl Repair order history reports. Note that recent repair history can also be viewed directlyfrom the repair order data entry screen.

l Unit reports for checking of warranty, work pending, and PM status.


l Parts reports for viewing information about part that can be used for repairs.

l Daily Reminder for open repair orders, work pending, and due/overdue PMs on unit.

Parts Personl Daily Reminder to review parts to be ordered, to create purchase orders, and to reviewpurchase orders not yet received.

l Part reports for viewing general part information, and receipt history, usage, etc.

Foreman/Maintenance Manager/Shop Supervisorl Daily Reminder for management of the maintenance process.

l Unit and parts reports to analyze and detect issues.

Executive ManagementExecutive management requires fleet report data for various management purposes,including making capital investment decisions and staying informed about the expense offleet operations. Dossier provides many reports to support these responsibilities.

Ten Steps to SuccessYou’ve achieved the support of management and performed basic planning. Now it is timeto know the order of things as a whole project.

While this is not the only order of deployment, it has been proven successful for manyfleets.

Follow these steps to get the program up and running quickly:

1. Decide on the terms and conditions you want to use with the program and write themdown on the forms and tables provided.

2. Customize the data collection forms provided in this manual as necessary and startcollecting initial fleet information.

3. Organize your spare parts rooms, take an inventory count, and record your parts on theforms provided.

4. Load and customize the program on your computer.

5. Enter your initial units, parts, vendors, and personnel information from the datacollection forms.

6. Train your data entry staff, and train your mechanics and vendors about how tocomplete repair orders properly.

7. Train everyone on the importance of accurate meter readings.

8. Enter repair orders, mileage, and fuel transactions on a daily basis.

9. Produce, distribute, and use your fleet reports regularly.

10. Back up your program data often and on a regular basis.

8 | Chapter 2: Flow of Activities

Chapter 3: PreliminaryDecisions

This section walks you through preliminary decisions that you should make before youinstall and use the software. These decisions affect how the program works; programsecurity access issues; the terms and conditions; and even the look of the program’sreports.

We suggest that you make notes. Then you will have your changes ready when youcustomize the program.

All of the items mentioned here are modified using the program's Setup menu commands.We recommend that you customize the program as much as possible before you beginrunning the program so that it will be properly set up for deployment and use.

Program SecurityYou have several options regarding the deployment of security. You can secure theprogram from unauthorized use by deciding who can view or make changes to data invarious areas of the application.

The following topics demonstrate how to use the security features of the program andprovide you with a form on which to record your security ideas. You will use theinformation on these forms later when you are ready to set up your security options. Thesecurity settings can be accessed from the Setup menu's Security command.


Setup OptionsYou can configure the program to fit your operational needs. This includes items such asfiscal reporting periods, costing methods and markups, how certain features function, andmore. Setup options can be accessed from the Setup menu's Options command.

Terms and ConditionsThe program comes pre-loaded with terms that are commonly used when maintaining anytype of equipment, such as unit specifications, unit categories, PM schedules, repairclasses, repair reasons, part failure reasons, fuel types, and the like.

You can use the terms provided or change them to suit your needs.

In the topics that follow, the pre-loaded terms are demonstrated. Also, basic forms onwhich to record changes you might want to make are provided. You will use these formslater when you are ready to load and configure the program. All of these terms can beaccessed from the Setup > Configuration menu's Code Tables command.

Although most of the terms can be changed by users with supervisor privileges, werecommend that you configure the program as much as you can before actually running it.This will avoid guess-work and save your data entry person a lot of time.

There are terms that are specific to the program and are used throughout the system. Thefollowing topics explain what they are and how they are used in the program.

We will address the program’s terms in two pieces. First, terms related to vehicles or unitsand second, terms related to parts inventory.

Depending on the edition of the software you are running, some forms will not apply. Forexample, if your edition of Dossier does not include the Tires option, then recording tiresizes is not applicable.

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

Table 3-1. 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

10 | Chapter 3: Preliminary Decisions

Table 3-1. Dossier Features and Editions

Feature Essential Professional

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

Advanced Reporting:l Custom Reporting

l Custom Exports

l FinanceLink

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 4: Planning andConfiguring User Access

This chapter explains how to create user accounts and configure program security.

Dossier Program Licensing and Active Named UserAccounts

The program is licensed on an Active Named User basis and User Account Type basis.This means that you can have as many user accounts set up in the program as you like, butyou are limited to the number of active user accounts by the number of Active NamedUser Licenses you own per User Account Type. The User Account Types include FullUser, Technician User, and Reporting User.

For a list of account type permissions, refer to "Dossier Account Types Permissions" onpage 286.

The number of Active Named User Licenses is issued by and registered with DossierSystems and is referenced for support services. If you find you need more active accounts,contact Dossier Systems at 609-747-8800.

It is important to note that this Active Named User function does not provide programaccess or functional security. For information about how to set up Dossier securitymeasures, refer to "Program Security" on page 16.

Enforced Number of Dossier Users

All Dossier users are required to log in with a unique user ID. Dossier maintains useraccounts of those who will be allowed to access the Dossier program, whether you havethe Program Security feature or not.

Each user account is also assigned a User Account Type: Full User, Technician User, andReporting User. User licensing is controlled by the number of user accounts allowed perUser Account Type.

NOTE: The User Account Types available in Dossier depend on what User Account Typeswere licensed for your copy of Dossier.

All user accounts are flagged as either Active or Inactive.

Login IDs and passwords can be up to 128 characters.


Planning User Accounts

Use the User Accounts Planning Form to record a list all the Dossier user accounts that arerequired.

NOTE: This form contains important private information and should be kept in a secure placeuntil it is used to set up the user accounts, then destroyed.

Pocket Dossier User LicensingPocket Dossier is software that runs on a wireless mobile PDA device, allowing users toaccess and run the program remotely from the PDA device. Pocket Dossier software ispurchased separately from the Dossier software. You must have a registered Dossier Userlicense and be running the Dossier software on your desktop or server to operate PocketDossier. For more information about Pocket Dossier, contact Dossier Customer Support at609-526-2820 or at [email protected].

The number of mobile data entry devices that are allowed to be used with your database isregistered within the Dossier software. The Hardware Identifier (which can be viewed byclicking the Pocket Dossier About menu command) of a PDA is used to register the devicein Dossier. Registration of Active Named User licenses is accomplished in the samemanner as the desktop program.

Pocket Dossier is registered in a similar manner to Dossier except that it registers thenumber of active Registered Devices. Only named users whose accounts are marked asActive within Dossier Desktop can use the mobile device with Pocket Dossier.

A Dossier user can be logged into Dossier Desktop and Pocket Dossier at the same time.

Example 1: Accessing Dossier from Multiple DesktopsUser JSmith is logged into Dossier on his desktop computer in his office. He attempts tolog into Dossier on a computer in the shop. The second login process informs him that heis already logged in, and asks whether he wants to terminate his first session. If he answers“No,” his login fails. If he answers “Yes,” login proceeds and his first session back in hisoffice is terminated. Unsaved information on the terminated session might be lost.

14 | Chapter 4: Planning and Configuring User Access

Example 2: Accessing Dossier from Multiple Pocket DossierDevicesUser JSmith is logged into Pocket Dossier on a Dossier-registered PDA that he leaves inhis office. In his truck, he attempts to log into Pocket Dossier on a different Dossier-registered PDA. The login process informs him that he is already logged in and askswhether he wants to terminate his first session. If he answers “No,” login fails. If heanswers “Yes,” login proceeds and his first session on the PDA back in his office isterminated.

Example 3: Accessing Dossier and Pocket Dossier at the SameTimeUser JSmith is logged into Dossier on his desktop computer in his office. He attempts tolog into Pocket Dossier. Login is allowed.

Planning Registered Pocket Dossier Devices

Use the Registered Pocket Dossier Planning Form to record a list all the registered Dossierdevices.


Program SecurityNOTE: The Program Security feature was optional in earlier versions of Dossier but is astandard feature in Dossier 6 and will always be enabled.

NOTE: If security is not an issue for you, you can disregard this topic.

The Program Security feature allows you to control user access to various Dossierfunctions.

Enhanced Password Policy Mode

Many companies require that passwords have a minimum level of complexity as part oftheir IT practices to maintain better overall security. If your company has such a policy, itcan now be enforced by Dossier. Setting this mode will require Dossier user passwords tobe a minimum of 8 characters, and contain at least 3 of the following 4 character types:uppercase, lowercase, numeric, and special (!, $, etc.).

Access to this setting is available in Dossier via the Security Settings menu command inthe Setup > Security menu. To enable this function, select the Enforce Password Policycheck box option.

NOTE: To use DCloud/Dossier Lite functionality, this mode must be turned on.

Windows Security Integration

Dossier is aware of your Windows environment and can use Windows securityauthentication to allow user logins. To achieve this, when launched, Dossier will look inUser Account configuration for a match to the logged-in Windows user; if found, theDossier login dialog box will be bypassed.

The option can be set to require Windows authentication (either at the domain or localmachine), or allowed to simply match the logged-in Windows user. If no match is found,the standard Dossier login dialog box displays.

Access to this setting is available in Dossier via the Security Settings menu command inthe Setup > Security menu. In the Windows Security list, select one of the followingsettings:

l Do not allow integrated security – Windows Security Integration functionality isdisabled.

l Allow domain authenticated users – Bypasses the Dossier login dialog box for anyuser account that has been validated by a Windows domain controller if there is amatching Dossier user account.

l Allow authenticated users – Bypasses the Dossier login dialog box for any useraccount that has been validated by Windows if there is a matching Dossier useraccount.


l Allow any user – Bypasses the Dossier login dialog box if there is a Dossier useraccount matching the current Windows user.

Program Security – Administrator’s Security Privileges

As the program administrator, you have access to all areas of the program, includingProgram Security to control who can access and use various portions of the program.

Your administrator’s default user ID is D32ADMIN and your default password is Dossier$.This user ID and password are case-sensitive, so you must use capital letters as shown.

Logging in the program using the D32ADMIN user ID and password gives you access toall areas of the program.

Changing the Administrator’s ID and PasswordYou can change your administrator’s user ID or password. If you do, don’t forget to writeit down and keep it in a secure place just in case you get locked out of the program forsome reason. If you can’t remember or find your ID or Password, contact Dossier CustomerSupport at 609-526-2820 or at [email protected] for help.

Permission Levels

Program Security can be set up on a group account level, on a multiple site access level,and on an individual user account level. Access to the program is limited to the people forwhom you create a user account and whose account is marked as Active.

Group AccountsMost fleets use group accounts and simply assign user accounts to them. Each groupaccount is given a name, description, and set of permissions that apply to each useraccount in the group. An example of a group account might be "mechanic group," whowould have permission to see certain information but not change it.

Multiple Site AccessIf you have multiple sites where equipment is located or maintained, you can restrict useraccess to specified sites. This is useful if you have regional managers who need to seeonly their regional data, and not data from all sites.

Site access is assigned at the user account and group account levels.

Individual User Account PermissionsYou can customize each user account's individual permissions.

After you create a user account and mark it as Active, you can assign the user account to agroup account. Each user account must have a unique user ID. Passwords are not required,although they are highly recommended.

Once a user account is created, the user can change their password using the Setup menu'sChange Password command without accessing general program security functions.


User Account Types and PermissionsEach User Account Type has its own set of default permissions. For example, a Full Userhas permission for access to more Dossier actions and items than a Reporting user. Accessto items that are allowed by the User Account Type can be removed for an individual useraccount. However, access to items that are not allowed by the User Account Type cannotbe added for the user account.

A particular user generally has access to what is most permissive among the permissionsettings for all of the groups they are in. However, the User Account Type restrictions areapplied on top of those permissions. For example, say that a group of which a user is amember has Read, Update, and Create permissions for Reports. However, the user isassigned the User Account Type Technician, which does not allow Create permission forReports. So the user will not be able to create reports.

The following table lists the features for which each of the user account types haspermission. For a more detailed list of user account types and their permissions, refer to"Dossier Account Types Permissions" on page 286.

Table 4-1. Feature Permissions for User Account Types

FeatureFull NamedUser

TechnicianNamed User

ReportingNamed User

Dossier LiteNamed User

Approve Quotes ü

Approve Work Pendings ü

Author Reports ü

Auto Post ü

Close R/Os ü ü

Data Export Folder Management ü

Data Export Management ü

Data Exports ü ü

Dossier Lite - Create Meter Reading ü ü ü ü

Dossier Lite - Create Work Pending ü ü ü ü

Dossier On-Board Configuration ü

Edit Authorizations Status ü

Edit External R/O Vendor Payment Info ü

Edit Prohibited Fuelings ü

Edit Prohibited Part Receipts ü

Edit Prohibited Part Returns ü

Edit Prohibited Part Transfers ü

Edit Prohibited R/Os ü


Table 4-1. Feature Permissions for User Account Types

FeatureFull NamedUser

TechnicianNamed User

ReportingNamed User

Dossier LiteNamed User

Edit Prohibited X-Factors ü

Edit Protected Items ü

Edit Tire History ü

Event Log Reporting ü ü

External R/O Import ü

Fuel Dashboard ü ü

Fuel Import ü

Instant Recall - Change Count ü ü ü

Instant Recall - Disable Auto-Open ü ü ü

License Key Update ü

Local User Interface Logon ü ü ü

Memorize Reports ü ü

Object History Reporting ü ü

Override Prohibit Overlapping MechanicAssignments

ü

Override Restricted Mechanic Labor Entry ü ü

Part Receipts - Approve ü

Part Receipts - OK to Pay ü

Pending Unit Charges - Apply Charges ü

PM Compliance Dashboard ü ü

Purge ü

Report Control Panel ü

Report Folder Management ü

Report Management ü

Schedule Reports ü ü

Schedule & Conduit Configuration ü

Security Settings ü

Toolbar Management ü

Undelete ü

Unit - Update Status ü


Planning Group Accounts NOTE: If security is not an issue for you, you can disregard this topic.

Use the Group Account Planning Form, shown at the end of this topic, to record yourplanned group accounts.

First, decide the group accounts you will have. Next, give the groups names that describewho or what the group account encompasses. We suggest that you use words that describetheir general duties like Mechanics, Data Entry, Management, Parts, or use departmentnames such as Parts Dept., Maintenance Dept., Accounting Dept., and so forth.

Second, decide which areas of the program (forms) you will allow each group account tohave permission to read, update, create, or delete by entering “Yes” or “No” for each item.

l Read - Allows a user to view an item but not make changes.

l Update - Allows a user to add to or modify existing form data.

l Create - Allows a user to create a new data item.

l Delete - Allows a user to delete a data item.

There are areas of the program where data is sensitive. Access permission beyond Readshould not be granted to anyone except the program administrator and/or management.These areas include, but are not limited to:

l Setup Options

l Code Tables

l Fuel Import

l Automatic Posting

l Personnel

l X-Factor Costs

l Purge

l Repair Order Templates

l Budget

l User Accounts

l Group Accounts

Review the various program options to make your decision as to which areas to limitpeople’s access.


Planning Site AccessNOTE: If you have only one fleet site (location), or if you do not need to set up security by site,you can disregard this topic.

If your company has multiple sites where equipment is maintained or managed, you mightwant to limit who can see which location's data. There are three possible ways to secureaccess to your fleet data. Each user of the program can be allowed to view informationfrom a single primary site to which they are assigned, allowed to access a group of sites, orallowed to access all data at all sites.

l Single Site Access - These users are assigned to only one site and can only access units,parts, vendors, mechanics, etc. that are also assigned to that site.

l Multiple Sites - If you have more than one location in which units or parts aremaintained or stored, you might want to allow a user to access a select group of sites,as in the case of a regional fleet manager who is responsible for several fleet locations.

l All Sites - You can allow a user to view all sites within your company and have openaccess to all data. This is typically a corporate fleet manager’s permission for reportingpurposes.

Units, mechanics, and vendors can be marked as being located at All Sites. For units, thismeans that these vehicles travel between sites and can be repaired at anyone’s repair siteusing their local parts inventories, mechanic costs, etc. This also is helpful if you have acorporate-wide tire or parts supply vendor that all sites can use under a corporate priceumbrella. For personnel, this means that the mechanic can work at any of your sites.

Recording User Account Site AccessUse the User Accounts Planning Form to record the sites to which each user account willhave access.

NOTE: This form contains important private information and should be kept in a secure placeuntil it is used to set up the user accounts, then destroyed.


Setting Up Group and User AccountsSetting up your program security is a three step process:

1. Set up your group accounts with all appropriate permissions.

2. Enter your user accounts.

3. Return to the Group Account window and assign users to the appropriate groupaccount so they have access and permissions based on the group account to which theyare assigned. Later, if you need to, you can modify an individual user account to allowsome users slightly more permissions than access and permissions of the group accountto which they belong.

The following topics explain how to set up user accounts and group accounts.

Setting Up User Accounts

The User Accounts option allows you to manage, enter, and identify individual users,assign them User IDs and Passwords, and then assign them to group accounts.

Users can be assigned to more than one group account but they will always have thehighest permissions allowed by any assigned group. However, the permissions allowed bythe user's assigned User Account Type will always take precedent (refer to "User AccountTypes and Permissions" on page 18).

Note the following about user accounts:

l Dossier includes the pre-loaded user account D32ADMIN and it is assigned to theAdministrator group account. We recommend that you do not change this account toprotect against getting locked out of the program at some future date.

l Prior to setting up user accounts, you must enter a personnel record for each employeewho will be getting a user account. For more information about creating personnelrecords, refer to "Collecting Personnel Data" on page 171 and to the "Personnel DataEntry" topic in the Data Entry chapter of the Dossier Data Entry Manual.

l For auditing purposes, user accounts cannot be deleted. However, they can be madeinactive to prevent the user account's access to Dossier.

l Once the D32ADMIN account makes a change to the group or user account, the usermust log out of Dossier for those changes to take effect.

1. On the Setup menu, click Security and then click User Accounts. The User Accountwindow displays.


2. Click the New button.

3. Complete the information for this user on the User Info tab. For a description of theinformation to be entered, refer to the table that follows this procedure.

4. Assign this user account to the appropriate group account by selecting the groupaccount in the Available Groups list and then clicking the Add button. To remove thisuser account from a particular group account, highlight the group account in theMember Of list and then click the Remove button.

NOTE: If you have not created group accounts yet, you can assign users to groupaccounts when you create them.

5. Go to the Object/Form Permissions, Site Permissions, General Permissions, and FolderPermissions tabs to set the user account's permissions. For more information about thesetabs, refer to "Permissions Tabs" on page 31.

NOTE: Permissions settings at the user account level override those of the group accountsto which the user belongs.

6. Go to the Report Ownership tab to set the user's report ownerships. For moreinformation about this tab, refer to "Report Ownership Tab" on page 36.

7. Click the Save button to save the new user account’s information.

Table 4-2. User Account - User Info Tab Elements

Tab Element Description

Login ID The ID that this user will use to log in to Dossier.

Name The name of the user.




Password The user's login password.

Confirm Password A second entry of the user's login password to make sure that it isentered correctly.

Description A description of the user, such as their role (e.g., Mechanic).

Employee The user's employee ID.The employee IDs listed here are populated from the personnelrecords that have been created in Dossier. For more informationabout creating personnel records, refer to "Collecting PersonnelData" on page 171 and to the "Personnel Data Entry" topic in theData Entry chapter of the Dossier Data Entry Manual.

Site The site for whose data this user will be given access.

Report Server The report server that this user will use.Large Dossier implementations can include more than one reportserver. If multiple report servers exist and one is not chosen here, thereport server assigned to the user's site will be used; or, if the sitehas not been assigned a report server, the report servers specified inthe Reports Setup Options tab will be used.

Account Type The User Account Type to which the user account is assigned: FullUser, Technician User, and Reporting User.User account licensing is controlled by the licensed number of useraccounts per User Account Type. The selections in this list indicatethe number of user accounts currently assigned to that type and thetotal number of user accounts allowed for that type.

Default WorkPending Status

The default status applied to a new work pending added by this user.

Windows UserName

If the Windows Security security setting is set to anything other than“Do not allow integrated security,” this box will be visible. If the user’sLogon ID does not match their Windows/Domain account, you canspecify the Windows/Domain account here.

Windows Domain(“@”)

If the Windows Security security setting is set to “Allow domainauthenticated users,” this box will be visible. If this field is blank, anydomain will be used to validate the user. If a value is provided,Dossier will check that the user has been validated by a domaincontroller in that domain before granting access to Dossier.

Active Select this check box to indicate that this user's account is active.Only users with active user accounts will be able to log in to Dossier.

Access All Sites Select this check box to indicate that this user can access data fromall sites.




Retain Site Filter onLog Off

If a user is given access to multiple sites, they can filter to anindividual site when running Dossier, which results in only items fromthe site specified being accessible.Select this check box to have the currently selected site filter used attheir next login.

Password Expired Select this check box to cause the user to be prompted to enter anew password the next time they log in to Dossier.

Password PolicySatisfied

Indicates whether the appropriate rules have been followed for thecurrent user password.

Available Groups The group accounts to which the user can be added.

Member Of The group accounts to which the user has been assigned.If a user is assigned to multiple accounts and the permission settingsare different, the settings that grant permission to functions overridethe settings that deny permission to those functions.

Modifying a User AccountYou can change a user account by selecting the user account in the Locate Account list.Make the changes and then click the Save button. If the user of the modified account islogged into Dossier, they must log out for the changes to take effect.

Setting Up Group AccountsNOTE: Dossier includes the pre-loaded group account Administrator with the pre-loaded useraccount D32ADMIN. The D32ADMIN user has access to all sites and full permissions toevery function in the program. Simply assign your administrator user accounts to this groupaccount to give them all permission rights.

1. On the Setup menu, click Security and then click Group Accounts. The Group Accountwindow displays.



3. In the Name box, enter the group account name.

4. In the Description box, enter a description of the group account.

5. To allow user accounts who will be members of this group account access to all sites,select the All Sites check box.

6. Select the default status to be applied to a new work pending added by a user in thisgroup.

7. To add a user account to the group account, select the user in the Available Users listand click the Add button. The user is added to the Members list.

8. To remove a user account from the group account, select the user in the Members listand click the Remove button. The user is removed from the Members list and displayedin the Available Users list.

9. Go to the Permissions tabs to set the group account's permissions. For more informationabout these tabs, refer to "Permissions Tabs" on page 31.

10. Click Save to save the new group account.

Editing a Group AccountYou can change a group account's settings.

1. In the Locate Account list, select the group account that you want to edit.

2. Make your changes and click the Save button to save them.

Any members of the modified group that are logged into Dossier must log out for thechanges to take effect.


Deleting a Group AccountTo delete a group account, select the group account in the Locate Account list and thenclick the Delete button. You are prompted to confirm the deletion of the group account.Click Yes to confirm the deletion.

Permissions Tabs

The Permissions tabs on the User Account and Group Account windows are the same. Forthat reason, this topic covers both types of accounts.

Each Permissions tab allows you to specify what items or areas of the program the currentuser or group will have permission to see or use.

l Object - Specifies permissions for the different features within the program.

l Site - Specifies access to your fleet sites.

l General Permissions - Specifies permissions for operational functions in the program.

l Folder Permissions - Specifies permissions to access Dossier report folders.

Object Permissions Tab

Assign the following for each form by entering Yes in the appropriate cell:

l Read - The user or group can view the object/form.

l Update - The user or group can update the object/form.

l Create - The user or group can create a new data item related to the object/form.

l Delete - The user or group can delete a data item related to the object/form.


Site Permissions Tab

Assign the following for each site by entering Yes in the appropriate cell:

l Read - The user or group can view data related to the site.

l Update - The user or group can update data related to the site.


General Permissions Tab

The General Permissions tab includes the ability to approve quotes, close ROs, editauthorization status, edit closed ROs, edit tire history, and read fuel reports.

NOTE: We strongly suggest that you carefully consider who can perform these functions.

Changing the status to Yes or No in the Allow column grants or denies the permission toperform the related function.


Report Folders Tab

The Report Folders tab lists each of the report folders that have been created in Dossier.By changing the status to Yes or No, you can grant or deny access to executing orcreating reports that are grouped in the corresponding folder.


Data Export Folders Tab

The Data Export Folders tab lists each of the data export folders that have been created inDossier. By changing the status to Yes or No, you can grant or deny access to executingor creating data exports that are grouped in the corresponding folder.


Report Ownership Tab

Memorized reports and user-defined reports are “owned” by the user account that createsthem in Dossier. Only the owner can edit or delete these reports. The Report Ownershiptab (in the User Account window only) displays the memorized and user-defined reportsowned by the user account, and provides a way to reassign the ownership. You mightwant to do this, for example, if the user no longer works for your company and you wantto reassign his reports before deleting his user account.


Data Export Ownership Tab

Memorized data exports and user-defined data exports are “owned” by the user accountthat creates them in Dossier. Only the owner can edit or delete these data exports. TheData Export Ownership tab (in the User Account window only) displays the memorizedand user-defined data exports owned by the user account, and provides a way to reassignthe ownership. You might want to do this, for example, if the user no longer works foryour company and you want to reassign his data exports before deleting his user account.


Chapter 5: Setup OptionsDossier has many Setup options that allow you to configure the software to work withinyour operational needs. These items affect the program universally and it is recommendedthat you plan and set them up first before moving on to the other planning andconfiguration tasks covered in this manual.

As the Setup options establish how the program will generally function, we suggest thatyou review each of these areas, record the Setup information on the planning formsprovided, and discuss them with others who will be affected by your decisions. Then,make your entries or changes.


General OptionsThere are general setup options and settings that allow you to enter information aboutyour reporting period, your company name and address, and the name of the Dossierdatabase. The related setup options are on the General setup tab.

40 | Chapter 5: Setup Options

Table 5-1. General Setup Settings

Setting Description

Reporting PeriodOptions

You can use standard calendar months, fiscal months, or customperiods for costing and reporting purposes.Standard Calendar Year (January to December) is the defaultsetting.If you need 12 fiscal year months that are not calendar-based,record the number of your fiscal year beginning month (e.g., 7 forJuly).If you need more than 12 periods, or if your periods don’t begin onthe first day of the calendar month or end on the last day of thecalendar month, you can enter a custom period by selecting theCustom check box and then clicking the Period button. Use theGeneral Settings Planning Form to record the list of the number ofperiods per year, and the start and end date of each period.

NOTE: If you are changing the number of periods from 12 tosomething else, this will affect how the auto-posting ofDepreciation will work and requires that you make manualchanges to the number of remaining months to each unit'sDepreciation schedule. Auto Posting of costs to each unit mightalso require manual changes to indicate when to stop postingvalues.

Your Company Nameand Address

Enter the name, address, and phone number of your company. Thename and address will appear on all Dossier reports.

Database Name You can change the name of your database from Dossier tosomething more meaningful to your company. It will be displayedabove the menu bar. We recommend that you keep the name shortfor easy reference.

Display date formattooltip when enteringdates

Select this option to have the date format displayed as a tool tipwhen hovering the cursor over a date field.

Use the General Settings Planning Form to record your planned General settings.


Unit OptionsThe unit setup options allow you to set the usual pricing method to use for parts and laborcosting on repair orders. It also allows you to automatically add tax to those costs andwhat percentage of tax to use.

The related setup options are on the Units setup tab. Any of these settings can be changedfor individual units on the Unit Control Form.


Table 5-2. Unit Options Setup Settings

Setting Description

Parts Pricing Method Select the default parts pricing method to use:AverageLast Price PaidCurrent (the default)ListList MinusPreferred

The last three methods are usually used for special equipmentonly.You can change the pricing method for individual units on the UnitControl Form.

Labor Cost Method Select the default labor pricing method to use:Straight time (the default)Overtime 1 (2nd shift rate)Overtime 2 (3rd shift rate)Shop Rate 1, 2, or 3

The Shop rates are usually used for higher (or lower) hourly ratesfor work you might do on certain equipment.This setting can be changed for individual units on their UnitControl form.

Parts Tax Rate (Optional) Enter a tax rate to apply when charging out parts onrepair orders.

Tax Exempt on Parts Select this option to indicate by default that parts used in repairorders are tax exempt.You can change this setting for the individual units on the UnitControl Form.

Labor Tax Rate (Optional) Enter a tax rate to apply when charging out labor onrepair orders.

Tax Exempt on Labor Select this option to indicate by default that labor charges used inrepair orders is tax exempt.You can change this setting for the individual units on the UnitControl Form.

Unit Number Length Enter the maximum length for unit numbers.For example, to support LoadMaster Enterprise integration, unitnumbers cannot be longer than 8 characters.

Preserve UnitNumber

Applies to LoadMaster Enterprise integration. Select this option toprevent unit numbers in Dossier from having an asterisk appendedto then number when a unit is deleted. This maintains the integrityof the deleted unit number, which is considered in LoadMasterEnterprise to be inactive and not deleted.

Status: RequireDescription

Select this option to require that a description be entered when aunit's status is being changed.


Use the Unit Options Planning Form to record your planned Unit Options settings.


Quote Options (Optional Feature)If you have the optional Customer Management feature, you can have the programautomatically generate quote numbers. The related setup options are on the Quotes setuptab.

Table 5-3. Quote Options Setup Settings

Setting Description

AutomaticallyGenerate QuoteNumbers Starting at

Select this option if you want to have the quote numbersautomatically generated by the system. Enter the starting quotenumber for the system to use.

AutomaticallyGenerated QuoteNumber Prefix

If automatically generating quote numbers, enter the quote numberprefix.


Table 5-3. Quote Options Setup Settings

Setting Description

Quote Numbers AreRequired

Select this option if quote numbers are required (that is, a quotecannot be saved unless a number is entered).

Quote Numbers AreUnique

Select this option to specify that quote numbers must be unique(that is, a quote cannot be saved if it matches an existing quotenumber).

Use the Quotes and Purchase Orders Planning Form to record your planned Quote optionssettings.


Repair Order OptionsRepair order setup options specify default repair order settings. The related setup optionsare on the Repair Orders setup tab.


Table 5-4. Repair Orders Setup Settings

Setting Description

Open Repair OrderSystem

The Open repair order system is referred to as the “paperless”repair order as you don’t need to print anything. This methodallows you to open a repair order and hold it open to enter workdata as it occurs, in real time. When all work is completed and alldata is entered, you simply change the status to Closed and it isstored in your unit’s maintenance history files. The Open repairorder method displays your in-progress repair orders on your DailyReminder.Optionally, you can choose not to use the Open repair ordersystem and use the Closed repair order method. With this method,data entry is performed after the fact from written paper repairorders or from vendor’s invoices. Your repair order data entryscreen will appear the same as for an open repair order except thatthe status is defaulted to closed. Closed repair orders are notdisplayed on the Daily Reminder, and they are not available in therepair order screen’s pick list.

AutomaticallyGenerate RepairOrder Numbers

Select this option if you want to have Dossier automaticallygenerate repair order numbers. Enter the starting repair ordernumber for the system to use.

Starting at If automatically generating repair order numbers, enter the startingrepair order number.

AutomaticallyGenerated RepairOrder NumberPrefix

If automatically generating repair order numbers, enter the repairorder number prefix (e.g., SYS).

Repair OrderNumbers AreRequired

Select this option if repair order numbers are required (that is, arepair order cannot be saved unless a number is entered).

Repair OrderNumbers Are Unique

Select this option to specify that repair order numbers must beunique (that is, a repair order cannot be saved if it matches anexisting repair order number).

Automatically CreateLabor Details overMultiple Days

If you have a night shift, select this option to carry mechanic timeover to the following day.For example, if a mechanic starts a job at 11:00 pm Monday nightand works for 3 hours, this will automatically distribute 2 hours toTuesday morning. If you don’t have a night shift, it is better to enterthe hours for each day manually.

Include Due andOverdue PMs inMechanic Instructions

Select this option to automatically show Due and Overdue PMs inthe mechanic instructions area of every repair order.

NOTE: Do not select this option if you are using the Closed repairorder method.



Setting Description

Include Open WorkPending in MechanicInstructions

Work pending items can include deferred work or campaignsitems. Select this option to show open (uncompleted) work pendingitems in the mechanic instructions area of every repair order.

NOTE: Do not choose this option if you are using the Closed repairorder method.

Mechanic Labor

Time in/out arerequired

Select this option if times in/out (start/finish) are required.

Hide labor timein/out

If you do not want to require start and finish times on repair orders,select this option if you want to hide labor time in/out details. Userswill still enter the total labor hours in whole and tenths of an hour(e.g., 1.5).

Restrict mechaniclabor entry (Checkin/out; self-assignment only)

Select this option to provide Clock In and Clock Out functions forself-assignment purposes as opposed to traditional labor entry, forwhich a mechanic is selected from a list.

Prohibitoverlappingassignments

Select this option to prohibit a mechanic from having multiplerepair order assignments during the same time period.

Prohibit Save asClosed RO withouttime-out values

Select this option to prohibit closing a repair order unless time-outvalues have been specified.

Labor QuantityDisplay

Select the method to use for the displayed labor quantity:l Fractional Time. Labor quantity is displayed in hours with twodecimal points (e.g., 6.25).

l Time Elapsed. Labor quantity is displayed in hours:minutes ofelapsed time (e.g., 06:15).

Labor QuantityInterval

Select the time interval by which labor quantity can be entered.For example, if 10 minutes is selected, then the time entered mustbe in 10-minute increments (01:00, 01:10, 01:20, etc.).

Warranty Checking



Setting Description

Warranty Type Specify the scope of warranty checking you want to perform duringdata entry: None, Units, Parts, or Both (units and parts).Part warranty checking can occur as you close and save a repairorder. At that time, you will have an option to print a warranty labelfor those parts on the repair order that could be recoverable underwarranty.Alert notification can be provided for potential unit warrantiesbased upon selection of a specific VMRS or System Code onRepair Order, Work Pending, and Authorization data entry forms.Potential part warranty notification can be provided immediatelyafter the part is chosen on the Repair Order data entry form.You do not have to perform warranty checking to produce aWarranty Claims report.

Check During DataEntry

Select this option to perform real-time warranty checking as data isbeing entered.

Defaults

RO Reason Specify the repair reason entry that displays by default in theRepair Reason box of the repair order data entry screen:Routine Work (the default)PM ServicesBreakdownDriver AbuseWarrantyAccident Damage

You can leave this setting blank to force the user to select theappropriate entry from the list.

RO Class Specify the repair class entry that displays by default in the RepairClass box on your repair order data entry screen when a newrepair order is opened:Scheduled (the default)UnscheduledWarrantyEmergency

Open RO Stage Enter the term that displays by default in the Open RO Stage boxwhen a new repair order is opened. There are no pre-loadedentries for this box. RO stages can be defined in the code tables.Refer to "Repair Order Stages" on page 124.

Closed RO Stage Enter the term that displays by default in the Closed RO Stage boxwhen a repair order is closed. There are no pre-loaded entries forthis box. RO stages can be defined in the code tables. Refer to"Repair Order Stages" on page 124.



Setting Description

Posting Costs Select the date method to use for posting costs on your repairorders to units.Post Cost to Date (Out) Period - Post all costs to the fiscal monthor period in which the date out on the RO falls.Post Cost to Date (In) Period - Post all costs to the fiscal month orperiod in which the date in on the RO falls.Post Cost to The Current Period - Post all costs to the currentmonth or period regardless of the dates over which the work wasdone. This method is not recommended if ROs are to be edited orkept open past the month end.Ask For Period If Dates Are Not In Current Period - The user willbe prompted for what period to post all costs to if the repair orderdate is not in the current month. Use this method if you mustclose your books at the end of each period and don’t want thecosts for a closed period to change when an invoice is entered oredited later.

Taxes

Hide Labor LineTax

If taxes are not applicable for labor costs, select this option to hidethe labor tax entry for repair orders and in reports.

Hide Part Line Tax If taxes are not applicable for part costs, select this option to hidethe part tax entry for repair orders and in reports.

Unit Status

Action Select the action to take for the unit status entry when creating orclosing a repair order:l Automatic. When the first open repair order for the unit iscreated, the unit's In Service status will be automaticallyremoved. When the last open repair order for the unit is closed,the unit's status will be automatically set to In Service.

l Prompt. The user will be prompted to enter the unit's statuswhen saving a new repair order or closing an existing repairorder.

Use the Repair Orders Planning Form to record your planned Repair Order settings.


PersonnelSelect the Advanced Driver Assignment Entry option on the Personnel setup tab toactivate the Driver Fuel Efficiency reports. Advanced driver assignment data entry requiresadditional user input to record fuel levels at the start and end of each assignment. Thisadditional data is necessary to produce accurate Driver Fuel Efficiency reports.

Use the Miscellaneous Settings Planning Form to record your planned Personnel:Advanced Driver Assignment Entry option setting.


PM OptionsThere are two preventive maintenance options on the PM setup tab:

l Require Meter Readings - If selected, forces users to enter meter readings when closingPMs on the Repair Order window's PMs tab. It is recommended that this option beselected if accurate PM Compliance reporting is required.

l Allow Invalid Readings on PMs - Allows you to indicate whether users will be forcedto enter valid meter readings when closing PMs on the Repair Order window's PMs tab.If this check box is not selected, then Dossier will not allow a potential incorrectreading to be entered (e.g., the entered reading is less than the previously enteredreading for the unit).


Use the Miscellaneous Settings Planning Form to record your planned preventivemaintenance options settings.


Meter and Fuel OptionsThe Meter and Fuel setup options specify default meter and fuel settings. The related setupoptions are on the Meter and Fuel setup tab.


Table 5-5. Meter and Fuel Setup Settings

Setting Description

Meter and FuelOptions

Fuel Parts PricingMethod

Select the pricing method for pricing out fuel on fuel tickets. This isindependent of the parts pricing method that you chose for non-fuelparts on the Unit option.The choices are:

l Average (the default)l Currentl Lastl Listl List-Minus

l Preferred

Warn On DuplicateFuel Ticket Entry

Select this option to have users warned when a duplicate fuel ticketentry is entered. This reduces the number of duplication errors.

Perform Miles PerGallon CalculationWhen Entering FuelTickets

Select this option to perform a miles-per-gallon calculation whenentering fuel tickets.For faster data entry of fuel tickets, do not select this option.

Fuel price decimalplaces

Enter the precision for the number of decimal places when enteringfuel prices. Valid entries are from 2 to 6.

Automatic FuelDashboard Refresh

Refresh Interval Specify how often you want the Fuel Dashboard window toautomatically refresh the information displayed there (1/2, 1, 2, 4, 8,16, or 24 hours).

Use the Meter and Fuel Planning Form to record your planned meter and fuel optionssettings.


Work Pendings OptionsThe Work Pendings setup options specify the default VMRS System, default priority, anddefault work pending status to assign to work pendings that are created in Dossier orimported from an external system. The related setup options are on the Work Pendingssetup tab.

NOTE: Defaults defined in an external system's import conduit configuration will overridethese global defaults.

Use the Miscellaneous Settings Planning Form to record your planned work pendingsoptions settings.


Part OptionsThe Parts setup options allow you to use a markup percentage on all parts that will becharged to units using the Current Price method. The related setup options are on the Partssetup tab.

Table 5-6. Parts Setup Settings

Setting Description

Current Price Select the pricing method to use:AverageLast Price

Markup (%) Enter the markup percentage to use.


Table 5-6. Parts Setup Settings

Setting Description

List Minus andPreferred Price

You can choose to update a part’s List Minus and Preferred priceswhen the List Price is initially set or later modified. For example, ifthe list minus modifier is 10%, and you set a part’s List Price to$100, Dossier will automatically subtract 10% and set the part’sList Minus price to $90.

List Minus Modifier(%)

Enter the List Minus Modifier percentage. This value must be apositive number. It will be calculated as a percentage discount.

Preferred Modifier(%)

Enter the Preferred Modifier percentage. This value must be apositive number. It will be calculated as a percentage discount.

Suppress PartInventory Below ZeroWarning

Select this option to suppress the Part Inventory Below Zerowarning on RO entry when a part quantity falls below 0.

Display User Code Select this option to display the User Code field on the Part ControlForm for entering a GL code or other user code for the part. Tochoose this option, you must first create a GL Code validation inthe Validation Code table.

Enable Part Aliases Select this option to allow users to enter alternate names for parts.If part vendors use a different numbering scheme for the sameparts, part aliases allow data entry users to map the part numbervariations to the same part in Dossier. This eliminates the need tocreate multiple parts in Dossier to track the same part.

Include Part Aliasesin Lists

If the Enabled Part Aliases option is selected, then select thisoption so that part aliases will be included as separate part entriesin lists, will be searchable, and will be included in Parts reports.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 partnumber tracked in Dossier, the alias part number would appear as:SA33313 (~33313)

Precision decimalplaces

Enter the precision for the number of decimal places when enteringpart prices. Valid entries are from 2 to 6.

Parts must be uniquebased on

Parts must be unique within a site. Parts can be uniquely identifiedby:l Part number and site. Use this method if the part number alonewill always be unique for each site.

l Part number, site, and primary vendor. Use this method if siteswill have duplicate part numbers that can be differentiated byeach part's primary vendor. If this method is selected, then aprimary vendor must be entered for each part, and primaryvendors will be included in part entries in lists.

Use the Parts Planning Form to record your parts setup settings.


Tire Options (Optional Feature)If you have the optional Tire Management feature, you can have Dossier automaticallygenerate tire numbers. If so, select the number you want Dossier to begin with. You canalso enter the tire number prefix (e.g., SYS or another short abbreviation). The relatedsetup options are on the Tires setup tab.

Table 5-7. Tires Setup Settings

Setting Description

AutomaticallyGenerate TireNumbers

Select this option to have Dossier automatically generate tirenumbers.

Starting at If automatically generating tire numbers, enter the starting tirenumber.


Table 5-7. Tires Setup Settings

Setting Description

AutomaticallyGenerate TireNumbers TireNumber Prefix

If automatically generating tire numbers, enter the tire numberprefix.

Tire Number Length If automatically generating tire numbers, enter the length of the tirenumber.

Tread depth readingrequired at check-in/check-out

Select this option to require that the tread depth be entered atcheck-in/check-out. If selected, users cannot save a tire part receiptor add/remove the tires on a unit without entering a tread depth.

Report tires with ___readings with ___ ormore under desiredpressure

Enter the default number of tire pressure readings and thepercentage under the desired pressure that will put the tires on theDaily Reminder Tires with Low Pressure Readings list.

Defaults:

Condition Select the default condition that is entered when adding a new tire.The options are: Casing, New, New Recap, Scrap, Sold, Used,Used Recap.

Tread Warning Enter the default tread warning level that is entered when adding anew tire.

Disposal Reason Select the default disposal reason that is entered when disposingof old tires.The options are: Casing Unserviceable, Inner Lining Cracked,Radial Split, Run Flat Damage, Severe Bead Damage, SidewallDamage, Tread or Sidewall Crack/Separation, Weathering/OzoneCracking.

Maximums:

Pressure Enter the default maximum tire pressure that is entered whenadding a new tire.

Tread Depth Enter the default maximum tread depth that is entered whenadding a new tire.

Use the Tires Planning Form to record your tires setup settings.


Purchase Order OptionsIf you intend to produce and use Dossier purchase orders (POs) with your parts inventorysystem, you can choose from the purchase order setup options. The related setup optionsare on the Purchase Orders setup tab.

Table 5-8. Purchase Orders Setup Settings

Setting Description

AutomaticallyGenerate PurchaseOrder Numbers

Select this option if you want to have Dossier automaticallygenerate purchase order numbers.

Starting at If automatically generating purchase order numbers, enter thestarting purchase order number.


Table 5-8. Purchase Orders Setup Settings

Setting Description

AutomaticallyGeneratedPurchase OrderNumber Prefix

If automatically generating purchase order numbers, enter thepurchase order number prefix (e.g., SYS).

Purchase OrderNumbers Are Unique

Select this option to specify that purchase order numbers must beunique.

Use Alternate VendorName, If Available, onPrinted PurchaseOrders

Select this option to show an alternate vendor name on the printedPO. For example, this could be the name your AccountingDepartment uses for the vendor.

Display User CodeColumn for PurchaseOrders

Select this option to enter a GL code or other user code on the PO.To choose this option, you must first create a GL Code validation inthe Validation Code table.

Default Quoted Priceto Last Price Paid

Select this option to use the last price paid as the default QuotedPrice.

Use the Quotes and Purchase Orders Planning Form to record your purchase orders setupsettings.


Part Receipt OptionsThe setup options on the Part Receipts setup tab allow you to specify settings that controlthe behavior of part receipts.

NOTE: Data exports will include only part receipts marked as OK to Pay.

Table 5-9. Part Receipt Setup Settings

Setting Description

Default Price Per toLast Price Paid

Select this option to use the last price paid as the default Price Pervalue.

Display User CodeColumn for PartReceipt Items

Select this option to display the User Code column on the grid ofthe Part Receipts window for entering a GL code or other usercode for the part. To choose this option, you must first create a GLCode validation in the Validation Code table.


Table 5-9. Part Receipt Setup Settings

Setting Description

Use ApprovalProcess

Select this option to enable the part receipt approval process.Approved and OK to Pay fields will be displayed on the PartReceipts window, allowing the user with proper permissions forthese check boxes to approve the part receipt item and to indicatethat the received parts can be paid.

Require User Code Select this option to require that an accounting code (cost center)for the part be entered. This option is available only if the DisplayUser Code Column for Part Receipt Items option is selected.

Require InvoiceNumber

Select this option to require that an invoice number for the part beentered.

Use the Parts Planning Form to record your planned part receipts option settings.


Part Transfer OptionsThe setup option on the Part Transfers setup tab allows you to specify whether toautomatically fill the part's To Site column if the part number between the two sites is thesame.

Use the Parts Planning Form to record your planned part transfer option setting.


Label OptionsThe program can produce two types of part labels:

l A standard label with pertinent information about a part. This label could include a barcode if you have purchased the bar coding option.

l A warranty label that includes additional information about the unit or part warrantythat applies to the replacement of this part.

Parts labels are printed on sheets of 1 by 4-in. labels that are 20 to the sheet. Single-sticklabels of this dimension are available at any office supply store. Dossier Systems cansupply double-stick “piggy back” labels for you.

The related setup options are on the Labels setup tab.


Table 5-10. Labels Setup Settings

Setting Description

Labels Will BePrinted

Select how labels will be printed:l Not Be Printed - No labels will be produced.

l On-Line - Labels will be printed as data entry is performed. Thisoption is used with continuous feed (1 up) labels on a dot-matrixprinter.

l Batched at End - As data entry is performed, the labels are sentto queue for printing at a later time.

Prompt BeforePrinting

Select this option to display a prompt to the user before printing sothat the printer/paper setup can be checked.

Print Purchase Priceon Labels

Select this option to allow users to have the option of printing theprice of the part on the label.

Label Printer Select a printer other than the default printer on your PC to use toproduce labels. Currently, Zebra printers are the only dedicatedlabel writers that can be used to print labels in Dossier.


Table 5-10. Labels Setup Settings

Setting Description

Location Key Select the location key. The default entry is 49.

NOTE: It is recommended that you do not change this settingunless you are running multiple databases. Please contact DossierCustomer Support at 609-526-2820 or [email protected] for assistance before makingany changes to this setting.

Label Configuration Select the label configuration to use:l 1-up for printing labels in a single column on each sheet(choose this option if using Zebra printers).

l 2-up for printing labels in two columns on each sheet.

Part Receipts:

Core EnabledParts: Generate __core part label(s)

Determine a default entry for the amount of labels to be printed forcore-enabled parts (i.e., parts that have cores to be returned) whenreceiving these types of parts.

Tire Parts: Generate__ core part labelsfor tire parts

If you have the Tire Management feature but you don’t use Tire-Track labels or Dossier RFID chips with your tires, you cangenerate paper labels that can be attached to your tires when youreceive them and to tire casings when you send them to yourvendors.Determine a default entry for the amount of labels to be printed fortire parts (casings) when receiving tires. A tire casing is consideredthe core of the tire and is handled similar to a part core.

Use the Labels Planning Form to record your purchase orders setup settings.


Vendor OptionsVendors must be uniquely identified in the system. Vendors can be uniquely identifiedby:

l Vendor name. Use this method if vendor names will be unique regardless of the sitesthat are using the vendor.

l Vendor number and site. Use this method if a vendor is used by multiple sites but thevendor for each site should be treated as a unique entity. This will allow you to keeptrack of local suppliers from a national chain per site rather than having to modify thevendor name to have separate vendor entries in Dossier. If this method is selected, thena vendor number and site must be entered for each vendor.

The related setup option is on the Vendors setup tab.

Use the Miscellaneous Settings Planning Form to record your planned Vendors uniqueidentification setting.


Report OptionsThe Reports setup options allow you to specify defaults for generating and printingreports. The related setup options are on the Reports setup tab.

Table 5-11. Reports Setup Settings

Setting Description

Report Server forStandard Reports

Select the report server to use for printing non-custom reportsinitiated from the user interface.

Report Server forUser-DefinedAnd ScheduledReports

Select the report server to use for printing Custom reports orscheduled reports.

Include Fuel Parts onParts Reports

Select this option to include fuel items on Part reports.


Table 5-11. Reports Setup Settings

Setting Description

Disregard User's Filterby Site Option ANDSite Permissions forReporting Purpose

Select this option to report on all the sites that a user has accessto even if they are filtered for a specific site or do not havepermission to the site(s).

Include Cover Page Select this option to include a cover page with reports by default.This option can be changed at report execution time.

Repair Order Address Select the address to use on repair orders:Use Repair Order Site AddressUse Company Address

Purchase OrderAddress

Select the address to use on purchase orders:Use Purchase Order Site AddressUse Company Address

Use the Reports and Repair Order Prints Planning Form to record your reports setupsettings.


Repair Order Print OptionsYou can enter a customized heading for printed repair orders. The default heading is“Repair Order.” The related setup options are on the Report Order Print setup tab.

The Reports setup options allow you to specify defaults for generating and printingreports.

Table 5-12. Repair Order Print Setup Settings

Setting Description

Repair OrderHeading

Enter the heading to use on printed repair orders.

Repair OrderUnitSpecifications

Choose up to six unit specifications to be included on the printed repairorders. Refer to "Unit Specifications" on page 137 for the preloaded set ofspecifications.

Use the Reports and Repair Order Prints Planning Form to record your repair order printsetup settings.


Expiration Date OptionsThe Expiration Date options on the Expiration Dates setup tab allow you to set how muchadvance notice you will have for units that have any licenses and permits that will expire,as well as expirations of personnel who have licenses, certifications, and physicals. Dossiercan give you as much advance warning as you wish on the Daily Reminder screen. Thedefault is 30 days.

Use the Miscellaneous Settings Planning Form to record your planned expiration warningsettings.


Maximum OptionsThe Locate Boxes and List maximum values on the Maximums setup tab specify themaximum number of items that will be loaded into the Locate list boxes that are on mostdata entry screens and the search result lists on the Find screens. Lower maximum numbersincrease performance. The default settings are:

l Locate Boxes: 15000

l List: 7500

It is recommended that you leave the default settings. If you want to change them, contactDossier Customer Support at 609-526-2820 or at [email protected].


Use the Miscellaneous Settings Planning Form to record your planned maximum list boxand search result list settings.


Document OptionsThe program allows you to attach almost any kind of file, document, or image to a unit,part, repair order, quote, authorization, or personnel record. Documents can be viewed orprinted.

On the Documents setup tab, specify a central location on your network or local computerwhere the files will be stored. This location must be accessible to all Dossier users. Werecommend a drive mapping rather than a URL address.

Use the Miscellaneous Settings Planning Form to record your planned VMRS coding viewsettings.


VMRS Codes OptionsThe options on the VMRS Codes setup tab allow you to choose how users will viewVMRS Codes when entering repair orders.

When entering Labor or Parts on repair orders, you can choose to hide both the Assemblyand Component of the VMRS System.

Use the Miscellaneous Settings Planning Form to record your planned folder in whichdocuments will be stored.


Instant Recall OptionsInstant Recall setup options specify on which windows the Instant Recall feature will beavailable and default Instant Recall settings. The related setup options are on the InstantRecall setup tab.

Table 5-13. Instant Recall Setup Settings

Setting Description

Show Instant RecallOn Repair Orders

Selecting this check box enables the Instant Recall function on theRepair Orders window.

Show Instant RecallOn Quotes

Selecting this check box enables the Instant Recall function on theQuotes window.

Show Instant RecallOn External WorkAuthorizations

Selecting this check box enables the Instant Recall function on theExternal Work Authorizations window.


Table 5-13. Instant Recall Setup Settings

Setting Description

Show Instant RecallOn Units

Selecting this check box enables the Instant Recall function on theUnit Control Form window

Show _____ PriorRepair Orders

The default number of prior repair orders to display in the InstantRecall panel.

Allow users to modifythis value

Selecting this check box allows users to modify the number of priorrepair orders to display in the Instant Recall panel.

Allow users to disableauto-open feature

Selecting this option allows users to clear the Instant Recall auto-open option to not have Instant Recall open automatically when awindow for which it has been enabled opens.

Animate SidebarOpen/Close

Selecting this option will cause the Instant Recall panel to slideopen and closed, rather than to display or close instantly.

Show DriverAssignments Section

Selecting this option will cause the Driver Assignments section tobe displayed in the Instant Recall Panel.

Use the Instant Recall and Mail Server Planning Form to record your planned InstantRecall settings.


Mail Server OptionsMail Server setup options specify the mail server information that is required to supportthe Email button on the Report Viewer window. The related setup options are on the MailServer setup tab.

NOTE: To have the Email button included in the Report Viewer toolbar, appropriate mailserver setup information must be specified on the Mail Server setup tab.

Table 5-14. Mail Server Setup Settings

Setting Description

Server The name of the SMTP mail server that will handle the outgoingemail from the Report Viewer.

User ID The user ID for accessing the SMTP mail server. Required only ifthe SMTP mail server requires a user ID.



Setting Description

Password The user password for accessing the SMTP mail server. Requiredonly if the SMTP mail server requires a password.

Reply To Address The default email address that will be used in the Reply To field ofthe outgoing email from the Report Viewer. The user can changeReply To email address when sending the email.

SMTP Port The SMTP port number for outgoing email. If a value is not entered,the default port number 25 will be used.

Use the Instant Recall and Mail Server Planning Form to record your planned Mail Serversettings.


Data Exports Options (Optional Feature)If your edition of Dossier includes the optional Data Exports feature, you can set optionsthat control aspects of data exports.

NOTE: If you don’t have this option and want more information, contact Dossier Systems at609-747-8800.

Selecting the Re-export Updated Items option will cause items that have been modifiedsince their last inclusion in a data export file to be included in the current data export file.

If this option is not selected, an item such as a Part Receipt will only get exported on aspecific data export once, even if has been modified since it was last exported. If it is ON,it will get exported again on the next export.


Table 5-15. Data Exports Setup Settings

Setting Description

Default ExportDirectory

The default directory to which data export files will be saved.

Re-export UpdatedItems

Selecting ths option will cause items that have been modified sincetheir last inclusion in a data export file to be included in the currentdata export file.If this option is not selected, an item such as a Part Receipt willonly get exported on a specific data export once, even if has beenmodified since it was last exported. If it is ON, it will get exportedagain on the next export.

Use the Miscellaneous Settings Planning Form to record your planned Re-export UpdatedItems setting.


External Work Management Options (OptionalFeature)

External Work Management is an optional feature that allows Dossier users to importvendor invoices and repair order data directly into their Dossier database from filessupplied by third-party service providers, eliminating the need for their manual data entry.This feature can update all appropriate records and schedules accordingly.

NOTE: If you don’t have this option and want more information, contact Dossier Systems at609-747-8800.

The External Work Management feature can import data from multiple vendors based onthe file structure provided by each vendor.


Included with this feature is the ability to generate and track external work authorizations.

Specify setup options for this feature on the External Work Management setup tab.

Table 5-16. External Work Management Setup Settings

Setting Description

AutomaticallyGenerateAuthorization Codes

Select this option if you want to have Dossier automaticallygenerate authorization codes. Enter the starting authorization codefor the system to use.

Starting at If automatically generating authorization codes, enter the startingauthorization code.

AutomaticallyGeneratedAuthorization CodePrefix

If automatically generating authorization codes, enter theauthorization code prefix (e.g., AUTH).

Hide cost types(part/labor)

Select this option to hide the Cost Type column on the externalwork authorizations.


Table 5-16. External Work Management Setup Settings

Setting Description

Default cost type Select a default cost type, Part or Labor, to be used whileperforming authorization data entry.

Reject invoices with atotal cost exceedingthe authorizedamount by at least

Enter an acceptable percentage variance of actual invoice costsover authorized amounts.

Use the External Work Management and NAPA Integration Planning Form to record yourplanned External Work Management settings.


Optional Features OptionsThe Optional Features setup options include pending unit charges, X-factors, and partsoptions. They also include an option to enable purchase orders and parts receipts that arespecifically for fuel and fluids purchases.

Use the Optional Features and Auditing Planning Form to record your planned OptionalFeatures options settings.


Table 5-17. Optional Features Setup Settings

Setting Description

Pending UnitCharges

Select this option to allow repair orders to be saved withoutapplying unit costs. Pending unit charges can be entered manuallyor imported from an external system. The unit costs can later beapplied to either a new or existing open repair order.Pending unit charges are displayed in the Daily Reminder.

Default RepairReason

Select the default repair reason to be applied to a pending unitcharge.

Default Repair Class Select the default repair class to be applied to a pending unitcharge.

Open X-Factors Select this option to allow X-factors to be saved without choosingunits or applying charges. Open X-factors can be entered manuallyor imported from an external system. The charges can later beapplied after units and other required information has beenspecified.Open X-factors are displayed in the Daily Reminder.

Pending Parts Select this option to allow placeholder parts to be added topurchase orders or parts receipts temporarily until the actual part isknown.Pending parts can be entered manually or imported from anexternal system. Purchase orders and parts receipts with pendingparts are considered to be pending purchase orders and pendingparts receipts.Pending parts can later be converted to new parts or existing partsonce their information is known.Pending parts are displayed in the Daily Reminder.

Fuel and FluidPurchasing

Selecting this option allows purchase orders and parts receipts tobe created for fuel and fluid purchases only. These purchaseorders and parts receipts are identical to standard purchase ordersand parts receipts with the exception that only fuel and fluids areavailable for selection.


Auditing OptionsThe Auditing setup options control how long auditing records are retained. The relatedsetup options are on the Auditing setup tab. When auditing records are removed, theoldest records are deleted.

Table 5-18. Auditing Setup Settings

Setting Description

Data RetentionPeriod

The amount of time to keep auditing event and object historyrecords.

Maximum Disk SpaceUsage

The maximum amount of disk space to use to store auditingrecords.


Table 5-18. Auditing Setup Settings

Setting Description

When the maximumdisk space isreached, remove x%of data

Enter what percentage of auditing records should be removedwhen the maximum storage amount is reached.

Warn when diskavailability is below xgigabytes (GB)

A warning will be sent when a certain amount of disk space allottedto auditing records remains. Enter that amount here.

Use the Auditing, Accounting, and Dossier Lite Planning Form to record your plannedauditing options settings.


Accounting OptionsThe Accounting setup options allow you to prohibit changes to certain items based ontheir status. Prohibiting changes based on status ensures that Dossier item data will not getout of sync with data that has already been exported for accounting purposes. You canalso use these options to prohibit changing item data for other reasons.

Accounting has its own user permissions that allow a user to override any restrictionspecified on the Accounting setup tab: the Edit Prohibited permissions on the GeneralPermissions tab, for users and user groups, for each of the restricted items listed on this tab.For example, if an item's data in the accounting system was modified manually, allowing auser to override the Accounting prohibition specified here would allow the user to make amatching update to the item data in the Dossier system.

The related setup options are on the Accounting setup tab.


Table 5-19. Accounting Setup Settings

Setting Description

Prohibit changes tothe following items

Select one of the states to prohibit changes to the correspondingitem if the item is in that state:l Closed and Exported

l Closed

l Exported

l Closed or Exported

Allow changes tonotes and descriptiontables

Select this option to allow users to change the notes or descriptioninformation for an item regardless of whether changes have beenprohibited for the item.

Use the Auditing, Accounting, and Dossier Lite Planning Form to record your plannedaccounting options settings.


Dossier Lite OptionsDossier Lite is an application that is available on mobile and tablet devices and from aweb site. It allows users to remotely submit meter readings and work pendings to Dossier.

The Dossier Lite setup options control what units can be selected on using the DossierLite application. They also control whether Dossier Lite users who do not have Dossieruser accounts can log in anonymously from Dossier Lite to create work pendings.


Table 5-20. Mobile Setup Settings

Setting Description

Control the units thatusers are able toselect

Specifies which units users are able to select from on Dossier Lite.These options correspond to how user access to units has beenassigned. See "Planning Site Access" on page 25 and "Setting UpGroup and User Accounts" on page 26.l View all units accessible to the user. Allow the user to see allunits at all sites to which they have been assigned.

l View only the user's assigned unit. Allow the user to see onlythe unit to which they are assigned. Use this option if users arebeing assigned access to only one unit and not to sites.

l View only units at the user's site. Allow the user to see onlyunits that are at their assigned home site.

Allow AnonymousUsers

Specifies whether to allow anonymous Dossier Lite user logins toallow users who do not have Dossier user accounts to add workpendings.

Use the Auditing, Accounting, and Dossier Lite Planning Form to record your plannedauditing options settings.


Chapter 6: Adding Termsto Code Tables

This chapter describes the types of terms that can be added to code tables, which populatemany of the listings throughout Dossier from which users can choose options.

Overview of Terms in Code TablesThe terms that appear in list boxes throughout Dossier are specified in code tables. Manyof these terms are provided by default in Dossier, but you can modify these preloadedterms and add your own so that they best fit your fleet. As part of Dossier planning andconfiguration, you should review and modify these terms now so that they meet yourexact needs.

The code tables are accessed by the code tables command on the Setup > Configurationmenu.

The following topics describe each of the pre-loaded terms in each of the code tables,along with suggestions of additional custom terms that you can enter to meet your specificneeds or make changes at a later date.


Entering Data in a Table GridMost of the code tables include a table grid for adding multiple entries; for example, thename grid on the Adjustment Reasons window shown above.

To add a new entry in a grid, click in the cell in the first column of the blank row, thenenter the appropriate information in that cell. Once you make an entry in this cell, a newblank row is added to the grid below the row in which you are working.

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

To delete an entry from a grid:

1. Click the number to the left of the entry twice.

A shaded gray box appears around the entry.

2. Press the Delete key to remove the entry.

Adjustment ReasonsAdjustment Reasons describe parts inventory adjustments. You might consider using termssuch as count adjustment or shortage adjustment.

110 | Chapter 6: Adding Terms to Code Tables

Billing MethodsBilling methods refer to how you pay your various vendors. Payment terms such as COD,30 Days Invoice, and Credit Card are those normally used here.

Categories of EquipmentA category is a term that describes a grouping of like units. Assigning units to categorieswill allow you to produce reports that display cumulative costs and data about all theunits assigned to a specific category.

The Categories code table entry window allows you to create categories. It also allowsyou to define which unit specifications are available to the unit category. Unitspecifications, which are also added to Dossier using code tables, must be manuallyassigned to the desired categories.

NOTE: From the Unit Specifications code table, you can make a specification available to allcategories and require it for all categories. Refer to "Unit Specifications" on page 137.

For example, say you create a new category School Bus. You then assign only the StateRegistered specification to it. When a user goes to the Unite Control Form to create a newunit and chooses the category School Bus, the list of specifications available for the unitwill only include State Registered. They would not be able to specify Vehicle Make,Vehicle Model, etc.

Also note that the assigned specifications include a Required column. By marking aspecification as required here, it means the specification value MUST be specified for allunits belonging to the category. If it is not, the user will be unable to save the unit.


The program comes pre-loaded with some commonly used category terms. You can usethem as they are or make changes and add to the list as needed.

Examples of category terms would be Tractor, Trailer, and Truck. A category term shouldignore specification details such as whether these units are single or tandem axle. Thattype of detail is handled later as a specification for reports and searching detail item. Thepre-loaded terms are: Automobiles, Equipment, Forklifts, Tractors, Trailers, and Trucks.

To enter a new category:


2. Enter a name and description for the category.

3. Select the Display on Fuel Dashboard check box to include the category on the FuelDashboard.

4. To assign specifications to the category, select them in the Available Specifications listand then click the right arrow button. Optionally, select their Required check boxes toindicate that the assigned specifications are required entries on the Unit Control Form.

5. To assign an order to the specifications when they are displayed for the category, selecta specification in the Assigned Specifications list and then use the up and down arrowsto the right of the list box to move the specification in the list.

6. Click the Save button to save your entries.

To open an existing category to view or modify it, select it in the Locate Category list.


Certification TypesThese are terms that describe certifications that a mechanic, driver, or anyone else whoworks for you might have or require. They are used when entering personnel data and forautomatically scheduling purposes to identify when a person’s certification expires. Somecommon certification terms include: Air Brakes, Hazmat, Special Needs, and Omnibus.

To add a certification type, click the Add button. Enter the name in the Add CertificationType dialog box and click OK.

To edit the name of a certification type, select it in the list and click the Edit button. Inthe Edit Configuration Type dialog box, edit the name and click OK.

To remove a certification type, select it and then click the Remove button.


ConditionsA condition describes the state of a unit. It can describe how it was acquired, such asNew, Used, or Leased (these conditions are pre-loaded); or it can be used to describe aunit’s physical condition.

During data entry, a unit's condition is selected from the Condition list on the Unit Infotab of the Unit Control Form. That list is populated with the conditions entered here.


Diagnostic CodesThese are the Diagnostic Trouble Codes (DTCs) automatically created by the NetworkfleetAlerts task as DTCs are reported by your vehicles.

DTCs will default to VMRS Code 999 or to the code that you configure the default to be.This can be changed depending on the code and description.

This code table displays only if your edition of Dossier includes the optional Networkfleetfeature.

The editable fields are:

l Priority - This is the priority that will be assigned to work pendings created by the taskin response to the DTC being reported by a vehicle.

l VMRS System - This is the VMRS System that is assigned to the work pendingscreated in response to the DTC.

l Description - A description of the DTC. This is included on the description of the workpending created in response to the DTC.

NOTE: Tech Desc. is a more technical description of the DTC and is not editable.


Fluid TypesEach part in Dossier is assigned a Fluid Type. If a part is not a fluid, it will be assignedthe fluid type N/A by default.

The Meter & Fuel column can be used to specify whether parts of that fluid type can beadded to a fueling in Dossier on the Meters & Fuel form. This form can be accessed usingthe Data Entry menu's Meters & Fuel command.


Fuel Types Fuel Type and Fuel Inventory – Tracking at Multiple Fuel LocationsThe Fuel Types code table allows you to assign fuel types to units and track fuel as aninventory item or as an on-the-road purchase.

To track fuel use, each fuel must be entered as a fuel inventory item just like any otherpart. Adding fuel items as inventory is performed during data entry using the Fuel Itemwindow.

Each fuel type should have a stocked and non-stocked fuel item to allow for both on-siteand on-road purchases. Use the Fuel Inventory Data Collection Form, shown in "FuelInventory Data Collection Form" on page 167, to collect the initial fuel information.Following is a list of the pre-loaded fuel types and associated fuel inventory items:

Table 6-1. Pre-Loaded Fuel Types and Associated Fuel Inventory Items

Fuel Type Associated Fuel Inventory Item

Diesel Diesel

Diesel Off-Road Diesel Off-Road

Unleaded Gas Unleaded Gas

Propane Propane

Other-None Other-None (for units that do not use fuel)


You can add more fuel types and associate them with as many fuel inventory items asneeded. This will help you track different grades or a fuel site with individual price pergallon. For example:

l Diesel – Diesel Fuel Site 1 Pump 1

l Diesel – Diesel Fuel Site 2 Pump 1

When a vehicle unit is added during data entry, a specific fuel type is assigned to it forautomatic costing and fuel use tracking.

Use the Pre-Loaded Fuel Types and Associated Fuel Inventory Items Planning Form torecord fuel type options for each of your planned fuel types.

Record the fuel type and the associated fuel items with price per gallon. Non-stocked on-road fuels do not get a price. Also record whether this fuel item will be used as the defaultfuel for automatic pricing on this type of fuel.

If you choose to track fuel inventory, each fuel item to be tracked must be markedStocked.

If you will also be entering on-road fuelings, additional fuel items for each fuel type mustbe added as non-stocked fuel items.

If you have multiple sites, fuel items must be set up for each site.

Associating Fuel Items to a Fuel TypeFuel items that are created in the Fuel Item data entry window must be associated with afuel type in the Fuel Type code table. A fuel type can have more than one fuel itemassociated with it, and one of the items can be specified as the default fuel item for thatfuel type.

To associate a fuel item with a fuel type:

1. In the Fuel Type list of the Fuel Type code table, select the fuel type to which youwant to associate a fuel item.

2. In the Associated Fuel Items grid, click the Fuel Item column of the first empty row ofthe grid.

The grid cell becomes a list of fuel items.

3. Select the fuel item to which you are associated the selected fuel type.


To set the default fuel item associated with the fuel type, in the Associated Fuel Items gridclick the Default column of the row of the default fuel item to display a check box. Thenselect the check box to change the Default entry to Yes.

License/Permit TypesYou can set up your own table of terms that describe the license and permits your fleetuses. This list will be available for users to choose from when entering new units into theprogram.

To add a license/permit type, click the Add button. Enter the name in the AddLicense/Permit Type dialog box and click OK.

To edit the name of a license/permit type, select it in the list and click the Edit button. Inthe Edit License/Permit Type dialog box, edit the name and click OK.

To remove a license/permit type, select it and then click the Remove button.


ManufacturersThis item is only relevant if you are using parts inventory, as it lists various possible partsmanufacturers. Users will use this list to make selections later when entering partinventory items.


Part FailuresPart Failure is a list of reasons a part might fail. The list is displayed on the repair order forusers to make a selection when entering a part. There are many commonly used partfailures terms pre-loaded. Refer to the list of pre-loaded terms.


PrioritiesPriorities are used to indicate the urgency of work pendings.


Repair ClassesRepair classes refer to the influence of time on the maintenance being performed. Later,you will be able to tell how well the shop is managed by the amount of items performedthat were scheduled, unscheduled, warranty, or emergency.

The program comes pre-loaded with the commonly used terms shown above.


Repair Order StagesRepair Order Stage refers to the degree of completeness of the work. Commonly usedstages are: In Progress, Waiting for Parts, Completed, and Invoiced.


Repair ReasonsRepair Reasons describe why maintenance was performed. These terms appear as a dataentry item on the repair order data entry screen in a list, and also as an Operating CostAnalysis percentage of costs by repair reason on the Unit, Category, and Fleet Summaryreports.

The following common repair reasons are pre-loaded: Accident, Breakdown, Driver Abuse,Fixed Cost, Fuel Cost, PM Services, Routine Work, Warranty, and X-Factor.

Repair Reasons – Special CasesIn some special cases, certain System Codes and repair reason terms are linked to makethings occur in Dossier automatically. If you want to take advantage of automated SystemCode features, you must use specific repair reason terms. We recommend that you do notmake changes to the following pre-loaded special repair reason features terms:

l PM Services - The program automatically notifies you to update the PM services fromrepair orders that use either this repair reason or the PMS System Code.

l Fixed Costs - Used for automatic posting of costs for System Code DE0 - Depreciation,INS - Insurance, or LIC - Licensing/Permits.

l X-Factor - This cost-spreading feature requires use of System Code XFT.

l Fuel Cost - If you track fuel costs through the Dossier program.


Report ServersReport servers define the location of SQL Server Reporting Services (SSRS) servers, andthe credentials needed by Dossier to connect to the server to generate reports.

Typical installations of Dossier will use only a single SSRS server. However, if you havedecided to use multiple SSRS servers, each one will need to be defined as a report serverin Dossier.

The Report Server code table information is described in the following table.

Table 6-2. Report Server Code Table Information

Element Description

Name By default, a simple installation’s report Server is named “ReportServer”.However, if you are using multiple servers, each will need a uniquename.

Report Server URL The URL of the report server. The format of the URL is:http://<Server Name>:<port>/<ReportServerName>

For information about how to determine a report server's URL, referto below.

Report Folder The name of the folder in SSRS containing Dossier reports. Forinstallations with a single instance of SSRS, this can be left blank.


Table 6-2. Report Server Code Table Information

Element Description

Report Server UserDomain

The Windows user domain to use to connect to SSRS. This can beleft blank if you intend on using Windows Trusted Authentication(described below).

Report Server UserName

The Windows user name to use to connect to SSRS. This can beleft blank if you intend on using Windows Trusted Authentication(described below).

Report ServerPassword

The password used to connect to SSRS. This can be left blank ifyou intend on using Windows Trusted Authentication (describedbelow).

Use Windows Login(Trusted)

Select this check box to indicate to Dossier to use each user'scurrent Window's credentials to connect to SSRS.

Determining a Report Server's URLTo determine the Report Server URL, follow these steps:

1. Log in to the computer where SSRS is installed.

2. Start the Reporting Services Configuration Manager (e.g., Start > All Programs>Microsoft SQL Server 2008 R2 >Configuration Tools > Reporting ServicesConfiguration Manager). You are prompted for credentials to connect to the ReportServer.

3. Connect to the Report Server.

4. Click Web Service URL on the left pane. The URL should be displayed, as indicated inthe circled area shown below.


Testing the Connection to the Report ServerTo text the connection to the Report Server, click the Test Connection button.

l If the connection is successful, a success message is displayed.

l If there is an error logging into the server, you are prompted to verify the user name andpassword for the domain.

l If the server cannot be found, you are prompted to verify the URL.

Return ReasonsReturn Reasons describe why a part from inventory is being returned to a vendor, such asWrong Part or Over Stocked. These terms will be available to choose from when making areturn.


Serial Number DescriptionsSerial Number Descriptions are the names of the items that have unique numbers assignedto them that you want to track. Pre-loaded terms include: Ignition key, Engine,Transmission, and Door Key.


Station IDsStation ID terms identify fueling stations or locations at which you fuel your vehicles.You can produce a report of fuel acquired by fueling station.


Tire Disposal ReasonsTire Disposal Reasons describe why tires are disposed. These terms appear on the Tire dataentry window's Tire Info tab in the Disposed list when Disposed is selected as the tirelocation.


Tire PositionsTire Positions define the tire positions available on units in your fleet.

If a spare tire is being kept in a vehicle, you can mark the tire position as Spare. This tellsDossier not to track miles/hours/kilometers run while the tire is on the vehicle. This isnecessary to avoid distorting statistics on tire reports. Otherwise, Dossier would think thattires being used as spares have tread that never wears out.


Tire SizesTire Sizes define the tire sizes that are used by units in your fleet.

Tire Size is a required field for all tires in Dossier.


ValidationsValidations allow you to force the entry of particular specification items and optionallyprotect the list of available choices so that they cannot be changed or added to on an adhoc basis from a data entry screen. It is hard to anticipate all of the conditions and ad-hocentry might relieve someone from using the best fit of the pre-configured selections. Theprogram’s pre-loaded specification terms default to Not Require and Not Protect thesespecification items during the entry of new units.

A Validation defines the potential values for a unit specification or a tire specification.

For example, the State validation is pre-loaded in the Dossier database. The potentialvalues for this validation are the 50 U.S. states: CA, PA, NJ, etc. This validation isassigned to the State Registered unit specification.

The result of this is that the potential values for the State Registered unit specification arethe 50 U.S. states.

As another example, you could create a Vehicle Make validation with values of GMC,Ford, Mack, etc. This validation could then be assigned to the Vehicle Make unitspecification.

By assigning validations to unit and tire specifications, users are presented a listcontaining the potential values to choose from when entering specification values for unitsand tires. If validations are not used, users are not presented a list and can enter any text asa value for the unit or tire.


Each validation can be marked as Enforced and/or Protected. Using a combination of theseattributes, you can restrict what values users are permitted to enter for unit and tirespecifications:

l Enforced - Users must choose a value defined by the validation. For example, if theState validation is marked as Enforced, users must choose from one of the 50 stateswhen specifying State Registered specification value for a unit.

l Protected - The list of values defined by the validation cannot be changed by users. If avalidation is marked as Protected, users will not be given the option of adding ad hocvalues to the list when entering a value not already defined. If a validation is notmarked as Protected, any time a user enters a specification value not defined by thevalidation, they are given the option of adding the value. In the example of StateRegistered, if the user enters “AA”, and the State validation is NOT marked asprotected, they are given the option of adding “AA” to the validation.

It is important to understand that behavior is different for each combination of Enforcedand Protected:

l Protected and Enforced - When entering a specification value, users can only chooseitems from the list of available values.

l Protected, NOT Enforced - When entering a specification value, users can either choosean item from the list, or enter any other value. However, if entering a value not in thelist, the user is not given the option of adding it to the list of potential values (since itis “protected” from being changed)

l Enforced, NOT Protected - When entering a specification value, users can choose anitem from the list, or add a new value to the list of available values. They cannotspecify a value for the unit without also adding it to the validation.

l NOT Protected , NOT Enforced - Users can choose an item from the list, or enter anyother value. If entering a value not in the list, the user can either add it to the list orsave it to the unit without affecting the list of available values.

Record the specifications that you want to either enforce or protect on a ValidationPlanning Form.


Units of IssueUnits of Issue refer to the measurement of an item when charged out through the repairorder or fuel and mileage data entry. Pre-loaded terms include: Each, Kits, Pints, Pounds,Quarts, Gallons, and Others.


Unit SpecificationsUnit Specification terms describe the components of vehicles or equipment.

Once added to the code table, unit specifications must be manually assigned to specificcategories of units. For information about unit categories and assigning specifications tothem, refer to "Categories of Equipment" on page 111.

From this code table, you can make a specification available to all categories and requireit for all categories:

l To make a specification available to all categories, click the specification's Assign toAll Categories cell; an Assign button displays in the cell. Click the Assign button. Youare prompted to confirm assigning the specification to all unit categories.

l To make a specification required for all categories, click the specification's Require forAll Categories cell; a Require button displays in the cell. Click the Require button.You are prompted to confirm requiring the specification for all unit categories.

Unit and tire specifications, which are also added to Dossier using code tables, must bemanually assigned to the desired categories.


Tire SpecificationsTire specifications define values that can be specified for each tire. The specificationsdefined here can be valued for each tire on the Tire data entry window's Specifications tab.

PMs (Preventive Maintenance)A PM is scheduled work that is done on regular intervals. As the PM terms arechangeable, the PM scheduling feature within Dossier can be used to schedule any type ofitem or service.

Each vehicle manufacturer publishes its own PM service schedule for each vehicle theymake. You will normally find this information inside the user handbook that came withthe vehicle. This will tell you what work to perform and how often (interval) to perform it.


PM Names

The PMs code table comes pre-loaded with the following PM service names: A-PM, B-PM,C-PM, and D-PM. The pre-loaded PM names are trucking industry standard names fordifferent levels of linked services. You can add other services such as DOT Inspection, OilChange, or Brake Inspection, or terms that describe special campaigns for items such asWinterization.


Setting Up PM Service Intervals

Each PM service can have as many different intervals as you need to handle different typesof equipment. You can assign each its own name.

An interval consists of a name, a distance and/or time, a threshold of advanced notice ofthe service coming due, and estimated hours to complete.

For example, let’s say for the A-PM Service that we need one A-PM interval for ourTrucks, one A-PM interval for our Autos, and one A-PM interval for our Forklifts. Theintervals might be as follows:

l A-PM service interval named Trucks set at 10000 miles or 60 days, which ever comesfirst, with advanced notice of 1000 miles or 7 days.

l A-PM service interval named Autos at 3500 miles or 120 days with 500 miles or 30days advanced notice.

l A-PM service interval named Forklifts at 250 hours or 14 days, which ever comes first,with 50 hours or 3 days advanced notice.

Notice that you can use intervals of either miles/hours measure or calendar days, or bothtogether as a backup to each other. Each individual PM service has it own threshold ofadvance notice. This threshold tells the program how far in advance you want to benotified of a PM service coming due.

In our A-PM service example, interval thresholds could look like this:


A-PM Service Interval Name Interval Thresholds

Trucks 10000 miles/60 days 1000 miles/7 days

Autos 3500 miles/120 days 500 miles/30 days

Forklifts 250 hours/14 days 50 hours/3 days

Users will use these PM interval tables to choose from as they enter vehicles and set upPM schedules.

Following is an example of an A-PM service:

A - PM SERVICE

NEW INTERVAL: Trucks

Days Interval: 60 Days Threshold: 7

Unit Of Measure: Miles Interval: 10000 Threshold: 1000

You can use the PM Service Planning Form to plan and record PM services that you needto configure in the PMs code table.


Using Linked or Grouped PM Scheduling

In the PM Groups code table, you can link PM in order of importance or complexity.

For instance, an A-PM is a basic inspection and it is overridden by the B-PM being morecomprehensive, which is overridden by the C-PM which is even more complete.

The A, B, C and D PMs are pre-linked in the Dossier software. You can link as manydifferent PM schedules as you like. First decide what their names are and how often theywill be performed by way of a meter and/or time. Then choose which ones to link in orderof importance or complexity. Record them now for data entry later.

If you don’t want to use linked PMs, we suggest adding new PM words such as OilChange, Lube, or Brake Inspection. Those newly added PM words will not be linked toany other PM schedule.


The terms linked and grouped are used because the individual services (A through D inour example) are inclusive. That is to say, that the lower PMs are included as part of thehigher PM service. Namely, the D-PM includes everything that the C-PM includes, and theC-PM includes everything that the B-PM includes, while the B-PM contains everythingthat the A-PM service specifies.

This means that when the B-PM comes due within the normal time or mile/hour interval ofthe next A-PM service, you will perform the B-PM service. When you complete the B-PMservice on the repair order, Dossier automatically updates the A-PM service as well as theB-PM service. Likewise completing the C-PM also completes the B-PM and the A-PM.The D-PM completes the C-PM, B-PM and A-PM.

Because the smaller service, A-PM, is contained within the B-PM, we suggest that youmake the interval for the B-PM an even multiple of the interval for the A-PM. Similarly,the C-PM interval should be an even multiple of the B-PM.

For example:

l The A-PM is performed every 5000 miles or 60 days

l The B-PM is performed every 15000 miles or 120 days

l The C-PM is performed every 30000 miles, or 240 days

Later, when you print a PM schedule report, they will be printed in order of importance asthey come due within an equal interval by a selected meter.

The threshold tells the program how far in advance you want to be notified of a PMservice coming due. For the linked PMs, we suggest that the thresholds for the lessfrequent PM services be greater than the frequently performed PM services.

For example:

l A-PM interval of 5000 miles with a threshold of 500 miles

l B-PM interval of 15000 miles with a threshold of 5000 miles

l C-PM interval of 30000 miles with a threshold of 3000 miles

If you don’t know what intervals to use, check your service manuals or contact yourequipment dealer.


If you intend to use Days as part of your interval for a PM service group, record the DaysInterval and Threshold. If not, leave these entries blank.

Record the Unit of Measure such as miles or hours, the interval between each service, andthresholds of advance notice.


Preventive Maintenance Checklist

While PM Checklists are not part of the Dossier code tables, they should be planned foralong with the other PM planning described above.

Each piece of equipment has its own service schedule and PM checklist. The PM checklistprovided with the other planning forms is for example purposes only. We recommend thatyou use the exact PM services as prescribed by each manufacturer.

A sample PM Checklist is shown below.


Chapter 7: Collecting ItemData for Initial Data Entry

This chapter includes forms and features that drive the entire program. Some will organizeand collect initial information, others are used on a daily basis once the program is up andrunning to keep it current.

By completing these forms you will be gathering your fleet information in the same orderthat the program will request it from you.

Data Collection FormsThe following is a brief overview of the data collection forms that are used to recordcollected item data:

l Unit Control Form - Use this form to collect vehicle and equipment information andorganize it for data entry.

l Parts Inventory Data Collection Form - Use this form to collect parts data if you intendto use the parts inventory features of the program.

l Fuel Inventory Data Collection Form - Use this form if you intend to track fuel as aninventory item or if you have more than one fueling location at which you fuel yourequipment and want auto-pricing.

l Vendor Data Collection Form - Use this form to collect information about the parts andservice vendors you wish to track.

l Personnel Data Collection Form - Use this form if you intend to track the laborproductivity of your mechanics or maintain driver-vehicle assignment information.

l Customer Data Collection Form - Use this form to gather initial data about your outsidefleet customers, including labor and part rates to charge. This Customer Managementfeature is an optional feature that may or may not be available in your edition of thesoftware.

Collecting Unit DataUse the paper-based Unit Collection Form to collect the unit data for the initial unit dataentry. Complete one copy of the form for each unit to be entered in the system.

When completing the form, if data entry is not known, you can enter “Unknown.” If adata entry does not apply, you can enter “Does not apply” or “N/A.”

Only those items marked with an asterisk (*) are required for Dossier to operate.


Uniquely Identifying Your UnitsA unit is an individual vehicle or piece of equipment or machinery.

Each vehicle or piece of equipment must be assigned a unique number or name. You canuse any alphanumeric characters for the unique number or name, up to a maximum of 15characters.

If your fleet is not numbered or identified, you should identify all units before usingDossier.

Numbering Outside Customer UnitsIf you use the program to track customer’s equipment, they need to be numbered oridentified as well. Here are some suggestions about how to do that:

Use a three-letter code convention at the start of the unit number, such as JTC123 toidentify Jones Trucking Company’s unit number 123.

Use the company name, such as Jones Trucking to identify Jones Trucking Company’sunit. This is good for units you will only see once.

Use your own numbering convention by placing a label on the unit, generally inside thedriver’s door panel. However, this could lead to some confusion later if the label isremoved or comes off.

148 | Chapter 7: Collecting Item Data for Initial Data Entry

Unit Data Collection Form

The multi-part Unit Data Collection Form is shown below. The following topics describethe sets of unit data to be collected.


Unit Information

The following table describes the unit information that you should plan and record.

Table 7-1. Unit Information

Information Description

Unit Number The unique identifier for the unit.The unit number can be up to 15 alphanumeric characters.

NOTE: Duplicate unit numbers are allowed if the units are indifferent Categories. However, entering duplicate unit numbers isnot recommended, especially if you will be importing fuel andmeter data and/or repair order data.

NOTE: It is recommended that if you retire a unit, you retire the unitnumber as well.

Category The category the indicates the unit type, such as Tractor, Trailer,Auto, etc.

Mfg. Year The manufacturer’s model year for the unit (e.g., 1997).

Condition The condition of the unit (e.g., New, Used, Leased).

Date In Service The month, day, and year the unit was placed into service in yourfleet (e.g., 12/01/97).

License Plate The license plate number for this unit.

Fuel Type The type of fuel used by the unit (e.g., diesel, gas).

Serial Number The serial number that uniquely identifies the unit (e.g., the unit'schassis serial number or VIN).Additional serial numbers for unit components can be entered onthe Serial #s tab.

Site The site at which this unit is maintained.

NOTE: Site information is only used when you have multiple repairfacilities with a parts inventory at each individual facility that will betracked individually.

All Sites Select this check box if this unit roams and is available to bemaintained at all sites.

Specifications Specification data for the unit.For information about the default specifications that are includedwith Dossier, refer to the Dossier Planning and ConfigurationManual.


Meters

Dossier allows for up to three different meters for each unit to measure utilization, performscheduling, and determine costs per.

The first meter is generally considered the primary meter by which most measuring for aunit is performed. The other meters are secondary.

Regardless of how many meters you choose to track, each must have a correct startingpoint and a date the reading was taken.

This start meter reading should be taken as close as possible to the date that you plan tobegin tracking and scheduling maintenance on this unit.

The program is pre-loaded with the following measurement terms: Miles, Hours,Kilometers, Other, and No-Meter.

NOTE: You can only use a measurement term once per unit.

If you will not be measuring anything for the unit, use No Meter.

The following table describes the unit meter information that you should plan and recordfor each of the unit's meters.

Table 7-2. Meter Information


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

Primary Indicate whether 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 Reading The initial meter reading from which you will start to accrue andbegin all calculations. Whether this is a brand new unit or an olderunit, record its current meter reading.

NOTE: The original or beginning meter reading must be accurate! Itis absolutely important that this Start meter reading is accurate, asthis is the point from which all future entries will be gauged. If thismeter is wrong, all of your reports and scheduling will be wrong.

Date of the InitialMeter Reading

Record the date of the initial meter reading.


Table 7-2. Meter Information


Pre-Dossier MilesRun

Record the unit usage before unit maintenance history was beingrecorded in Dossier.For example: If you buy a used unit that already has 50,000 milesof usage, you would enter "50,000".

Max Miles 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,the program will give a warning message that the entry is probablyincorrect.This tolerance factor is gauged on a daily basis by taking 13650and dividing it by the number of days in a given month. The Max, ortolerance, is measured monthly since the last correct entry.

Notes About Unit Meters Datal Every unit must have a meter to be entered into the program, and No Meter is anacceptable meter.

l Accurate initial and on-going meter readings are crucial to the operation of theprogram, as everything will be measured by them.

l On-road vehicle fleets generally use miles as the primary meter measurement, but theycan also use a second hours meter to measure PM services. Although rarely used, thethird meter is provided for your convenience.

l Train your drivers/operators/staff to get the mileage or other meter readings correct thefirst time.

l You should use whole numbers only and no tenths.


Fuel Information

Dossier tracks and reports mileage traveled and fuel purchased by state, unit, or fleet forIFTA (International Fuel Tax Association) or IRP (International Registration Plan)reporting purposes.

The following table describes the fuel information that you should plan and record for theunit.

Table 7-3. Fuel Information


Tank Size Enter the maximum gallons as a reference for this unit.

IFTA - InternationalFuel TaxAgreement

Select this option If you have the optional Trip Reporting feature andthis unit is included in the IFTA for fuel tax reporting purposes.

IRP - InternationalRegistration Plan

Select this option if this unit is included in the IRP, for fuel taxreporting purposes.

Fuel Source/CardNumber

If you have the optional Dossier Automated Fuel and Mileage Importfeature, record the unit's primary fueling site and correct fuel cardnumber. You can record other allowable fueling sites and fuel cardnumbers as necessary.

Serial Numbers

Record a unit’s additional serial number names and numbers on page 2 of the planningform. These serial numbers might include chassis, engine, transmission, or othercomponents.

Preventive Maintenance Scheduling

On the Unit Data Collection Form, record the preventive maintenance services that arerequired for the unit. For each PM, record:

l The PM name

l When the PM was last performed on the unit

l If applicable, the meter reading, including the units (e.g., days, miles, etc.)

If there is no record of when the last preventive maintenance service or item wasperformed on a used unit, enter 0 for its meter and 1/1/00 as the date last performed.

NOTE: If you are only using a meter reading and ignoring days as you are schedulingintervals, you still must enter a date last performed. The program will ask you this information,although it will be omitted when alerting you to the next time the service is due.

If this is a new unit, enter the in service meter reading and date.


The program is pre-loaded with four linked preventive maintenance schedules. AdditionalPMs can be added using the PMs and PM Groups code tables. For information how PMsand PM groups are added to Dossier, refer to "PMs (Preventive Maintenance)" on page138.

If you do not know the correct preventive maintenance required for your units and theirschedules, consult the unit manufacturer for appropriate intervals.

Licenses and Permits

Dossier records, schedules, and reports license and permit renewals.

The following table describes the license and permit information that you should plan andrecord for the unit.

Table 7-4. Licenses/Permits Information


State The state that issued the license or permit.

Type The license or permit type.

Number The license or permit number.

Issue Date The date the license or permit was issued.

Expiration Date The date the license or permit expires/expired.

Costs

DepreciationDossier will automatically calculate and post depreciation based on a straight-line process.This will give you a current value of the equipment and a cost per mile or other measurefor depreciation.

The following table describes the depreciation information that you should plan andrecord for the unit.

Table 7-5. Depreciation Information


Date to StartDepreciation

The date on which to start the unit's depreciation.

Book Value at Start ofDepreciation

The unit's book value at the start of the unit's depreciation.If the unit has just been purchased, record the full delivered price ofthe unit.If this is a used unit and has been in your fleet for a while, record apro-rated value of the unit to match the start date of the automaticdepreciation process.


Table 7-5. Depreciation Information


Remaining UsefulLife in Months

The number of months for the unit's useful life. At the conclusion ofthis period, the unit value will be depreciated to the salvage value.

Salvage Value The value of the unit at the conclusion of the depreciation period.This value can be 0 or a dollar amount at which you want thedepreciation process to stop on this unit.

Pricing Methods - Parts and LaborDossier defaults to Current price for costing parts and Straight Time for costing labor. Youcan change this default to another method by selecting which pricing method you want touse with this unit. This is important especially for outside units you bill for maintenanceand repair services you perform.

Parts Pricing Method: Check one of the following methods to price parts:

l Average – The Average price paid for that part

l Last - Last price you paid for the part

l Current – System calculated price

l List - Full list price of the part

l List-Minus - List price minus a discount

l Preferred – Heavily discounted price charged to good customers

Labor Pricing Method: Check one of the methods to price labor to a unit:

l Straight time - Normal hourly time rate you charge your own fleet

l Shop Rate 1 - Highly discounted rate charged to outside customers

l Shop Rate 2 - Modest discounted rate charged to outside customers

l Shop Rate 3 - Full retail rate you charge to outside customers

Customer: This feature is only available to those users who have the optional CustomerManagement module. Select the Customer to whom this Unit belongs. The Customer’sindividual labor and parts pricing method will override global settings.

Tax Exempt StatusDossier allows you to identify each unit as being exempt from tax costing for parts and/orlabor. This is important especially for outside units that you bill for maintenance andrepair services you perform.


Automatic Depreciation PostingThe program will allow you to automatically post depreciation costs on a monthly basis tosave data entry time. You must designate what to post and how much to post.

The following table describes the depreciation cost posting information to plan and record.

Table 7-6. Automatic Depreciation Posting Information


Start Date The date on which to start the unit's depreciation.

Book Value The unit's book value at the start of the unit's depreciation.If the unit has just been purchased, record the full delivered price ofthe unit.If this is a used unit and has been in your fleet for a while, record apro-rated value of the unit to match the start date of the automaticdepreciation process.

Useful Life The number of remaining months for the unit's useful life. At theconclusion of this period, the unit value will be depreciated to thesalvage value.

Salvage Value The value of the unit at the conclusion of the depreciation period.This value can be 0 or a dollar amount at which you want thedepreciation process to stop on this unit.

Automatic Cost PostingThe program will allow you to automatically post certain costs on a periodic basis to savedata entry time. You must designate what to post and how much to post.

The following table describes the automatic cost posting information to plan and record.

Table 7-7. Automatic Cost Posting Information


VMRS System The System Code against which to post the costs.

Description A description of why this cost is being charged to the unit.

Start Date/End Date Record the start and end dates of the posting periods.- or -Record the start date only and record the number of periods.

# Periods The number of posting periods.

Parts Cost/LaborCost

The parts or labor cost to post.


Warranty

The program needs a starting point for warranty tracking.

The following table describes the warranty information to plan and track for each warrantythat applies to the unit.

Table 7-8. Unit Warranty Information


Warranty The warranty to apply to the unit.

Vendor The vendor who will honor this warranty.

NOTE: If your installation of Dossier does not include the VendorManagement license, do not record a vendor. For information aboutDossier editions and optional features, refer to "Dossier Editions" onpage 10.

Start Date The start date to begin calculating the warranty period in time.

Start Reading The start meter reading if applicable and appropriate.

Term The warranty term: miles, hours, or kilometers.

Documents

The program allows you to save and link almost any kind of document or image to yourunits, parts, and personnel. These documents can include photos and scanned images, PDFfiles, Excel files, Word documents, and just about any other kind of document or picturefor viewing or printing.

First decide if you want to store your documents to your local hard drive or to a networkdrive. If you are the only Dossier user, there is no need to put the images on a networkdrive, but it is recommended for safety and security.

Tires

Plan and record the tire information described in the following table for each of the unit'stires.

Table 7-9. Unit Tire Information


Tire Number The tire number.

Date On The date the tire was installed on the unit.

Position The position of the tire on the unit.


Table 7-9. Unit Tire Information


Condition The condition of the tire (e.g., Casing, Scrap, Sold, Used, UsedRecap).

Last Tread Depth The most recent tread depth reading.

Last Pressure The most recent pressure reading.

Entering Past Repair History

To record unit history before Dossier was used to track maintenance, it is recommendedthat the mileage be recorded in the Pre-Dossier miles run entry in the Meters section of theUnit Data Collection Form. Repairs done before Dossier can be accounted for by enteringa repair order with the necessary level of detail and cost to describe the unit history.

For more information, contact Dossier Customer Support at 609-526-2820 or [email protected].

Collecting Parts Inventory DataMoving to computerized control of parts inventory is not difficult if your parts area orroom is clean, neat, and organized. If not, take the time now to organize your parts area. Itis more time-efficient to organize your inventory before trying to collect the data to planand enter the initial parts data into Dossier.

Once your inventory is organized and entered into Dossier, the process of tracking,costing, and re-ordering is automated with each part charged on a repair order, or receivedfor restock from vendors.

Controlling parts is performed in many different ways. Some fleets inventory every nut,bolt, and washer, while others don’t record anything under $5 as their minimum thresholdto inventory an item. And some only inventory the most expensive items.

Once you decide on your cost threshold of inventory, any items costing less than thatamount can be expensed evenly across the fleet. The Dossier X-Factor feature, which iscovered in the Dossier Daily Operations Manual, will do this for you automatically.Using this feature will allow you to capture the cost and a history of what you did toaccount for the true cost.

Dossier permits users to enter parts ad hoc as they are using the system on a daily basis.However, we don’t recommend this approach as it can create inaccuracies. If you are notcareful, it can create confusion if users use different terms for the same part and take moretime than starting off your automated inventory control process with a proper full initialcount.

Part warranties are recorded on each part individually. A part warranty’s interval can bedefined in days and/or any unit of measure used by Dossier units (e.g., 10,000 miles).Warranty will be assumed to be activated when it is charged to a unit via a repair order,not while sitting on the inventory shelf.


Counting and entering your parts inventory into the program should be among the lasttasks you perform before actually running the program on a day-to-day basis.

All units, mechanics, and vendors should be entered into the system before entering parts.This will ensure that your original count is as accurate and as current as possible as youbegin using the program.

If your inventory is on a computer system now, contact Dossier Customer Support at 609-526-2820 or at [email protected], about importing your current inventoryfiles to save you time. If you don’t have an automated system now, take your count usingthe paper-based Parts Data Collection form. Make as many copies of this form as you need.

Multiple Locations for PartsIf you have multiple sites where parts are stored or used, the program allows the same partnumber at more than one location. For example, you might have more than one repair shopand each shop might have its own inventory of part number 1157-light bulb. The site fieldwill separate each shop’s inventory of the 1157-light bulb part. Further, each will have itsown unique vendor, pricing, on-hand amounts, reorder levels, histories, etc.

Part AliasesIf the Enabled Part Aliases parts setup option is selected (refer to "Part Options" on page62), part aliases will be included as separate part entries in lists.

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 aresearchable and are included in Parts reports.

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 as:

SA33313 (~33313)


Parts Inventory Data Collection Form

The multi-part Parts Inventory Data Collection Form is shown below. The following topicdescribes the parts data to be collected.


Completing the Parts Inventory Data Collection Form

The following table describes the part information to plan and record.

Table 7-10. Part Information


Part Number 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 If the part is a fluid (but not a fuel), then record the fluid type.

Manufacturer The name of the part manufacturer.

Units of Issue The units in how the part is issued (e.g., each, kit, gallon).

Vendor (Primary) The vendor who normally supplies this item. A vendor entry isrequired for the automatic reorder by vendor feature to work.

VMRS Code The VMRS or System Code to which this part is normally used, suchas 40-Engine or 30-Electrical.

User Code An accounting code (cost center) for the part.

Current On Hand The current parts count.

Reorder Level The lowest amount on hand to trigger a reorder.

Max Stock Level The maximum amount you want to stock.

Average Cost For the initial entry, you can record the last price you paid for this partin this field.

Last Price Paid The last price you paid for this part.

Current Price The price you want. Usually this is the same as the last price paid oraverage price but it might also have a markup. This price and theaverage price are automatically adjusted with each new receipt of areorder.

Preferred Cost The cost to charge a preferred customer.

List Price The full list price of the part. Typically recorded if you are chargingcustomers for the part as part of repair work.

List Minus The discounted price you might charge a customer for this part.

Stock Select this check box to indicate that this item is stocked.

Wear/Routine Select this check box to indicate that this item is a wear and tear part.

Print Labels Select this check box to have labels for this part automaticallyqueued for printing by default when the part receipt is recorded.


Table 7-10. Part Information


Cross Reference Select this check box to indicate that this part will be cross-referenced with another part. Record that part in the Cross-Reference section of the form.

Core Enabled Select this check box to indicate that there is a corresponding corepart. Record that part in the Cross-Reference section of the form.

Core Part Select this check box to indicate that this part is a core part.

Tire Select this check box to indicate that this part is a tire part.

Qty on Order The total quantity that is currently on open purchase orders.

Site The site at which the part will be available.

Short Location The short designation for the location at the site for the part. Forexample, 1-1-1 could represent Aisle 1, Row 1, Bin 1.The Short Location is printed on the part label.

Building, Room,Aisle, Row, Shelf,and Bin

The exact location of the part at the site. This information is used forlookup purposes.

Complete the following additional information about the part in the appropriate sectionsof the form.

VendorsRecord all the vendors who supply this part. For each vendor, record:

l The last price the vendor charged for the part

l Whether the vendor is the primary source for the part

l Optionally, an alias part number for the part (that is, the vendor's part number if it isdifferent than the Dossier part number for the part)

Cross-Referenced PartsRecord all of the parts that could substitute for the current part, including a description,quantity, and location information.

Warranty InformationRecord the part's warranty information. You can use either time or distance or both tocalculate the warranty.

l Enter the time term in measure of days, months, or years.

l Enter distance or meter term in miles, hours, kilometers, or other meter.


DocumentsRecord which documents that you want to link to the part. These can include photos andscanned images, PDF files, Excel files, Word documents, and just about any other kind ofdocument or picture for viewing or printing.

Collecting Tire DataUse the paper-based Tire Collection Form to collect the tire data for the initial tire dataentry. Complete one copy of the form for each tire to be entered in the system.

When completing the form, if data entry is not known, you can enter “Unknown.” If adata entry does not apply, you can enter “Does not apply” or “N/A.”


Tire Data Collection Form

The Tire Data Collection Form is shown below.

Completing the Tire Data Collection Form

The following table describes the tire information to plan and record.


Table 7-11. Tire Information


Tire Number The tire number.

Orig. Manufacturer The name of the tire manufacturer.

Site The site at which the tire will be available.

Tire Size The tire size.

Position The position on the vehicle at which the tire is typically used.

Date Acquired The date the tire was delivered.

Purchase Price The cost of the tire.

Desired Pressure The optimal pressure for the tire.

Tread Warning The tread value at which a tread warning will be issued.

Condition The condition of the tire (e.g., Casing, New, New Recap, Scrap, Sold,Used, Used Recap).

Number of Recaps The number of times the tire has been recapped.

Location The stored location of the tire. Choices are Tire Storage Area, OnUnit, At Vendor, Missing, and Disposed.If Disposed is selected, record a reason (e.g., Casing unserviceable,Inner liner cracking, Radial split, etc.). For more information about tiredisposal reasons that are available on your system, refer to "TireDisposal Reasons" on page 131.

Specifications The tire's specifications.For more information about the tire specifications that are availableon your system, refer to "Tire Specifications" on page 138.

Initial Tread Depth The tire's initial tread depth will need to be entered when adding thetire to the database.

Initial PressureReading

The tire's initial pressure reading will need to be entered whenadding the tire to the database.

Collecting Fuel Inventory DataYou can track fuel as inventory. However, it is not necessary for the program to price andtrack fuel on a per vehicle basis.

Taking a tank reading and entering your gallons in inventory into the program should beamong the last tasks that you perform before you actually start running the program.Everything else should be entered first.

NOTE: Do not delete the preloaded fuel parts in Dossier.


Fuel Inventory Data Collection Form

The Fuel Data Collection Form is shown below.

Completing the Fuel Inventory Data Collection Form

The following table describes the fuel information to plan and record for each fuel item.


NOTE: Unless you are fueling vehicles other than your own and charging them at a retailmarkup, we suggest that you leave Preferred Price, List Price, and List Minus blank.Otherwise, you must have fuel items at a separate fuel site to associate them with the retailpricing methods.

Table 7-12. Fuel Information


Fuel Item The fuel item to be tracked in inventory.

Description Describe the fuel as simply as possible.

Manufacturer The manufacturer or refiner's name.

Units of Inventory Enter how you issue this fuel: gallons, liters, etc.

Vendor (Primary) The vendor who normally supplies this fuel item.

Class Code 00-Fuel is the default code to which fuel is normally associated. Ifyou enter another code, some report features will not calculateproperly.

Current On Hand Your most current fuel inventory level count.

Reorder Level The lowest amount on hand to trigger a reorder.

Max Stock Level The amount to reorder that will rebuild stock.

Average Cost If you don’t know the average price, it is recommended that yourecord the last price you paid. This value will automatically adjustfrom this point forward when new fuel inventory is received.

Last Price Paid The last price you paid for this fuel.

Current Price The last price you paid for this fuel.

Preferred Price The cost you want to charge a preferred customer for this fuel.

List Price Enter the full list price of the fuel if it is being purchased by acustomer.

List Minus The discounted price to apply to this fuel if it is being purchased by acustomer.

Stock Select this check box to indicate that this item is stocked.

Site The fueling site.

Short Location Enter a short description for the site where this fuel is stored forreporting purposes. For example, NJ - pump - #1.

Complete the following additional information about the part in the appropriate sectionsof the form.

VendorsRecord all the vendors who supply this fuel and the last price the vendor charged for thefuel.


Cross-Referenced Fuel ItemsRecord all of the fuel items that could substitute for this fuel item, including a description,quantity, and location information.

Collecting Vendor DataTracking your vendors is important for many reasons. Dossier allows you to assign a partto many vendors. However, only one can be the primary vendor for reordering purposes.Vendor information is also handy for fast look up of which vendors provide what type ofservices.

Each transaction is recorded into history files. These history records will help you identifydollars spent with a particular vendor for parts purchases and services rendered.


Vendor Data Collection Form

The Vendor Data Collection Form is shown below.

Completing the Vendor Data Collection Form

Much of the Vendor Data Collection Form is self-explanatory. Complete one form for eachvendor.

Vendors used separately by more than one site must each have a different vendor name(e.g., VendorName-site1, VendorName-site2).

If one vendor account is to be shared, select the All Sites check box.


For Services Rendered, select the appropriate check boxes for the services that each vendorprovides to your fleet.

l If you want certain vendors to appear and be used on repair orders, select the ROVendor check box.

l If you want to order or receive parts from them, select the Supply Parts check box.

Collecting Personnel DataAccess to information about the people who maintain and drive your equipment is acrucial piece of the maintenance management puzzle. It is also sensitive data and shouldbe protected. If you don’t use the security feature, we recommend that you limit whatinformation you enter about people here.

Each person has a general file that includes information such as name, employee number,social security number, home address and contact information. Since some of thisinformation is personal, this data should be kept secure and available only to authorizedpersons.

For Mechanics, the program will use this information to track which mechanic performedwhat task, automatically price labor costs based on the time it took to perform a task, andproduce productivity reports by mechanic or the full shop. You can also track expirationdates for personnel certifications.

For Drivers, the information includes license data, commercial driver license (CDL) data,physical exam information, and who is assigned to which units, when they were assignedto this unit, and at what mileage.

Personnel can be assigned to a particular site and with the security option limited to viewjust those units, parts, and vendors assigned to their site.

Developing Labor Rates

There is no standard method of developing labor rates, but there are some rules of thumb.

Method 1: Average RateObtain the total dollars paid to all mechanics last year, plus the cost of all benefits,uniforms, etc., and divide by the total number of hours worked on units. Considerincluding management and clerical costs and hours in the equation.

Method 2: Individual RateInclude the hourly wage plus the value of all benefits.

Method 3: Local RatesFind what similar local repair shops are charging per hour. Add or subtract from thathourly amount.

Method 4: Shop RatesUse your average straight time rate and add a profit margin.


Personnel Data Collection Form

The Personnel Data Collection Form is shown below.

Completing the Personnel Data Collection Form

General InformationThe following table describes general information about the employee.


Table 7-13. General Employee Information


Emp. Number The employee number.

Name The first, middle, and last name of the employee.

SSN The employee's social security number.

Site The shop site at which this person is assigned.

All Sites Select this check box to indicate that this person can access fromother sites.

Comments Enter any comments or notes about the employee.

Address and PhoneNumber

The employee’s mailing address and phone number.

Emergency ContactInformation

The name, relationship, and phone number of the employee’semergency contact.

Certification InformationFor each of the employee's certifications, record the type of certification, the state it wasissued, the number, and the date of issue and expiration.

Driver InformationThe employee can be designated as a driver or mechanic, but not both.

The following table describes the driver information to record if the employee is going tobe designated as a driver.

Table 7-14. Driver Information


License Number The employee’s driver license number.

License State The state the license was issued.

LicenseExpiration

The date the license expires.

CDL Class The CDL class.

Last PhysicalDate

The date of the employee’s last physical.

Next PhysicalDate

The date of the employee’s next physical exam.

Mechanic InformationThe employee can be designated as a driver or mechanic, but not both.


The following table describes the mechanic information to record if the employee is goingto be designated as a mechanic.

Table 7-15. Mechanic Information


Straight Time Rate Record what you want to charge a typical vehicle for this mechanic'sstraight time hourly rate.

Overtime Rate 1 Record what you want to charge a typical vehicle for this mechanic'sovertime hourly rate for the 2nd shift. Usually it’s time and one half ofhis straight time rate.

Overtime Rate 2 Record what you want to charge a typical vehicle for this mechanic'sovertime hourly rate for the 3rd shift or holiday rate. Usually it’sdouble time and one half of his straight time rate.

Shop Rate 1, 2, 3 These are the labor rates you charge outside customers or otherdepartments if you want to mark up your normal labor rates for thismechanic.Record a dollar amount for each rate for this mechanic. If you don'twant to charge a Shop Rate, you can leave this blank.

Shift Select a shift for this mechanic. This information is optional.

DocumentsRecord which documents that you want to link to the employee. These can include photosand scanned images, PDF files, Excel files, Word documents, and just about any otherkind of document or picture for viewing or printing.

Collecting Customer DataThe 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.

For information about purchasing a Customer Management feature license, contact DossierSystems at 609-747-8800.

Who Is a Customer

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.


What Is a Quote

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.

What Is an Invoice

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.

Collecting Customer Vehicle Information

Collecting a customer’s initial vehicle information can be done at the time that yourcustomer presents themselves and their vehicle. For those customers with fleets of units,we suggest that you enter all of your fleet customer’s vehicles at one time, but this notnecessary.

The vehicle data you need is the same information that you would gather about your ownfleet vehicles. The only difference is that these vehicles are assigned to customers andhave their own labor and parts rates.

You can collect and enter as much or as little vehicle data as you like, but you must atleast have the following items:

l Unit Number - Remember that unit numbers must be unique within the Dossierprogram. You need to use some method to separate one customer’s vehicle #123 from


another customer’s vehicle #123. We suggest using a two- or three-letter prefix toidentify a customer vehicles, such as ABC123.

l Category of Equipment - Record the type of unit: Tractor, Trailer, Truck, etc.

l Start meter reading - Record miles/hours reading and date.

l Customer - Record who owns this vehicle.

It is up to you how much customer vehicle information you collect, but the more specsand equipment data you enter, the better.

For general information about collecting unit data, refer to "Collecting Unit Data" on page147.

Customer Data Collection Form

The Customer Data Collection Form is shown below.

Completing the Customer Data Collection Form

Record the address and contact information for each customer on a Customer DataCollection Form.

Also record the additional customer information that is described in the following table.


Table 7-16. Customer Information


Site, All Sites The site at which the customer's units are maintained.Select the All Sites check box to indicate that units for this customercan be maintained at any of your sites.

Hourly Labor Rate The dollar amount that a particular customer will be billed for perhour on a repair order. Dossier allows one hourly rate percustomer.

NOTE: If you need multiple rates for the same customer, you mustenter multiple customers. For example: National Acct. = $75National Acct. #1 = $80.

Parts Pricing Method The part pricing method used on repair orders to bill this customer(e.g., List, Average, Last, Preferred, List-Minus, Current).This entry sets the basis for the markup percentage amount.

Markup/Discount (%) The parts markup percentage to be applied to the base part pricingmethod. Use a decimal point; for example, .30 = 30%.

Payment Terms The payment terms for this customer (e.g., 30 days, COD).

Units Record each of the units that are assigned to this customer.

Notes Record any notes about this customer that you want to enter in thesystem.


Chapter 8: ConfiguringAdditional Items

This chapter covers configuring additional items in Dossier, such as sites, states, andtemplates.

Configuring BudgetsUse the Budget feature to set up your financial budget projections for the entire fleet, agroup of equipment, a department, and so forth. You can use as many budgets as you like.

To add a new budget:

1. On the Setup menu, click Budget. The Budgets window displays.


3. On the Budget Periods tab, enter a name for this budget report.

4. Select which site will have access to this budget. If every site will have access, selectthe All Sites option.

5. Select whether the budget is for each period or for the entire year and select the budgetyear. The grid to the right displays the budget periods or year that you chose.


6. Go to the Budget Amounts tab to enter your budget amounts.

Budgets can be set up in three ways: Total, Category, and VMRS System Code.

7. Select Total, the Category, or the VMRS System Code in the pane on the left for whichyou want to create a budget.

8. Using the budget grid on the right, enter your part and labor costs for each item in theappropriate period.

180 | Chapter 8: Configuring Additional Items

9. Go to the Budget Units tab and select the group of units to which the budget will beapplied.

Click the All Units button to apply the budget to all units. Or, click the Search buttonto search for and select a specific group of units.

10. When you have finished making your budget entries on each tab, click the Save buttonto save them..

Configuring Life Cycle GroupsLife Cycle Groups are groups of vehicles that are similar in terms of expected service life,utilization, and fuel efficiency metrics. You can have as many Life Cycle Groups as youneed and name the groups as you like. Individual units can be included in more than oneLife Cycle Group. Life Cycle Groups are typically based on unit categories.

Defining Life Cycle Groups will enable you to utilize several reports that compare the fuelefficiency, service life (total days in operation), and utilization (miles run, hours run, etc.)of individual units to groups of similar units.

By default, there are no Life Cycle Groups defined. You can create Life Cycle Groupsduring the initial system setup, or create them at a later date if you will not be using theminitially.


Creating a New Life Cycle Group

1. On the Setup menu, click Life Cycle Groups. The Life Cycle Groups window displays.


3. Select the units to include in the life cycle group.

Click the All Units button to include all units in the group. Or, click the Search buttonto search for and select a specific group of units.

4. Select the Re-query check box at the lower right of the window if you want unitscreated in the future that meet the search criteria specified to be included in the group.

Clear the Re-query check box if you do not want the units specified to change.


5. On the Life Cycle Info tab, enter a short name for the group.

6. Next, enter the expected service life in months, the expected fuel performance(miles/gallon , hours/gallon, etc.), and utilization (total miles ,hours, etc.).

7. Click the Save button to save your entries.

Opening an Existing Life Cycle Group Using FindThe Find feature allows you find an existing life cycle group to open in the Life CycleGroup window for viewing or editing.

1. Click the Find button at the bottom of the Return Parts window. The Find Life CycleGroup dialog box displays.

2. Enter the search criteria.


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

If the life cycle group 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 entry in the result list that you want to open. The Find dialog boxcloses and the selected life cycle group is opened in the Life Cycle Group window.

Configuring SitesIf you have multiple locations where units, parts, vendors, and personnel reside, you canuse the Sites feature to assign and later identify the location (site) to which a unit, part,vendor, or personnel is assigned. This feature also allows you to automatically postappropriate localized taxes to parts and labor on repair orders. You will also be able toproduce reports based on sites.

Further, you can use the program security feature to restrict access of users to informationassigned to a particular site.

The sites to which users have access appear in lists on the unit, part, vendor, personnel,and many other data entry screens. Users can choose to view data from one, several, or allsites to which they have access when running reports.

The user can choose whether to filter data by all available sites or by a specific site fromFilter by Site (Setup > Filter by Site). If the filter is set to all sites, then the user’s screenswill automatically go to the default site, which is selected in User Accounts (Setup >Security > User Accounts).


Site Planning Form

You can use the multi-part Site Planning Form to record your site information prior toentering the sites in the system.

Entering Sites

To enter a new site:

1. On the Setup menu, click Configuration and then click Sites. The Sites windowdisplays.


2. Click the New button to create a new site.

3. Enter a name for the site and then complete the information on each of the tabs in thewindow. Refer to the tab topics below.

4. When you are finished making your entries, click the Save button to save them.

Specifying Setup Options for This SiteMost of the tabs on the Sites window contain site setup options, which are also defined inthe global Setup Options described in "Setup Options" on page 39.

It is important to understand how Dossier chooses whether to use the values definedlocally for a site or the global Setup Option values.

Site setup options that are defined in the Site window will be used only if the Use SiteSetup Options check box on the General tab is selected. If this check box is cleared, thesetup option values specified for the site in the Site window will not be used, and thecorresponding value specified for the global Setup Options will be used instead.


General TabThe following table describes the information that you enter on the General tab.

Table 8-1. General Site Information


Name The name for the site.

Contact The name of the contact for the site.

Description A description of the site.

Address The site address.

Time Zone The time zone for the site.

Observes DaylightSaving Time

Select this check box to indicate that the site observes DaylightSaving Time.

Use Site SetupOptions

If you want to specify setup options specific to this site and not thosedefined in the global Setup Options, select this check box. Thencomplete the information on the other tabs that you want to specifylocally for this site.If this check box is not selected, Dossier will ignore any option valuesspecified for the site and use the value defined in global SetupOptions instead.

System Info System information about when this site record was created ormodified, and by what user. For more information about the SystemInfo panel, refer to the Dossier Daily Operations Manual.


Units TabThe unit setup options on the Units tab are described in the following table.

Table 8-2. Unit Setup Options

Setup Option Description

Parts Pricing Method Select the default parts pricing method to use:AverageLast Price PaidCurrent (the default)ListList MinusPreferred

The last three methods are usually used for special equipmentonly.You can change the pricing method for individual units on the UnitControl Form.

Labor Cost Method Select the default labor pricing method to use:Straight time (the default)Overtime 1 (2nd shift rate)Overtime 2 (3rd shift rate)Shop Rate 1, 2, or 3

The Shop rates are usually used for higher (or lower) hourly ratesfor work you might do on certain equipment.This setting can be changed for individual units on their UnitControl form.

Parts Tax Rate (Optional) Enter a tax rate to apply when charging out parts onrepair orders.


Table 8-2. Unit Setup Options


Tax Exempt on Parts Select this option to indicate by default that parts used in repairorders are tax exempt.You can change this setting for the individual units on the UnitControl Form.

Labor Tax Rate (Optional) Enter a tax rate to apply when charging out labor onrepair orders.

Tax Exempt on Labor Select this option to indicate by default that labor charges used inrepair orders is tax exempt.You can change this setting for the individual units on the UnitControl Form.

Parts TabThe part setup options on the Parts tab are described in the following table.

Table 8-3. Part Setup Options


Current Price Select the pricing method to use:AverageLast Price

Markup (%) Enter the markup percentage to use.

List Minus andPreferred Price

You can choose to update a part’s List Minus and Preferred priceswhen the List Price is initially set or later modified. For example, ifthe list minus modifier is 10%, and you set a part’s List Price to$100, Dossier will automatically subtract 10% and set the part’sList Minus price to $90.


Table 8-3. Part Setup Options


List Minus Modifier(%)

Enter the List Minus Modifier percentage. This value must be apositive number. It will be calculated as a percentage discount.

Preferred Modifier(%)

Enter the Preferred Modifier percentage. This value must be apositive number. It will be calculated as a percentage discount.

Suppress PartInventory Below ZeroWarning

Select this option to suppress the Part Inventory Below Zerowarning on RO entry when a part quantity falls below 0.

Repair Orders TabThe mechanic labor setup options on the Repair Orders tab are described in the followingtable.

Table 8-4. Mechanic Labor Options on Repair Orders Tab

Option Description

Mechanic Labor Options

Restrict MechanicLabor Entry (Clockin/out; self-assignment only)

Select this option to provide Clock In and Clock Out functions forself-assignment purposes as opposed to traditional labor entry, forwhich a mechanic is selected from a list.

ProhibitOverlappingAssignments

Select this option to prohibit a mechanic from having multiplerepair order assignments during the same time period.

Prohibit Save asClosed RO withoutTime-Out values

Select this option to prohibit closing a repair order unless time-outvalues have been specified.


Table 8-4. Mechanic Labor Options on Repair Orders Tab

Option Description

Taxes

Hide Labor LineTax

If taxes are not applicable for labor costs for this site, select thisoption to hide the labor tax entry for repair orders and in reports.

Hide Part Line Tax If taxes are not applicable for part costs for this site, select thisoption to hide the part tax entry for repair orders and in reports.

Meter and Fuel TabThe meter and fuel setup option is Fuel Parts Pricing Method.

Select the pricing method for pricing out fuel on fuel tickets. This is independent of theparts pricing method that you chose for non-fuel parts on the Unit option.

The choices are:

l Average (the default)l Currentl Lastl Listl List-Minusl Preferred


Hours TabOn the Hours tab, enter the site's hours of operation.

If you have chosen not to use the Downtime Analysis reporting feature of Dossier, nochanges are needed here. If you intend to use this reporting tool, set up the hours that yourunits are expected to be in operation. If your business day ends at 5 PM, a repair done onthe night shift does not incur downtime. A repair that happens at 2 PM and takes twohours to complete does incur downtime. This tab contains the information that this reportuses to perform this calculation.

Reports TabA typical Dossier installation includes only one report server (SSRS Server). In this case,the Report Server selection on the Reports tab can be left blank.

However, if your implementation of Dossier is utilizing multiple report servers, you canuse this option to have all users assigned to this site use a specific SSRS server forreporting purposes. This enables you to configure your sites to use different SSRS serversto maximize reporting efficiency.


Mail Server TabMail Server entries specify the mail server information that is required if the site uses adifferent mail server than the one defined in the Mail Server setup options.


Setting Description

Server The name of the SMTP mail server that will handle the outgoingemail from the Report Viewer for users at the site.

User ID The user ID for accessing the SMTP mail server. Required only ifthe SMTP mail server requires a user ID.

Password The user password for accessing the SMTP mail server. Requiredonly if the SMTP mail server requires a password.

Reply To Address The default email address that will be used in the Reply To field ofthe outgoing email from the Report Viewer for users at the site. Theuser can change Reply To email address when sending the email.

SMTP Port The SMTP port number for outgoing email from the Report Viewer.

Dossier Lite TabThe site options on the Dossier Lite tab control which units users are able to select fromthe Dossier Lite application. These options correspond to how user access to units hasbeen assigned. See "Planning Site Access" on page 25 and "Setting Up Group and UserAccounts" on page 26.

l All units accessible to the user. Allow the user to see all units at all sites to which theyhave been assigned.

l Only the user's currenlty assigned unit. Allow the user to see only the unit to whichthey are currently assigned. Use this option if users are being assigned access to onlyone unit and not to sites.

l Only units at the user's site. Allow the user to see only units that are at their assignedhome site.


Tires TabThe tire setup options on the Tires tab are described in the following table.

Table 8-6. Tire Setup Options


Automatically Generate TireNumbers

Select this option to have Dossier automatically generate tirenumbers.

Starting at If automatically generating tire numbers, enter the starting tirenumber.


Table 8-6. Tire Setup Options


Automatically Generate TireNumbers Tire NumberPrefix

If automatically generating tire numbers, enter the tirenumber prefix.

Tire Number Length If automatically generating tire numbers, enter the length ofthe tire number.

Configuring StatesDossier is preloaded with the states in the U.S. They are used when entering mileage andfuel data. You can add states to the list if you wish.

If you have the Trip Reporting option for IFTA/IRP units, this is where you choose thestates that are adjacent to each state where your units run.

To open the States dialog box, on the Setup menu click Configuration and then clickStates.

To add a state, click the New button. Enter the state code and name, and then click theSave button to save the entry.

To specify adjacent states to a state, select the state in the Locate State list. Select theadjacent states in the Available States list and then click the Add button. The selectedstates are added to the Adjacent States list.


Configuring VMRS CodesThe American Trucking Association-TMC’s VMRS codes use up to 9 digits. This codingmethod is very extensive and covers almost every component, nut, and bolt possible onvehicles.

In Dossier, VMRS codes are used to identify components of a unit or item to which youwant to charge and track costs, generally for parts, labor, or administrative items. Thesecodes are used by your mechanics or vendors to identify what component of the vehiclethey are working on and where to charge costs. They are also used extensively throughoutthe program for repair histories, identifying parts, and reporting.

Refer to the Appendix for a list of example VMRS codes.

Structure of VMRS CodesAn example of a VMRS Code is: 040-011-021.

The VMRS Codes are broken into three segments:

l The first 3-character segment specifies the System, or major group (e.g., 040 = Engine)

l The second 3-character segment specifies the Assembly (e.g., 011 = Coupling).

l The third 3-character segment specifies the Part (e.g., 021 = Oil filter by-pass).

Dossier allows you to use the first three digits alone, the first six, or all nine. You cannotchange the pre-loaded codes, but you can add as many new codes as you like to this listto further define or refine where your costs are being applied. The new codes must startwith a letter instead of a number to reserve the nine-digit VMRS Systems for furtherexpansion by the ATA at a later date.

NOTE: Use care if you decide to add to the original list of VMRS codes. Too many codes canbecome confusing to mechanics who have to provide the part and labor costing information.

Adding VMRS System CodesTo add a user-defined VMRS System Code:

1. On the Setup menu, click Configuration and then click VMRS Codes. The VMRSCodes window displays.


2. Click the Add button. The pane on the right displays the boxes and options fordefining the VMRS code.

3. Specify the code and configuration information for the new VMRS system. Refer to thefollowing table for a description of the fields and options.

Table 8-7. VMRS System Information


System The system designator of the System Code. Replace "New" in theSystem box with a 3-character alphanumeric code. (A user-definedVMRS code must contain at least one letter.)

Description A description of the code.

Obsolete Select this option if this code is obsolete.

Suppress Codes cannot be removed from Dossier, but you can select thisoption check box to suppress the code if it should not be used.If this option is selected, users will no longer see this code and itsassembly/component codes when they enter a repair order.To begin using the code again, clear this option check box.


Table 8-7. VMRS System Information


Group As specified by the TMC, for standard VMRS codes this is the secondletter of the System field. For user-defined VMRS codes, it is the ‘U’.

Category Choose a reporting category—R/O, Fixed, or Fuel—for the system.

One Page Report Select this option to have this System Code listed separately on aone-page Unit, Category, or Fleet Cost Summary report.One-page reports will display approximately 20 repair order codes(and 2 fixed category codes), listed separately on the one-pagereports. The costs for the other System Code will still be on thereport, but they will be grouped together as “Other Operational.”To see all of your System Code listed separately, do not select thisoption.

X-Factor VMRSCode

Select this option to include this System Code in the X-factor codeslist.

Work AccomplishedCodes

Select which Work Accomplished codes should be available for thelabor details associated with this System Code.

4. When you are finished entering the system information, click OK to save your changes.

The System Code is added to the VMRS Codes list.


Adding VMRS Assembly CodesTo add a user-defined assembly code to a System Code:

1. Select the user-defined VRMS System Code to which to add the assembly code.

2. Click the Add button.

3. Specify the code and configuration information for the new assembly. Refer to thefollowing table for a description of the fields and options.

Table 8-8. VMRS Assembly Information


Assembly The 3-character code that identifies the assembly.




Table 8-8. VMRS Assembly Information


Suppress Codes cannot be removed from Dossier, but you can select thisoption check box to suppress the code if it should not be used.If this option is selected, users will no longer see this code and itscomponent codes when they enter a repair order.To begin using the code again, clear this option check box.

Group As specified by the TMC, for standard VMRS codes, this is thesecond letter of the System field. For user-defined VMRS codes, it isthe ‘U’.

4. When you are finished entering the assembly information, click OK to save yourchanges.

The assembly code is added to the System Code.


Adding VMRS Component CodesTo add a VMRS component code for a user-defined part:

1. Select the user-defined assembly code to which to add the component code.

2. Click the Add button.

3. Specify the code and configuration information for the new component. Refer to thefollowing table for a description of the fields and options.

Table 8-9. VMRS Component Information


Component The 3-character code that identifies the component.




Table 8-9. VMRS Component Information


Suppress Codes cannot be removed from Dossier, but you can select thisoption check box to suppress the code if it should not be used.If this option is selected, users will no longer see this code when theyenter a repair order.To begin using the code again, clear this option check box.

Group As specified by the TMC, for standard VMRS codes, this is thesecond letter of the System field. For user-defined VMRS codes, it isthe ‘U’.

4. When you are finished entering the component information, click OK to save yourchanges.

The component code is added to the assembly code.

Suppressing a VMRS Code from UseYou can suppress a VMRS code so that it is not used in Dossier. However, you still willbe able to report on these codes.

To remove a VMRS code from use, select the VMRS code in the tree on the left pane andselect the code's Suppress check box. When the Suppress check box is selected, the codewill no longer be selectable and will not show up in lists within Dossier.

Marking a VMRS Code as ObsoleteDuring a VMRS upgrade, codes can become obsolete. You can indicate that custom codesare obsolete.

To mark a VMRS code as obsolete, select the VMRS code in the tree on the left pane andselect the code's Obsolete check box. You will still be able to use these codes, and this isonly an indication that the code is obsolete.


Configuring SourcesDossier supports integration with external systems. How the data that is imported fromexternal systems is handled in Dossier can be controlled by settings on the SourceConfiguration dialog box.

To open the Source Configuration window, on the Setup menu click Configuration andthen click Source Configuration.

To load an external system's source settings, select the source in the Locate list. Bydefault, the following entries are included in the list:

l Dossier, for items created in Dossier.

l Unknown, for items that created in previous versions of Dossier.

Protecting Data for Items from External Systems

The Item Configuration pane lists items that can be imported into Dossier from theexternal system. By default, none of the items are protected. However, typically some ofthe data fields for these items should not be modified by Dossier users if the items areimported from the external system. For example, for parts receipts from an external system,only the Notes should be changed, as the part receipt entry or modification is done in theexternal system. So to protect these items from Dossier user modification, click thecheckbox in Protect Items column. The entry changes to Yes.

If an item is protected, then “[Protected]” is displayed at the end of the title in the item’sentry window title bar.


Protecting Inventory Actions on Parts from ExternalSystems

The Item Configuration pane allows you to prevent Dossier users from performing thefollowing inventory-related actions for parts that are imported into Dossier from theexternal system:

l Part receipt

l Part return

l Part transfer

l Purchase order

For example, if a part was imported from an the external system and returning the partshould be entered in the external system, then you would not want a part return to beallowed for that part in Dossier.

So to protect an imported part from any of these actions, click action's check box in theProtect Inventory column.

If protected parts are on old Part Returns, for example, users will see the part from thesource but will not be able to add new parts to the form from that source.

Configuring Standard RepairsStandard Repairs are groups of pre-selected parts and labor data that you can use toautomatically fill in repair orders. This feature will save users data entry time whenentering repair orders. Enter as much or as little information as you want. Additionally,prices on Standard Repairs are automatically updated according to new receipts. StandardRepairs can be set up on an ad hoc basis when needed by saving selected repair orderparts and labor tabs as templates.

Standard Repairs are associated with VMRS codes. Only associated Standard Repairs willbe available through the repair order when the VMRS code is entered.


1. On the Setup menu, click Standard Repairs. The Standard Repair window displays.


3. Complete the information to be included in the template. Refer to the table that followsthis procedure for a description of the information.

4. When you are finished entering the template information, click the Save button to saveyour entry.

Table 8-10. Standard Repairs Information


Name The name of the Standard Repair.

Site The site at which the repair work is being performed.

Repair Reason Select the reason for the repair.

VMRS System Select the VMRS System Code related to the repair.

Work Accomplished Select the work accomplished code (e.g., A - PM level A).

Labor Type Select who will be performing the repair work, one of your mechanicsor a vendor.

Labor Hours If one of your mechanics is performing the work, enter the estimatednumber of hours required to complete the repair work.

Labor Cost If a vendor is performing the work, enter the expected labor cost.

Labor Assembly Select the VMRS Assembly Code that relates to the repair work.

Labor Component Select the VMRS Component Code that relates to the repair work.


Table 8-10. Standard Repairs Information


System Info System information about when this template record was created ormodified, and by what user. For more information about the SystemInfo panel, refer to the Dossier Daily Operations Manual.

Parts Grid Enter the parts and quantities that are required for the repair work.For certain editions of Dossier, some of the parts grid data will beautomatically entered by the system.

Description Enter the work description for this repair.

Configuring Warranty TemplatesWarranties apply to units or parts such that, if they fail, they are potentially covered bythe manufacturer or service provider.

NOTE: Parts warranties are covered under each part entered and reported upon separatelyfrom unit warranty.

You can create reusable templates of warranties for your equipment. If you intend to usethe unit warranty feature, you must pre-build your warranty templates that users will beable to choose when initially entering vehicle or equipment into the system. You can setthese warranty templates up now or do so later.

You can have as many warranty templates as you need. Use meaningful names, such as thename of the company providing the warranty (e.g., "Acme Bumper to Bumper").

Planning the Warranty Templates

You can use the Warranty Template Planning Form to record your warranty templateinformation prior to entering them in the system.

Record a name and description of each warranty. Then record the warranty terms in days,months, or years, and the warranty metrics term and units of measurement if distance isincluded. This can be measured in miles, hours, or kilometers. You can use time, distance,or both.

Finally, record which system cost codes you want to include under this warranty.


Entering a Warranty Template

1. On the Setup menu, click Configuration and then click Warranties to display theWarranties dialog box.

2. Click the New button. The Available VMRS Systems list populates with System Codes.

3. Enter the name of this warranty and a description.

4. Enter the warranty terms in days, months, or years, and the warranty metrics term andunits of measurement if distance is included. This can be measured in miles, hours,kilometers or some other meter. You can use time or distance or both together.


5. Specify which System Codes to include under this warranty by selecting them in theAvailable VMRS Systems list and then clicking the Add button. The selected SystemCodes are added to the VMRS Systems Under Warranty list.

6. Click the Save button to save your warranty template entry.

Configuring Unit SetsUnit sets are groupings of equipment used for reporting or costing purposes that do nothave similarities that can be chosen in the search and select options. You can have asmany unit sets as you need and can name the unit sets as you like. Individual units canappear in more than one unit set.

Before you can use this option, you must first have all your vehicles entered into theprogram. Once they are entered, you can make unit sets by assigning them a unique nameand selecting which equipment to group together under that new unit set.

The program does not initially include any unit sets. You can create new unit sets now orpostpone their entry to a later time.

Planning the Unit Sets

You can use the Unit Sets Planning Form to record your unit sets information prior toentering them in the system.


Creating a Unit Set

To create a unit set:

1. On the Setup menu, click Unit Sets.

2. Click New and the cursor will appear in the Name box.

3. Enter the name and description for the unit set.

4. Select the units to include in the unit set:

Select units in the Available Units list and click the Add button.

- or -

Click the Query button to search for and select a specific group of units.

The selected units are added to the Included Units list.

5. If you added units using the Query function, select the Re-query check box at the lowerright of the window if you want units created in the future that meet the search criteriaspecified to be included in the set.


6. To save your unit set entry, click the Save button.

Removing Units from a Unit SetTo remove units from a unit set, select the unit set in the Locate Unit Set list. Then selectthe units in the Included Units list and click the Remove button.

Deleting a Unit SetTo delete a unit set, select the unit set in the Locate Unit Set list. Then click the Deletebutton. You are prompted to confirm the unit set deletion. Click Yes to confirm it.


Configuring Fuel Analysis GroupsFuel analysis groups are a grouping of equipment put together for reporting and analyzingfuel economy. You may have as many fuel groups as you need and name the groups asyou like. Most often fuel groups are based on unit categories.

Before you can use this option, you must first have all your vehicles entered into theprogram. Once they are entered, you can make fuel analysis groups by giving them aunique name and selecting which equipment to group together under that new fuel groupname. For example, you might want to group units by year, model, or by engine type sothat you can compare fuel costs across these groups.

The program ships without any fuel analysis groups defined. You may create fuel groupsor leave this area alone until some later date.

Creating a New Fuel Analysis Group

To create a fuel analysis group:

1. On the Setup menu, click Fuel Analysis Groups.

2. Click New and the cursor will appear in the Name box.

3. Enter the name and description for the fuel analysis group.

4. Select the units to include in the fuel analysis group:

Select units in the Available Units list and click the Remove button.

- or -

Click the Query button to search for and select a specific group of units.

The selected units are added to the Included Units list.


5. If you added units using the Query function, select the Re-query check box at the lowerright of the window if you want units created in the future that meet the search criteriaspecified to be included in the group.


6. To save your fuel analysis group entry, click the Save button.

Removing Units from a Fuel Analysis GroupTo remove units from a fuel analysis group, select the fuel analysis group in the LocateGroup list. Then select the units in the Included Units list and click the Remove button.

Deleting a Fuel Analysis GroupTo delete a fuel analysis group, select the fuel analysis group in the Locate Group list.Then click the Delete button. You are prompted to confirm the fuel analysis groupdeletion. Click Yes to confirm it.

Configuring Report ExplorerYou can configure the report folder structure in the Report Explorer folder tree in thefollowing ways:

l Adding, renaming, and removing report folders

l Assigning group permissions at the folder level for creating and executing reports inthat folder

l Assigning reports to report folders

Configuring Report Folders

Adding a Report Folder1. On the Setup menu, click Configuration and then click Report Folder Management. The

Folders tab of the New Report Folder dialog box displays.


2. Click the New button. The Dossier reports are listed in the Available Reports box.

3. Enter a name for the report folder.

4. In the Available Reports box, select the reports to include in this folder and then clickthe right arrow button to add them to the Selected Reports box.

5. Click the Save button to save the new folder.

Opening a Report Folder for Viewing or EditingTo open a report folder for viewing or editing, on the Folders tab select the folder in theLocate Folder list.

Assigning Group Permissions to a FolderBy default, only the Administrators group has permission to create reports or executereports in a new report folder. However, you can grant create and execute permission to allgroups.

NOTE: You can also grant create and execute permissions for report folders to selectedgroups. For more information, refer to "Permissions Tabs" on page 31.

To grant create or execute permission to all groups for the currently open report folder onthe Folders tab, click the corresponding Assign button. You are prompted to confirm thepermission change.


Specifying the Order of Report Folders in Report ExplorerTo specify the order of report folders in Report Explorer, go to the Folder Order tab on theFolder Management dialog box.

Select the folder and use the up and down arrow buttons to the upper right of the list boxto move the folder in the order.

Deleting a Report FolderOn the Folders tab, select the folder in the Locate Folder list and click the Delete button.You are prompted to confirm the deletion.

Assigning a Report to Multiple Folders

You can assign multiple reports to a report folder as described in "Adding a ReportFolder" on page 211. You can also assign a report to multiple report folders using theReport Management function.

1. On the Setup menu, click Configuration and then click Report Management. TheReport Management dialog box displays.


2. Select a report in the Locate Report list.

3. In the Available Folders box, select the folders in which you want to include the reportand then click the right arrow button to add them to the Selected Folders box.

4. Click the Save button to save your changes.

Configuring Alternate Screen ReportsYou can configure the various Dossier screens to use custom user-defined reports insteadof the default standard reports. For example, instead of displaying the Repair History byUnit report on the Authorization Repair History window, a user-defined report can be usedinstead. (For more information about user-defined reports, refer to the Dossier User-Defined Reports and Data Exports Manual.)

To configure alternate screen reports, on the Setup menu click Configuration and thenclick Alternate Screen Reports. The Alternate Screen Report Configuration windowdisplays.


The Alternate Screen Report Configuration lists all of the windows that have reports andtheir corresponding default report. In place of the default report, a user-defined report canbe selected from the list in the User Report column.

Certain criteria must be met to use a custom report in one of these windows:

l The report must be a user-defined report.

l The user-defined report must contain the same parameters as the default standard report.This includes both the names and data types of each variable.

The Alternate Screen Report Configuration settings are described in the following table.

Table 8-11. Alternate Screen Report Configuration Settings

Setting Description

Location The window on which the report displays.

Default The default standard report associated with the window.

User Report A list of all Dossier user-defined reports. If a report in this list isselected, it will be displayed on the window instead of the defaultstandard report.

Configuring the Data Export Folder TreeYou can configure the folder structure in the Data Export folder tree in the following waysfor non-system-defined folders:

l Adding, renaming, and removing your own (non-system-defined) data export folders

l Assigning group permissions at the folder level for creating and executing data exportsin that folder

l Assigning data exports to your own (non-system-defined) data export folders

Configuring Data Export Folders

Adding a Data Export Folder1. On the Setup menu, click Configuration and then click Data Export Folder

Management. The Folders tab of the New Data Export Folder dialog box displays.


2. Click the New button. The Dossier data exports are listed in the Available DataExports box.

3. Enter a name for the data export folder.

4. In the Available Data Exports box, select the data exports to include in this folder andthen click the right arrow button to add them to the Selected Data Exports box.

5. Click the Save button to save the new folder.

Opening a Data Export Folder for Viewing or EditingTo open a data export folder for viewing or editing, on the Folders tab select the folder inthe Locate Folder list.

Assigning Group Permissions to a FolderBy default, only the Administrators group has permission to create data exports or executedata exports in a new data export folder. However, you can grant create and executepermission to all groups.

NOTE: You can also grant create and execute permissions for data export folders to selectedgroups. For more information, refer to "Permissions Tabs" on page 31.

To grant create or execute permission to all groups for the currently open data exportfolder on the Folders tab, click the corresponding Assign button. You are prompted toconfirm the permission change.


Specifying the Order of Data Export Folders in Data ExportExplorerTo specify the order of data export folders in the Data Export window, go to the FolderOrder tab on the Folder Management dialog box.

Select the folder and use the up and down arrow buttons to the upper right of the list boxto move the folder in the order.

Deleting a Data Export FolderOn the Folders tab, select the folder in the Locate Folder list and click the Delete button.You are prompted to confirm the deletion.

Assigning a Data Export to Multiple Folders

You can assign multiple data exports to a data export folder as described in "Adding aData Export Folder" on page 215. You can also assign a data export to multiple dataexport folders using the Data Export Management function.

1. On the Setup menu, click Configuration and then click Data Export Management. TheData Export Management dialog box displays.


2. Select a data export in the Locate Data Export list.

3. In the Available Folders box, select the folders in which you want to include the dataexport and then click the right arrow button to add them to the Selected Folders box.

4. Click the Save button to save your changes.

Setting Up Fuel ImportUsing the optional Fuel Import feature, Dossier can import fuel and mileage data directlyinto the program from a file that can be generated by many automated fuel island systems,commercial fueling networks, and many other outside sources. When you import your fueltransactions, this feature can track meter readings, fuel gallons, oil gallons, cost per unit,cost per gallon, and total cost, as well as keep preventive maintenance (PM) schedules up-to-date. This option can eliminate data entry and increase accuracy of this information.

For information about obtaining a Fuel Import feature license, please contact DossierSystems at 609-747-8800.

Fuel Transaction File Format

Dossier is able to read files in an ASCII Fixed-Width format (fields are aligned in columnswith spaces or zeros between each field) or in a character-delimited format. A delimitedfile is a file for which fields are separated by a delimiter character, such as a comma andtab.

NOTE: If using a delimited file, you do not have to determine the length of the file, just thestarting field number and the decimal places where needed.


For each fuel transaction, the fuel system must create a new line within the fuel file. Eachline in the file contains information about a fueling, such as Transaction Date, MeterReading, Fuel Units (Gallons), Unit or Card Number, and Total Cost. The date must be ina numerical format. If you are unsure about the suitability of the file, contact DossierCustomer Support at 609-526-2820 or at [email protected] for assistance.

Here is an example of a tab-delimited fuel file:

Transaction # Date Meter Gallons Card Number Unit # Price Total Cost

2618 12-16-2004 187656 13.100 00000027003063404 00002 1.85 24.35

2619 12-17-2004 187504 21.400 00000027003072519 00002 1.82 39.14

2620 12-17-2004 004125 17.300 00000027003072611 00003 1.95 33.89

2621 12-17-2004 113900 15.700 00000027003072519 00002 1.82 28.72

2622 12-17-2004 059052 27.200 00000027003063749 00255 1.93 52.74

2623 12-17-2004 097883 11.200 00000027003063493 00001 1.95 21.94

2624 12-17-2004 137056 11.600 00000027003072776 00001 1.85 21.56

2625 12-17-2004 013872 27.600 00000027003072658 00001 1.95 54.07

2626 12-17-2004 000111 11.000 00000027003064489 00001 1.85 20.45

Here is an example of what the Fuel Import Setup in Dossier for the tab-delimited fileabove would look like:


Common Fuel Transaction Fields Imported into Dossier

The following table describes the most common fuel transaction fields that are importedinto Dossier.

Date Starting Position or Column #: Position of field in the file.

Number of Spaces/Characters: How long the field is.Example: For 07-25-05, the length would be 8.

NOTE: This option is for Fixed Width only.

Date Format: Examples: MDY, YMD.

Date Delimiter: Dash or a slash for the date format.

Fuel Cost Per Unit(optional)

Starting Position or Column #: Position of field in the file.

Number of Spaces/Characters: How long the field is. Make sure that you allow enoughspaces for the longest possible cost including zeroes orspaces before the cost.Example: For 2.9378, the length would be 6.

NOTE: This option is for Fixed Width only

Decimal Places(tenths/hundredth place):

If the file shows a decimal point between the dollarsand cents, leave the Decimal field blank and just countthe decimal as an additional space when determiningthe Length.

Fuel Units Starting Position or Column#: Position of field in the file.

Number of Spaces/Characters: How long the field is.Example: For 48.1236, the length would be 7.




Fuel Total Cost(optional)

Starting Position or Column#: Position of field in the file.

Number of Spaces/Characters: How long the field is.Example: for 2.9356, the length would be 6.





Meter Reading Starting Position or Column#: Position of field in the file.

Number of Spaces/Characters: How long the field is.Example: For 105389, the length would be 6.


Decimal Places (e.g., tenths): Meter readings can only be whole numbers. It will notimport the tenths place of a meter reading.

Accept Invalid Determines how invalid meter readings are handled onimport:l Accept will always accept the meter reading

l Reject will reject invalid readings

l Meter Option will refer to the setup on the actualmeter

Unit or Card Number Starting Position or Column#: Position of field in the file.

Number of Spaces/Characters: How long the field is.Example: For 0041, the length would be 4.


Leading Zeros: Select the Preserve Leading Zeros in Unit Numberscheck box when the unit numbers in Dossier and thefile you are importing both begin with zeros.

Note the following about the fuel transaction fields:

l Use only one cost method (CPU) or (Total Cost) when setting up the file layout. If thefile does not contain a fuel cost, then the Dossier fuel items can be set up to price outthe gallons.

l If using a delimited file, you do not have to determine the length of the file, just thestarting field number and the decimal places where needed.

l The Record Flag is used when you want to import only certain transactions intoDossier. Please contact Dossier Customer Support at 609-526-2820 or [email protected] for complete details.

Notes About the Fuel Transaction Fieldsl The Fuel Setup can only use the Card Number or Unit Number field, not both.Normally, you would use the Unit Number if the unit number format in the file matchthe unit number format that you are using in Dossier. If they do not match, then youmust use a Card Number to translate the transaction to something that Dossier can use.For example, many fuel systems are limited to digits in the unit numbers, but you mightbe using letters in your unit numbers in Dossier. A second reason to use card numbersis if you have the same unit number in two categories and want to have the fuelcharged to the correct unit. For additional information about using card numbers withunits, refer to "Using Card Numbers" on page 227.

l Only one cost method—Fuel (CPU) or Fuel Total Cost—can be used when setting upthe file layout. If the file does not contain a fuel cost, then the Dossier fuel items can beset up to price out the gallons.


l If you do not want to update fuel costs in your fuel system, it might be easier to adjustfuel prices in Dossier before each import to get an accurate cost per gallon for your fueltransactions.

l Regarding the Meter Reading field, the Fuel Import module will only update the unit’sprimary meter reading.

l The Record Flag field is used if you want to import only certain transactions intoDossier. Please contact Dossier Customer Support at 609-526-2820 or [email protected] for complete details.

l If the fueling State field is available in the import file, you should select a State optionon the Import Info tab and record the field position for State in the Field Name grid onthe File tab.

l Prior to running a fuel import for the first time, it is highly recommended that you backup the Dossier.mdb database file. If there are any mistakes made in the initial fuelimport setup, a prior backup can be restored to avoid the significant work that might berequired to correct fuel transactions that might have posted to each unit. We alsorecommend doing a practice run with a file that only contains 5 or 10 transactions. Thismakes it much easier to reverse the entries if you happen to miss something on the firstattempt.

Fuel Import Setup

If your edition of Dossier includes the optional Fuel Import feature, you will need to set itup so that fuel and meter data imports can be performed. Multiple Fuel Import profiles canbe set up.

To set up a Fuel Import profile:

1. On the Setup menu, click Configuration and then click Fuel Import Setup. The FuelImport Setup dialog box displays.

2. Click the New button located at the bottom of the window.


3. Enter the general import settings on the Import Info tab, as described in "Fuel ImportSetup - Import Info Tab" on page 223.

4. Define the import file format on the File tab, as described in "Fuel Import Setup - FileTab" on page 224.

5. If you want the fuel import to deduct the fuel gallons from your fuel parts inventory,map fuel types to fuel parts on the Parts tab, as described in "Deducting Fuel Gallonsfrom Fuel Parts Inventory" on page 227.

6. When you have completed all of the settings for the Fuel Import profile, click the Savebutton to save your entries.

Fuel Import Setup - Import Info TabYou specify general settings for the Fuel Import profile on the Import Info tab.

Table 8-12. Settings for General Fuel Import Information

Setting Description

Locate Fuel Source Select the fuel source location.

Name Enter the name of the fuel system you have (e.g., “Gasboy”).

Site Select the site that these fuelings are for (e.g., “Main Shop”).

State Optional. If your fuel file does not have states within it and you wantto track state for these fuelings, select your default state.

Oil Part Optional. If your fuel file has oil quarts, select your default oil part.You will also need to set up the Oil Quarts line on the File tab.

Default Location Select the default fueling location: In House (on site fuelingislands/tanks) or On Road (on the road/outside fueling).For more information about In House fueling, refer to "Deducting FuelGallons from Fuel Parts Inventory" on page 227.


Fuel Import Setup - File TabYou specify the format of the Fuel Import file on the File tab.

Table 8-13. Settings for the Fuel Import File Format

Setting Description

Default File If your import file is always going to have the same name and be inthe same location, enter the directory path and file name the DefaultFile box. This will be the file that is specified by default when a useris performing a Fuel Import.If a file with this name already exists in the proper directory, click thefield button at the right side of the box to open the Locate dialog boxso that you can browse to and select the file.

File Format The file format being used for the import file.l A Fixed Width format would be either fields that are aligned incolumns with spaces between each field, or a continuousnumerical string per individual transaction.

l A Delimited format would have characters such as commas ortabs separating each field. The Field Delimiter and Text Qualifierare only used for character-delimited value files.

Field Delimiter Used if the Delimited format is selected. Select the delimiter that willbe used in the import file.

Text Qualifier Used if the Delimited format is selected. Select the character thatindicates text should be taken as is and ignore delimiting charactersuntil a second instance of the text qualifier is found.



Setting Description

Field Names The Field Names grid includes columns for specifying the columnlocation, field length, and number of decimals used for each fieldincluded in the import file. For more information about these fields,refer to "Common Fuel Transaction Fields Imported into Dossier" onpage 220 and "Notes About the Fuel Transaction Fields" on page221.

Position l For a Fixed Width format, this is the number of character columnsat which the field entry starts. For example, if the Date entry startsat character column position 28, then you would enter 28 for itsposition value.

l For a Delimited format, this is the field's position relative to thenumber of columns in the import file. For example, if the Datecolumn is the fourth field in the import file, then you would enter 4for its position value.

Length Appears in the grid only if the Fixed Width format is selected.This is the length of the field in the import file. For example, if theDate field entries are in the format mm/dd/yyyy, the length would be10.

Decimal l If the numeric values for the field in the import file do not includethe decimal character, then enter the number of decimal placesfor numeric values for this field. For example, if 6-characternumeric values such as 258691 will be entered for the field andthere are 4 decimal places, then enter 4 in this field. The resultingimported value for this example would be 25.8691).

l If the numeric values for the field in the import file already includea decimal character (e.g., 2586.91), then enter 0 in this field. Thevalue will be imported without an additional decimal characterbeing inserted into the value.

Dates and Numbers

Date Order Select the day, month, year order of Date values.

Date Delimiter Enter th character that is used to separate the day, month, and yearin the date values [for example, a forward slash (/) if the format isdd/mm/yyy, or a hyphen (-) if the format is dd-mm-yyy].

Preserve LeadingZeros in UnitNumbers

Select this check box if the unit numbers in Dossier and the file youare importing both begin with zeros. Otherwise, leading zeros will bestripped from the unit numbers when they are imported into Dossier.

Options The Inc/Exc, Field Name, and Value settings can be used to filterwhich fuel records are imported into Dossier.

Inc/Exc Select Include or Exclude to specify whether the filter is including(importing) or excluding (not importing) the fueling records thatmatch the Field Name and Value entries.

Field Name The name of the field on which you want to base the filter.



Setting Description

Value Enter the value for the specified field that a record must match to beincluded in or excluded from the import.For example, let's say the following option settings were entered:Inc/Exc: ExcludeField Name: Unit NumberValue: 123

This tells Dossier to exclude any fuelings for unit number 123.Fuelings for this unit will not be imported when Dossier processesthe import file.Inc/Exc: IncludeFieldName: CategoryValue: Trucks

This tells Dossier to import fuelings only when the category of theunit is Trucks. Fuelings for units belonging to other categories (e.g.,Buses, Automobiles, etc.) will not be imported.

Use Fuel Costfrom File

If the fuel file is set up to include a cost per gallon or total cost, selectthis check box.If you want Dossier to calculate the fuel cost, leave this check boxcleared.

NOTE: If you do not want to update fuel costs in your fuel system, itmight be easier to adjust fuel prices in Dossier before each import toget an accurate cost per gallon for your fuel transactions.


Deducting Fuel Gallons from Fuel Parts InventoryThe Parts tab allows you to associate a fuel part with each of the fuel types.

If you want the fuel import to deduct the fuel gallons from your fuel parts inventory, clickin the Fuel Part cell for each fuel type and select the fuel part in the list to associate withthat fuel type.

Using Card NumbersIf the import file does not have unit numbers that are the same as Dossier’s unit numbers,and you have decided to use card numbers, you must edit each unit to include a fuel cardnumber. If the unit numbers in Dossier program match the unit numbers in the fuel file youare going to import and each unit number is not reused in a different category, you canskip the following steps.

1. On the File menu, click Open and then click Unit. The Unit Control Form windowdisplays.

2. In the Locate box on the Unit Info tab, select the first unit to which you want to assigna card number.


3. Go to the Fuel Info tab.

4. In the Fuel Source grid, click in the first blank Fuel Source cell and select the fuel sitethat you just created [e.g., Dossier Card (California)]. Enter the card number for this unitand click the Save button.

5. Repeat this step to associate each unit with its individual card number.

If you have multiple fuel imports, you can assign more than one fuel source or cardnumber to a unit; however, each card number has to be unique to each unit. Youcannot assign a duplicate card number using the same Fuel Source Name to multipleunits.

NOTE: Prior to running the fuel import for the first time, it is highly recommended that you do apractice run with a file that only contains 5 or 10 transactions. This makes it much easier toreverse the entries if you happen to miss something on the first attempt.

You are now ready to run the fuel import. For instructions on how to perform a fuelimport, refer to the Dossier Daily Operations Manual.

Setting Up Repair Order ImportThe optional Dossier External Work Management feature supports the importing ofoutside vendor service repair order and invoice data directly into Dossier from a file thatcan be generated by the vendor's accounting software. This option eliminates data entryand increases accuracy of this information.


For information about obtaining an External Work Management feature license, pleasecontact Dossier Systems at 609-747-8800.

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.


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.

Creating Repair Order Import DefinitionsYou must create a Repair Order Import Definition for each vendor to define the repairorder data files you want to import and their data layout or format. This configures Dossierto import the vendor data.

1. On the Setup menu, click Configuration and then click RO Import Setup. The Importsdialog box displays.


2. Click the New button. The first screen of the import record wizard displays: GeneralImport Information.

3. Enter the name to use to identify this import definition.

4. Select the type of file. Currently you are limited to selecting a Repair Order import file.

5. Select the site for which this import will occur.

6. Select the file format: Fixed Width or Delimited.

NOTE: If delimited file format is chosen, a field delimiter (that is, a separator such as acomma) must be specified. Also, the next screen, Import Field Definitions, will include aPosition box instead of Start Position and Length boxes.

7. Enter a Description for this import record.


8. Click the Next button to continue the setup process. The Import Field Definitionsscreen displays.

9. On this screen, define the import fields. For more information on how to use this screen,refer to "Import Field Definitions" on page 234.

10. Click the Next button. The Duplicate Data Rules screen displays.

11. Select the data types for which you want to reject transactions that have duplicates.


12. Click the Next button. The Import Summary screen displays.

13. Review the import summary information. You can click the Back button to return to aprevious screen to edit your entries.

14. When you are finished, click the Finish button to save the import record. The importdefinition is added to the list in the Imports dialog box.

Now users can select this import definition to import a repair order data file from thecorresponding vendor.


Import Field Definitions

The following topics explain how to configure field definitions on the Import FieldDefinitions screen of the Repair Order Import Definition wizard.

Screen LayoutThe import fields are displayed in the list on the left, grouped by Required and Optionalfields.

Click a field in this list and its field definition options display on the right.

Required FieldsImport field definitions must be specified for all Required fields.

An exception will occur if data for a Required field is missing and no default value hasbeen indicated. This information will be displayed on the Batch Explorer screen.

Optional FieldsDefinitions for Optional fields can be entered, if desired.

To indicate data is included in the import file, simply select the Data Exists in Import Filecheck box and specify position data. A default value may be provided should import filedata be missing.

The ability to specify a date format, allow null or text values, remove leading zeros, andautomatically add entities will be provided when appropriate for a given import field.

A translation table is also available to map values of imported data to Dossier values.Selecting the Translation Table check box will provide a grid for entering these values.


Fields that have been defined for a given import will appear in the list with a redcheckmark.

KeywordsSpecial keywords indicate default values for particular import fields.

l Current Date - Specifies that the system date will be used when data is imported toDossier.

l Automatically Generate - Indicates that RO numbers will be sequentially assignedaccording to setup option rules in Dossier.

Selecting the Site of Unit check box indicates that site will be valued to reflect the sitethat is assigned to the unit in Dossier.

The number of decimal places may be specified for numeric and currency import fields. Ifspecified, a decimal point will be appropriately inserted. If a decimal point is included inimport file data, no value should be specified in the import definition.

You will be prompted for missing data that is considered Required.

Typical Data Setup

The following screens show examples of typical data setup.

RO Reason is a required field and already exists in the import file. You can select whatdefault value to enter in case this data is missing in the file to be imported.


A VMRS System Code exists in the import file and has a translation table for conversionto Dossier codes. Since no default value has been specified in this example, missing datawill be reported as an exception.

Repair Order Date exists in import file and is in the format MM/DD/YYYY.


Status does not exist in the import file. Since it is required, you must establish a defaultdata value, as in this case, Open. If Open is selected here, then imported repair orders willhave a status of Open. You can then review them before determining their proper status. IfClosed is selected here, then all imported repair orders will have a status of Closed bydefault.

Work Description exists in the import file, but is not required. The user has the option toallow nulls as a valid input for this field.


Part Numbers do not exist in the import file and they are not a required field.

The Authorization Code data item enables Dossier to match an authorization with actualinvoice data. Invoices for which no authorization data exists will be rejected. Invoices forwhich the actual invoice cost exceeds the authorized amount (taking into considerationestablished rules) will also be rejected.


Specify fields to check for duplicate data. Select the check box next to those items thatyou wish to disallow duplication of transactions.

Managing the Toolbar IconsYou can customize the icons that are used on the Dossier toolbar. This includes importingyour own icons and assigning them to Dossier toolbar functions. Each user’s toolbar isspecific to them.

Managing the Icon LibraryYou can add or remove icons from the toolbar icon library.

On the Setup menu, click Toolbar, then click Management, and then click Icon Library.The Icon Library window displays.


To add an icon to the library, click the Add button. In the Locate dialog box, navigate toand select the icon (.ico) file, and then click the Open button to add it.

To remove an icon from the library that you have added, select it and then click theRemove button.

NOTE: The standard Dossier icons cannot be removed from the library.


Assigning Icons to Dossier FunctionsYou can assign different icons to the Dossier toolbar functions.

On the Setup menu, click Toolbar, then click Management, and then click Assign Icons.The Assign Icons window displays.

To select a different icon, select the function and then click the Select Icon button. In theSelect an Icon dialog box, select the new icon and then click OK.

To clear a function's icon, select it and then click the Clear Icon button.

Defining the Default ToolbarYou can customize the set of icons that are included on the default Dossier toolbar.

1. On the Setup menu, click Toolbar, then Management, and then Set Default. The DefaultToolbar 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. Click the OK button to save your changes.


Chapter 9: ConfiguringConduits and Schedules

This chapter covers configuring conduits and schedules in Dossier. For example:

l DCloud applications: Meter Readings, Work Pendings, and Part Suppliers.

l Data exchange with a LoadMaster Enterprise system is performed via a conduit.

l Preventive Maintenance from all sites can be uploaded on a regular basis using aschedule that is provided with Dossier.

Configuring ConduitsDossier uses conduits to exchange data with external systems.

Some conduits execute in response to changes made in Dossier, while others execute on auser-defined schedule. For example, the LoadMaster Enterprise (LME) Tractor & Trailerconduit exports data in response to updates to Dossier units in real-time, whereas theDCloud Meter Reading conduit imports meter reading data to Dossier on a user-definedschedule.

Multiple schedules can be defined for a single conduit, with distinct configurations. Forexample, a schedule can be set up to import DCloud Work Readings created via DossierLite once per day, and another schedule can be set up to import Networkfleet or Zonarwork pendings on a more frequent schedule. Each execution of a conduit results in thecreation of a Dossier batch transaction that contains information for each item imported orexported.

For more information about the conduits that are currently available for data exchange,contact Dossier Customer Support at 609-526-2820 or at [email protected].

DCloud ConduitsThe following DCloud conduits are available:

l DCloud Meter Reading – Saves DCloud meter reading data to Dossier.

l DCloud Work Pending – Saves DCloud work pending data to Dossier.

l DCloud Part Supplier – Obtains invoice data from part suppliers in DCloud, andautomates the creation of Dossier part receipts and part details on repair orders.

l DCloud – Enables the transfer of data between DCloud and Dossier and must beconfigured in order to use the other DCloud conduits.


Configuring DCloud Conduits

The DCloud Meter Reading, DCloud Work Pending, and DCloud Part Supplier conduitsexecute on user-defined schedules. Each can have multiple schedules, if desired.

The DCloud Work Pending conduit differs from the other DCloud conduits because itexecutes in response to changes made in Dossier in addition to executing on a schedule.

The process of defining when a schedule executes is the same for all DCloud conduits.This is described in the "Configuring Schedules for Conduits" on page 275.

DCloud Conduit

The DCloud conduit enables the transfer of data between DCloud and Dossier and mustbe configured in order to use the other DCloud conduits.

Table 9-1. DCloud Conduit Settings

Setting Description

Dossier User Name Enter a user name for accessing the Dossier database.This user must have sufficient permissions to perform the dataexport (i.e., Unit read permission, Create Batch permission,and so on).The user name DCloudSystemUser is recommended.

Dossier Password Enter the password for the user name to access the Dossierdatabase.

Batch Level Determines when Dossier batch entries are created:l All Transactions: A batch transaction is created for alltransactions.

l Errors and Warnings: A batch transaction is only created ifthe operation resulted in a warning or error message.

l Errors: A batch transaction is only created if the exportresulted in an error message.

l Off: Batch entries are not created.

244 | Chapter 9: Configuring Conduits and Schedules

DCloud Meter Reading Conduit

The DCloud Meter Reading conduit supports downloading meter reading data to Dossierfrom several providers:

l Dossier Lite

l Networkfleet

l Zonar

Each provider is enabled or disabled in the configuration for each schedule. This allowsseparate schedules to be defined for each provider, if desired.

The conduit has one setting: DCloud Meter Readings Enabled. This setting indicateswhether the conduit is enabled or disabled. If disabled, all schedules are disabled as well.

The Scheduler window for the conduit is shown below, and the settings are described inthe table that follows.


Table 9-2. DCloud Meter Reading Conduit Scheduler Settings

Setting Description

Dossier Lite Enabled Indicates whether Dossier Lite meter readings should beprocessed.

Zonar Enabled Indicates whether Zonar meter readings should be processed.

Networkfleet Enabled Indicates whether Networkfleet meter readings should beprocessed.





Zonar User Name The user name used to connect to Zonar.

Zonar Password The password used to connect to Zonar.

Zonar Customer Code The customer code used to connect to Zonar.

Networkfleet Username The user name used to connect to Networkfleet.

Networkfleet Password The password used to connect to Networkfleet.

Networkfleet HourReading Type

Determines the type of hour readings to request fromNetworkfleet: Engine Hours or Vehicle Hours.

DCloud Work Pending Conduit

The DCloud Work Pending conduit supports downloading work pending data to Dossierfrom several providers:

l Dossier Lite

l Networkfleet

l Zonar

It also supports updating defects in Zonar in response to the completion of a work pendingin Dossier, or an indication that a repair is unnecessary.


Table 9-3. DCloud Work Pending Conduit Settings

Setting Description

DCloud Work PendingsEnabled

Indicates whether the DCloud Work Pendings conduit isenabled or disabled. If disabled, all schedules are disabled aswell.

Dossier Response UserName

The Dossier user name used to access the Dossier data to besent to Zonar. DCloudSystemUser is the recommended name.

Dossier ResponsePassword

The Dossier password used to access the Dossier data to besent to Zonar.

Response Batch Level Determines when Dossier batch entries are created:l All Transactions: A batch transaction is created for alltransactions.




Zonar User Name The user name used to connect to Zonar.

Zonar Password The password used to connect to Zonar.

Zonar Customer Code The customer code used to connect to Zonar.

DCloud Part Supplier Conduit

The DCloud Part Supplier conduit supports importing parts data to Dossier from externalparts systems, such as NAPA.

Each provider is enabled or disabled in the configuration for each schedule. This allowsseparate schedules to be defined for each provider, if desired.


The conduit has one setting: DCloud Part Suppliers Enabled. This setting indicateswhether the conduit is enabled or disabled. If disabled, all schedules are disabled as well.

The Scheduler window for the conduit is shown below, and the settings are described inthe table that follows.


Table 9-4. DCloud Part Supplier Conduit Scheduler Settings

Setting Description

NAPA Enabled Indicates whether part supplier data from NAPA should beprocessed.





Default System Code Determines the system code used when adding NAPA parts tothe Dossier repair order, if a system code was not specified inNAPA.

Replace Invalid andSuppressed SystemCodes

Determines if missing, invalid, or suppressed system codesentered in NAPA should be replaced by the default systemcode.

Warn If Default SystemCode Used

Determines whether a warning message is added to theDossier batch whenever the default system code is used due toa missing, invalid, or suppressed system code specified inNAPA.

Default Repair Reason Specifies the default repair reason to use for the parts if the partdata does not include a repair reason.

NAPA Store Setup Click the Browse button to open the NAPA Store SetupConfiguration dialog box, shown in the figure preceding thistable. Multiple NAPA stores can be specified on this dialog box.For more information, refer to "NAPA Store Setup" on page250.

NAPA Default BillingMethod

The billing method assigned to all Dossier part receipts createdwith data from NAPA invoices.


NAPA Store SetupMultiple NAPA stores can be configured on the NAPA Store Setup Configuration dialogbox.

Each store entry should correspond to a specific Dossier site. When the conduit executes,NAPA invoices associated with all open repair orders at the site are processed

Table 9-5. NAPA Store Setup Configuration Settings

Setting Description

NAPA Store ID The NAPA Store ID used to connect to NAPA. The store IDmust be obtained from NAPA directly.

Account Password The account password used to connect to NAPA. The accountpassword must be obtained from NAPA directly.

Site The Dossier site associated with the NAPA store.

NAPA Vendor The vendor assigned to all part receipts created from NAPAinvoices at the site.

Invoice Number Prefix A prefix that can be optionally added to the invoice number ofpart receipts created from NAPA invoices at the site. Forexample, if the site Main Shop uses a prefix of “MS”, NAPAinvoice “123” is saved as “MS-123” on the Dossier part receipt.

LoadMaster Enterprise ConduitsMultiple conduits handle the data exchanged with LoadMaster Enterprise. These consist ofconduits that export Dossier data to LoadMaster Enterprise, and conduits that importLoadMaster Enterprise data to Dossier. Conduits that import data to Dossier do so on auser-defined schedule. Conduits that export data to LoadMaster Enterprise do so inresponse to changes to Dossier data in real-time.

Each execution of a conduit will result in the creation of one or more Dossier batch entriesthat contain information about the data imported or exported. When a file is imported from


LoadMaster Enterprise to Dossier, the file will be moved to an Archive subdirectory in thedirectory that contains the LoadMaster Enterprise export files.

The following LoadMaster Enterprise imports and exports are supported.

LoadMaster Exports:

l LME Hub Readings

l LME Fuel Tickets

l LME Vendors

l LME Customer

l LME Mobile Communications Messages

LoadMaster Imports:

l LME Tractors & Trailers

l LME PM Messages

l LME Vehicle Maintenance Journal Entry

l LME Accounts Payable Vouchers1

l LME Customer Invoices1

l LME Part Adjustment

l LME Part Return

For information on how to configure the conduit imports and exports, refer to"Configuring LoadMaster Enterprise Conduit Exports" on page 266 and "ConfiguringLoadMaster Enterprise Conduit Imports" on page 251.

Configuring LoadMaster Enterprise Conduit Imports

LoadMaster Enterprise imports XML files from an import directory that is defined in theLoadMaster Enterprise’s VM Partner Interface Control. The same directory should bespecified as the LoadMaster Enterprise Import Directory in the conduit’s configuration.When the conduit exports the LoadMaster Enterprise imports from Dossier, it will put thefiles in that directory in a sub-directory called In. When the XML file has been importedinto LoadMaster Enterprise, LoadMaster Enterprise will move the file to another sub-directory in the LoadMaster Enterprise Import Directory called Archive.

1These will export fromDossier when a repair order ismarked Closed. It is recommended that no one have the Edit Closed ROpermission to avoid data synchronization issues.


Opening a Conduit ConfigurationTo open a LoadMaster Enterprise conduit import configuration, on the Setup menu clickConfiguration and then click Conduit Configuration.

Select a conduit configuration in the Name list.

LME Tractors and Trailers ConduitWhen a unit is created or updated in Dossier, Dossier will create an XML file with thetractor or trailer data for import into LoadMaster Enterprise. The XML file has the namingconvention “equip<DateTimeStamp>.xml”.

As part of the conduit’s configuration, which Dossier unit category maps to tractors andwhich Dossier unit category maps to trailers for each LoadMaster company must bespecified. All tractors for a company must belong to the same category in Dossier, alltrailers for a company must belong to the same category, and the tractor category must bedifferent than the trailer category. The correct LoadMaster company directory for theexport can be inferred by inspecting the category to which a unit in Dossier is assignedand the directory specified in the conduit configuration for the LoadMaster Company IDSetup table.


In LoadMaster Enterprise tractors and trailers both have IDs that are 8 characters long,while units in Dossier can have unit numbers up to 18 characters long. To prevent issueswith unit numbers for LoadMaster Enterprise, there are two setup options for unit numbersthat should be modified: Unit Number Length and Preserve Unit Number (refer to "UnitOptions" on page 43). For LoadMaster Enterprise, the unit number length should be set toeight characters and Preserve Unit Number should be selected. If selected, the PreserveUnit Number option will prevent the unit number from changing when a unit is deleted,which would invalidate the mapping of unit number to tractor and trailer ID.

LoadMaster Enterprise has a concept of status on both tractors and trailers similar toDossier’s concept of unit status. In LoadMaster, the valid statuses for tractors and trailersare Active, Inactive, and Shop. In Dossier, the valid statuses for units are In Service andOut of Service. In Service in Dossier maps to Active in LoadMaster Enterprise, Out ofService in Dossier maps to Shop in LoadMaster Enterprise, and deleted units in Dossiermap to Inactive in LoadMaster Enterprise.

The Pay Owner field in LoadMaster Enterprise, which indicates whether the customerassigned to a unit is an owner or a driver, is a required field for tractors. Dossier does nothave this concept. When a unit is exported to LoadMaster Enterprise, the customerassigned to the unit is inspected and if the payment term for the customer is Payee, thenOwner is passed to the Pay Owner field in LoadMaster Enterprise. If the payment term isnot Payee for the customer assigned to the unit, then Driver is passed to the Pay Ownerfield in LoadMaster Enterprise.


Table 9-6. LME Tractors and Trailers Conduit Settings

Setting Description

Enabled Determines whether the conduit is enabled or disabled.

Dossier User Name Enter a user name for accessing the Dossier database.McLeodSystemUser is the recommended user name.






LoadMaster Company IDSetup

Click this button and, in the grid that displays, enter the ID ofeach company in LoadMaster Enterprise, followed by thecompany’s import directory and its tractor and trailercategories.

Unit Not Found Severity Determines the type of batch entry created when a modificationis made to a Dossier unit that could not be exported because itbelongs to a category that is not mapped to a LoadMasterEnterprise tractor or trailer.l Error: An error message is added to the batch.

l Warning: A warning message is added to the batch.

l Information: An informational message is added to thebatch.

LME Preventive Maintenance Messages ConduitWhen schedule preventive maintenance (PM) in Dossier becomes due or overdue, Dossierwill create an XML file with the PM message for import into LoadMaster Enterprise. TheXML file has the naming convention “pmmessages<DateTimeStamp>.xml”. Optionally, aPM message can also be created in response to PM completions.

The message includes the PM Name, PM Interval, and a description of when the PM is dueor was due, or information about the PM completion. For example: “The A-PM – 30 DaysPM is 5 days overdue.”

The LoadMaster company directory to which the PM message is exported is inferred byusing the LoadMaster Company ID Setup table in the conduit configuration along withthe category of the unit to which the PM is assigned.


LoadMaster Enterprise has a concept of PM levels, which are the letters A thru L.However, Dossier does not have this concept. In Dossier, the PM name is used to indicatethe PM level, so an A-level PM will be called “A-PM,” a B-level PM will be called “B-PM,” and so forth. The export will determine the PM level for LoadMaster Enterprise byparsing the PM name. If the PM name has a format of A thru L, followed by a dash, andfollowed by “PM”, then the first letter will be used for the PM level. For example “A-PM”will have a PM level of “A” but “Annual DOT” will not have a PM level.

Table 9-7. LME PM Messages Conduit Settings

Setting Description





Table 9-7. LME PM Messages Conduit Settings

Setting Description


l Errors and Warnings: A batch transaction is only created if theoperation resulted in a warning or error message.

l Errors: A batch transaction is only created if the export resultedin an error message.


LoadMasterCompany ID Setup

Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’simport directory and its tractor and trailer categories.

Unit Not FoundSeverity

Determines the type of batch entry created when a modification ismade to a Dossier unit that could not be exported because itbelongs to a category that is not mapped to a LoadMasterEnterprise tractor or trailer.l Error: An error message is added to the batch.


l Information: An informational message is added to the batch.

Send PM CompletedMessage

Determines when a message is exported in response to a PMcompletion:l On PM Completion: A message is exported when a PM iscompleted on a repair order.

l On R/O Closed: A message is exported for each PM completedon a repair order, when the repair order is closed.

LME Accounts Payable Vouchers ConduitWhen a part receipt is marked OK to Pay or a repair order with external work is closed inDossier, Dossier will create two XML files with the data for import into LoadMasterEnterprise. The XML files have the naming conventions “Voucher<DateTimeStamp>.xml”and “VoucherDist<DateTimeStamp>.xml”. Vouchers in LoadMaster Enterprise areequivalent to Dossier part receipts and external repair orders. Voucher Dists in LoadMasterEnterprise are equivalent to the Dossier part receipt items, external repair order parts, andexternal repair order labor items.

External repair orders are exported from Dossier when the repair order that includes theexternal work is closed. Any changes made to an external repair order after the repair orderis closed will not be exported a second time. The changes made after the external repairorder has been exported will have to be manually made to the voucher in LoadMasterEnterprise. The LoadMaster company directory to which the external repair order isexported is inferred by using the LoadMaster Company ID Setup table in the conduitconfiguration, along with the category of the unit assigned to the repair order.


Part receipts are exported from Dossier when the part receipt is marked OK to Pay. To beable to mark a part receipt OK to Pay, the Use Approval Process setup option needs to beturned on for part receipts. For more information about the part receipt approval process,refer to "Part Receipts Approval Process" in Chapter 5 of the Dossier Daily OperationsManual.

Any changes made to a part receipt after it is marked OK to Pay will not be exported asecond time. Changes made after the part receipt has been exported will have to bemanually made to the voucher in LoadMaster Enterprise. Part receipts do not have anassociation with units, so the LoadMaster directory cannot be inferred from theLoadMaster Company ID Setup table. The Default Company ID and Default LoadMasterDirectory are used when part receipts are exported.

Vouchers in LoadMaster Enterprise have two description fields that both allow up to 28characters each. Dossier has notes fields for both part receipts and external repair ordersthat allow any number of characters. The notes fields will be truncated after 56 characterswith the first 28 characters going in the voucher’s first description field and the second 28characters going in the second description field.


Table 9-8. LME Accounts Payable Vouchers Conduit Settings

Setting Description








Part ReceiptCompany ID

The default LoadMaster Enterprise company ID to use whenexporting part receipts.

Part ReceiptLoadMaster Directory

The default LoadMaster directory to which to export part receipts.

Part Receipt Tax GLID

The code for the general ledger account to which part receipt taxesare posted.

LoadMasterCompany ID

Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, the company’s importdirectory, the company’s tractor and trailer categories, and generalledger codes.

RepairReason/VMRSSystem GL ID setup

Optional. Allows specification of general ledger ID values to exportfor costs assigned to specific repair reasons and/or systems codeson a repair.

Prioritize GL ID for Optional. If using the Repair Reason/VMRS System GL ID Setupfeature, and a cost matches the GL ID configured for both a repairreason as well as a system code, this entry will determine whichGL ID is exported.





Excluded BillingMethods

Allows part receipts with specific billing methods to be excludedfrom exports.


Table 9-8. LME Accounts Payable Vouchers Conduit Settings

Setting Description

Process Multi-Company Company-Vehicle Repairs

Determines whether multi-company repairs for company-ownedvehicles are processed. If not selected, applicable repairs are notexported.

Process Multi-Company Customer-Vehicle Repairs

Determines whether multi-company repairs for customer-ownedvehicles are processed. If not selected, applicable repairs are notexported.

LME Vehicle Maintenance Journal Entries ConduitWhen a repair order that does not have a customer assigned to it is closed in Dossier,Dossier will create an XML file with the repair order data for import into LoadMasterEnterprise. The XML file has the naming convention “VMJournal<DateTimeStamp>.xml”.A single LoadMaster Enterprise vehicle maintenance journal entry represents an entireDossier repair order.

The XML file will contain a single line for each repair order and contain the total cost forthe entire repair order. If a repair order is modified after it has been closed, then it will notbe exported again. If the costs on the repair order are modified, then the user mustmanually update the vehicle maintenance journal entry in LoadMaster Enterprise.

The LoadMaster company directory to which the repair order is exported is inferred byusing the LoadMaster Company ID Setup table in the conduit configuration, along withthe category of the unit assigned to the repair order.

In LoadMaster Enterprise, vehicle maintenance journal entries require a general ledger(GL) ID to be associated with them. However, Dossier does not have GL codes on repairorders. Therefore, the conduit’s configuration includes a field for entering a default GL ID,which can be up to 20 characters. This GL ID must match a GL ID specified inLoadMaster Enterprise.

For a vehicle maintenance journal entry, LoadMaster Enterprise allows a facility name tobe specified. This field will be populated with the name of the Dossier site on the repairorder. Also, LoadMaster Enterprise allows a transaction description for a journal entry,which will be set to the Dossier repair order number. The repair order number will beformatted as “R/O#<number>,” where <number> can be up to twenty alphanumericcharacters.


Table 9-9. LME Vehicle Maintenance Journal Entries Conduit Settings

Setting Description









Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’simport directory, tractor and trailer categories, and general ledgercodes.

RepairReason/VMRSSystem GL ID setup

Optional. Allows specification of general ledger ID values to exportfor costs assigned to specific repair reasons and/or systems codeson a repair.


Table 9-9. LME Vehicle Maintenance Journal Entries Conduit Settings

Setting Description

Prioritize GL ID for Optional. If using the Repair Reason/VMRS System GL ID Setupfeature, and a cost matches the general ledger ID configured forboth a repair reason as well as a system code, this will determinewhich GL ID is exported.





Process Multi-Company InternalCompany-VehicleRepairs

Determines whether multi-company internal repairs for company-owned vehicles are processed. If disabled, applicable repairs arenot exported.

Process Multi-Company InternalCustomer-VehicleRepair

Determines whether multi-company internal repairs for customer-owned vehicles are processed. If disabled, applicable repairs arenot exported.

Process Multi-Company ExternalCompany-VehicleRepairs

Determines whether multi-company external repairs for company-owned vehicles are processed. If disabled, applicable repairs arenot exported.

Process Multi-Company ExternalCustomer-VehicleRepairs

Determines whether multi-company external repairs for customer-owned vehicles are processed. If disabled, applicable repairs arenot exported.

LME Customer Invoices ConduitWhen a repair order that has a customer assigned to it is closed in Dossier, Dossier willcreate two XML files with the repair order data for import into LoadMaster Enterprise. TheXML files have the naming convention “CustInv<DateTimeStamp>.xml” and“CustInvJournal<DateTimeStamp>.xml”.

The XML files will contain a single line for each repair order and contain the total cost forthe entire repair order. If a repair order is modified after it has been closed, then it will notbe exported again. If the costs on the repair order are modified, then the customer invoiceand customer invoice journal entry must be manually updated in LoadMaster Enterprise.

The LoadMaster company directory to which the repair order is exported is inferred byusing the LoadMaster Company ID Setup table in the conduit configuration, along withthe category of the unit assigned to the repair order.


In LoadMaster Enterprise, customer invoice journal entries require a general ledger (GL)ID to be associated with them. However, Dossier does not have GL codes on repair orders.Therefore, the conduit’s configuration includes a field for entering a default GL ID, whichcan be up to 20 characters. This GL ID must match a GL ID specified in LoadMasterEnterprise.

For a customer invoice journal entry, LoadMaster Enterprise allows a facility name to bespecified. This field will be populated with the name of the Dossier site on the repairorder. Also, LoadMaster Enterprise allows a transaction description for a journal entry,which will be set to the Dossier repair order number. The repair order number will beformatted as R/O#<number>, where <number> can be up to 20 alphanumeric characters.

Table 9-10. LME Customer Invoices Conduit Settings

Setting Description









Table 9-10. LME Customer Invoices Conduit Settings

Setting Description


Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’simport directory, tractor and trailer categories, and general ledgercodes.

Excluded InvoiceCosts

Specifies the VMRS/repair reasons for which customers are notcharged.





Process Multi-Company InternalRepairs

Determines whether multi-company internal repairs are processed.If disabled, applicable repairs are not exported.

Process Multi-Company ExternalRepairs

Determines whether multi-company external repairs areprocessed. If disabled, applicable repairs are not exported.

LME Part Adjustment ConduitDossier part adjustments are exported to a XML files following the naming convention“VMJournal<DateTimeStamp>.xml”.


Table 9-11. LME Part Adjustment Conduit Settings

Setting Description








Inventory ValuationMethod

Determines which part price to use for exporting the inventoryvalue of the adjustment: Current Selling Price, Average Cost, orLast Price Paid.

Company ID The LoadMaster Enterprise company ID value for each exportedrecord.

LoadMaster Directory The directory for the export files.

Expense GL ID The general ledger code for the LoadMaster Enterprise company’sexpense account.


LME Part Return ConduitDossier part returns are exported to XML files following the naming convention“VMJournal<DateTimeStamp>.xml”. Part returns are exported as Closed.

Table 9-12. LME Part Return Conduit Settings

Setting Description








Inventory ValuationMethod

Determines which part price to use for exporting the inventoryvalue of the return: Current Selling Price, Average Cost, or LastPrice Paid.


The LoadMaster Enterprise company ID value for each exportedrecord.


Table 9-12. LME Part Return Conduit Settings

Setting Description

LoadMaster Directory The directory for the export files.

Part Return GL ID The general ledger code for the LoadMaster Enterprise company’sexpense account.

Configuring LoadMaster Enterprise Conduit Exports

LoadMaster Enterprise exports XML files to an export directory that is defined in theLoadMaster Enterprise’s VM Partner Interface Control. The same directory should bespecified as the LoadMaster Enterprise Export Directory in the conduit’s configuration.When the conduit imports the LoadMaster Enterprise exports into Dossier, it will look inthat directory in a sub-directory called Out. When the conduit has successfully importedthe data, it will move the file to another sub-directory in the LoadMaster Enterprise ExportDirectory called Archive. Files for which the import failed will remain in the Out sub-directory.

Opening a Conduit ConfigurationTo open a LoadMaster Enterprise conduit export configuration, on the Setup menu clickConfiguration and then click Conduit Configuration.

Select a conduit configuration in the Name list.


LME Hub Readings ConduitCurrent hub readings for tractors in LoadMaster Enterprise are exported to an XML fileand can be imported into Dossier as meter readings. The XML files follow the namingconvention “hubupdate<DateTimeStamp>.xml”.

The export frequency for hub readings is configurable in hours and minutes using acontrol in LoadMaster Enterprise.

Hub readings will be imported into Dossier based on a schedule. Make sure that theimport schedule of hub readings into Dossier is properly offset from the export schedule ofthe hub readings from LoadMaster Enterprise. This will prevent importing hub readingsinto Dossier before LoadMaster Enterprise has exported them.

Hub readings are only for tractors and a tractor can only have a single hubometer. The hubreadings will always be imported as miles into Dossier. In Dossier, if the primary meter onthe unit is miles, the hub readings will be added to that meter. Otherwise, the first milesmeter found will be used checking meter #1, meter #2, then meter #3 in that order.

Table 9-13. LME Hub Readings Conduit Settings

Setting Description




Table 9-13. LME Hub Readings Conduit Settings

Setting Description







Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’sexport directory and its tractor and trailer categories.





LME Fuel Tickets ConduitFuel tickets in LoadMaster Enterprise are exported to an XML file and can be importedinto Dossier as Meter/Fuel items. The XML files follow the naming convention“fuel<DateTimeStamp>.xml”.

The transactions included in each file are configurable using a control in LoadMasterEnterprise by specifying the number of days to include in each export. For example, ifconfigured to include 3 days, the export file will include the current day’s fuel tickets aswell as fuel tickets from the previous 2 days.

Fuel tickets will be imported into Dossier based on a schedule. Make sure that the importschedule of fuel tickets into Dossier is properly offset from the export schedule of the fueltickets from LoadMaster Enterprise. This will prevent importing fuel tickets into Dossierbefore LoadMaster Enterprise has exported them.

Fuel tickets from LoadMaster Enterprise can include fuel for tractors and trailers.Refrigerated trailers have their own fuel tanks for refrigeration and LoadMaster Enterpriseexports these “reefer” fuelings. The site of the fueling in Dossier will be determined byusing the site of the unit.

To determine the fuel item in Dossier that should be used on the fuel ticket, a fuel item foreach fuel type should be configured. If the fuel items are not configured, the default fuelitem for the fuel type of the unit will be used. If there is a hub reading present for a fuelticket, that is imported as well.


Table 9-14. LME Fuel Tickets Conduit Settings

Setting Description









Table 9-14. LME Fuel Tickets Conduit Settings

Setting Description



Fueling Locations Click the button to display the Fueling Locations Configurationdialog box and configure fueling locations.

For each location, enter a fuel stop ID and indicate whether thefueling location is an in-house location. If in-house, the fuelinventory will be adjusted with the fuel ticket is imported. If not in-house, then a non-stocked fuel item will be used.When finished entering IDs, click the Save button to save yourentries.

Default FuelingLocation

Select the default fueling location to be applied to LoadMasterEnterprise tractors and trailers.

Use Stock FuelInventory (In House)

Determines whether the current on hand value of fuel items shouldbe decremented by the quantity consumed on each importedfueling.





LME Vendors ConduitVendors in LoadMaster Enterprise are exported to an XML file and can be imported intoDossier as new vendors or updates to existing vendors. The XML files follow the namingconvention “vendor<DateTimeStamp>.xml”.

The export frequency is configurable in hours and minutes using a control in LoadMasterEnterprise.


Vendors are imported into Dossier based on a schedule. Make sure that the importschedule of vendors into Dossier is properly offset from the export schedule of the vendorsfrom LoadMaster Enterprise. This will prevent importing vendors into Dossier beforeLoadMaster Enterprise has exported them.

Vendor records are almost a direct import into Dossier. The only information missingwhen vendors are imported into Dossier is the site of the vendor. A default site for newvendors has to be specified in the Vendor Export conduit configuration.

A vendor in LoadMaster Enterprise can have multiple contacts, whereas in Dossier avendor can only have a single contact. When a new vendor is created from an import, thefirst contact in the list of contacts in the vendor XML file will be used in Dossier as thecontact.

Table 9-15. LME Vendors Conduit Settings

Setting Description





Table 9-15. LME Vendors Conduit Settings

Setting Description






Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’sLoadMaster directory.

Default Site Select the default site to be applied to LoadMaster Enterprisevendors.

LME Customer and Payee ConduitCustomers and payees in LoadMaster Enterprise are both equivalent to customers inDossier. Any references to customers refer to both customers and payees. They areexported to an XML file, which then can be imported into Dossier as new customers orupdates to existing customers. The XML files follow the naming convention“customer<DateTimeStamp>.xml”.


Customers are imported into Dossier based on a schedule. Make sure that the importschedule of customers into Dossier is properly offset from the export schedule of thecustomers from LoadMaster Enterprise. This will prevent importing customers into Dossierbefore LoadMaster Enterprise has exported them.

Customers in Dossier require a payment term and site. Therefore, a default payment termand site must be specified in the conduit configuration. These defaults will be applied tonew customers created in Dossier during the import. Payees are assigned the Payeepayment term when imported. If the payment term does not exist, it is createdautomatically. This is used by Tractor & Trailer to determine whether the customerassigned to the unit is the owner or the driver. This payment term should not be modifiedon the customer screen; otherwise, the Tractor & Trailer export may not function properly.

After a LoadMaster Enterprise customer or payee is imported into Dossier as a newcustomer, then any units that already exist in Dossier that belong to that customer willhave to be assigned in Dossier. A unit’s customer can be assigned by selecting the unit onthe Unit Control Form and, on the Costs tab, selecting the appropriate customer from thecustomer list.

A customer or payee in LoadMaster Enterprise can have multiple contacts, whereas inDossier a customer can only have a single contact. When a new customer is created froman import, the first contact in the list of contacts in the customer XML file will be used inDossier as the contact.


Table 9-16. LME Customer and Payee Conduit Settings

Setting Description









Click this button and, in the grid that displays, enter the ID of eachcompany in LoadMaster Enterprise, followed by the company’sexport directory.

Default Site Select the default site to be applied to LoadMaster Enterprisecustomers.

Default Labor Rate The labor rate to assign to all imported customers.

Default Parts PricingMethod

The parts pricing method to assign to all imported customers.

DefaultMarkup/Discount (%)

The markup/discount percent to assign to all imported customers.

Default PaymentTerm

The default payment terms to assign to all imported customers.


LME Mobile Communications Messages ConduitMobile communication messages in LoadMaster Enterprise are equivalent to workpendings in Dossier. LoadMaster Enterprise exports the messages to an XML file that canbe imported into Dossier as work pendings. The XML files follow the naming convention“unitmessage<DateTimeStamp>.xml”.


Mobile communication messages are imported into Dossier based on a schedule. Makesure that the import schedule of messages into Dossier is properly offset from the exportschedule of the messages from LoadMaster Enterprise. This will prevent importingmessages into Dossier before LoadMaster Enterprise has exported them.

The messages received from LoadMaster Enterprise are imported as work pendings.LoadMaster Enterprise does not have a concept of priorities and VMRS Systems like workpendings in Dossier, so default values for these fields have to be configured. A globalsetup option for work pendings includes setting a default priority and VMRS System (referto "Work Pendings Options" on page 60). The defaults in the work pending setup optionscan be shared with other external work pending systems such as Networkfleet Alerts. Inaddition to the work pending setup options, the conduit itself can be configured with adefault priority and VMRS System, which will override the global settings.

Audit information is included on the Work Pendings window so that users can distinguishwork pendings created in Dossier, LoadMaster Enterprise, Networkfleet, and so on.


Table 9-17. LME Mobile Communication Messages Conduit Settings

Setting Description










Default Priority Select the default priority to be applied to LoadMaster Enterprisework pendings.

Default VMRSSystem

Select the default VMRS System to be applied to LoadMaster workpendings.





Configuring Schedules for ConduitsThe conduit can import the data from an external system into Dossier based on a schedule.For each schedule, you can specify which import type they would like to perform (e.g.,Hub Readings, Fuel Ticket, Vendor, etc.).

A single schedule can correspond to only one conduit, while a conduit can have multipleschedules defined for it.

To create a schedule:

1. On the Setup menu click Configuration and then click Scheduler Configuration.

The Scheduler window displays.



A new schedule displays.


3. In the Conduit list, select the conduit configuration to which the schedule applies.

4. Optionally, click the Configure button it you want to change the conduit configuration.

5. Enter a name for the job and a description.

6. In the Schedule Details tab, set up the schedule. For an explanation of the schedulesettings, refer to "Schedule Settings" on page 280.


7. Some conduits require certain configuration values to be specified for each schedule.Go to the Schedule Configuration tab to configure these values for the schedule.


8. When you are finished configuring the schedule, click the Save button.

A save confirmation message displays.

9. Click OK to close the confirmation message.

The schedule is added to the list in the Scheduler window.


To change an existing schedule, on the Scheduler window, select the schedule and clickthe Open button. The schedule displays. After making your changes, click the Save buttonto save them.

To delete a schedule, on the Scheduler window, select the schedule and click the Deletebutton. You are prompted to confirm the deletion

Schedule Settings

There are five types of schedules available:

l Hour - An hourly schedule allows the task to execute on a regular interval specified bya number of hours and minutes.

l Day - A daily schedule allows the task to execute on certain days of the week, at aspecific time of the day.

l Week - A weekly schedule is similar to a daily schedule, but you can also specify anumber of weeks to skip after each week’s execution. For example, using a weeklyschedule, your task could run on each weekday of every other week.

l Month - A monthly schedule can be used to choose certain months and days of theweek to execute the task at a specific time of the day.

l Once - This type allows you to schedule a task to execute only once at a specific dateand time.


The start date and start time indicate when the schedule should become active. If youchoose a date prior to the current date and time, the schedule is immediately made active.Also note that the start time indicates when the task will execute for Day, Week, andMonth schedule types. For example, if you choose a Day schedule and pick each weekdaywith a start time of 9:00 AM, the task will run each weekday at 9:00 AM.

The stop date indicates when the schedule should become inactive.

Viewing Schedule Status

The Scheduler window lists all of the active schedules and their status, when they werelast run, and when their next run is scheduled.

To refresh the list with the latest status, click the Refresh button.

To have the list refresh automatically every 30 seconds, select the Auto Refresh option.


Configuring PM Updater SchedulesDossier includes a PMSchedule Updater conduit that allows you to create schedules toupdate preventive maintenance data on a regular basis and based on each site's local time.

To create a PM Updater schedule, use the procedure in "Configuring Schedules forConduits" on page 275 and choose the PMSchedule Updater conduit.

Dossier provides a default PM Updater schedule, called Update PM Schedule, as shownbelow.

Because PMs should be updated once a day, this default schedule will update the PMsevery day on an hourly basis, one minute after the hour. This ensures that each site's PMsare updated as needed, regardless of what time zone the site is in.

If you would prefer to fine-tune the update schedule and only, for example, update PMsonce a day, you would create a daily update schedule for each time zone in which youhave sites. However, note that the Start Time entry is relative to the time zone in whichthe Dossier server is running. So make sure that you adjust the time accordingly forupdates to sites in other time zones. For example, if the server is running in EasternStandard Time, you would set the Start Time at 12:01 AM for the EST updater schedule.But if you also have sites in the Pacific Standard Time zone, then you would set the StartTime to 3:01 AM for the PST updater schedule. This will cause the PMs for sites in PST tobe updated at 12:01 AM local time.


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 Assy

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

284 | 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


Dossier Account Types Permissions

License NamePermissionName

DossierMinimumPermission

Dossier MaximumPermission

License MaximumPermission

Dossier LiteUser License

Adjust Parts Read Read/Update/Create None


AdjustmentReasons

Read Read/Update/Create/Delete None


Approve Quotes Yes Yes None


AuditConfiguration

Yes Yes None


Author Reports Yes Yes None


Authorizations Read Read/Update/Create/Delete None


Auto Post Yes Yes None


Batches Read Read/Update/Create/Delete None


Billing Methods Read Read/Update/Create/Delete None


Broadcast WorkPending



Budget Read Read/Update/Create/Delete None


Categories Read Read/Update/Create/Delete None


CertificationTypes



Close R/Os Yes Yes None


Code Tables Read Read/Update None


Conditions Read Read/Update/Create/Delete None


Cost Codes Read Read/Update None

286 | Appendix






Customer Read Read/Update/Create/Delete None


Data ExportFolderManagement

Yes Yes None


Data ExportManagement

Yes Yes None


Data Exports Yes Yes None


Diagnostic Codes Read Read/Update/Create/Delete None


Dossier Lite -Create MeterReading

Yes Yes Yes


Dossier Lite -Create WorkPending

Yes Yes Yes


Dossier On-BoardConfiguration

Yes Yes None


Edit AuthorizationStatus

Yes Yes None


Edit Closed R/Os Yes Yes None


Edit External R/OVendor PaymentInfo

Yes Yes None


Edit ProtectedItems

Yes Yes None


Edit Tire History Yes Yes None


Event LogReporting

Yes Yes None


External R/OImport

Yes Yes None


Finance LinkFolder

ExecuteExports

User-Defined Exports None


Fuel AnalysisGroups








Fuel and FluidPart Receipts



Fuel and FluidPurchase Orders



Fuel Dashboard Yes Yes None


Fuel Import Yes Yes None


Fuel ImportDefinitions

Read Read/Update None


Fuel Types Read Read/Update/Create/Delete None


General ExportsFolder

ExecuteExports



Group Accounts Read Read/Update/Create/Delete None


Instant Recall -Change Count

Yes Yes None


Instant Recall -Disable Auto-Open

Yes Yes None


License KeyUpdate

Yes Yes None


License PermitTypes



Life Cycle Groups Read Read/Update/Create/Delete None


Local UserInterface Logon

Yes Yes None


Locks Read Read/Update None


Manufacturers Read Read/Update/Create/Delete None


Mechanic Hours Read Read/Update None


Memorize Reports Yes Yes None

288 | Appendix






Meters and Fuel Read Read/Update/Create/Delete None


Object HistoryReporting

Yes Yes None


Override ProhibitOverlappingMechanicAssignments

Yes Yes None


OverrideRestrictedMechanic LaborEntry

Yes Yes None


Part Read Read/Update/Create/Delete None


Part Classes Read Read/Update/Create/Delete None


Part Failures Read Read/Update/Create/Delete None


Part Receipts -Approve

Yes Yes None


Part Receipts - OKto Pay

Yes Yes None


Pending Part Read Read/Update/Create/Delete None


Pending UnitCharge



Pending UnitCharges - ApplyCharges

Yes Yes None


Periods Read Read/Update None


Personnel Read Read/Update/Create/Delete None


PM ComplianceDashboard

Yes Yes None


PM Groups Read Read/Update/Create/Delete None


PMs Read Read/Update/Create/Delete None







Pocket DossierDevices



Priorities Read Read/Update/Create/Delete None


Purchase Order Read Read/Update/Create/Delete None


Purge Yes Yes None


Quote Read Read/Update/Create/Delete None


Receive Parts Read Read/Update/Create/Delete None


Reorder Parts Read/Update Read/Update/Create/Delete None


Repair Classes Read Read/Update/Create/Delete None


Repair Order Read Read/Update/Create/Delete None


Repair OrderTemplates



Repair Reasons Read Read/Update/Create/Delete None


Report ControlPanel

Yes Yes None


Report FolderManagement

Yes Yes None


ReportManagement

Yes Yes None


Report Servers Read Read/Update/Create/Delete None


Return Parts Read Read/Update/Create/Delete None


Return Reasons Read Read/Update/Create/Delete None


RO Stages Read Read/Update/Create/Delete None


Schedule Reports Yes Yes None

290 | Appendix






Scheduler &ConduitConfiguration

Yes Yes None


Serial NumberDescriptions



Setup Options Read Read/Update None


Sites Read Read/Update None


SourceConfiguration



Specifications Read Read/Update/Create/Delete None


States Read Read/Update None


Station IDs Read Read/Update/Create/Delete None


Tire Read Read/Update/Create/Delete None


Tire DisposalReasons



Tire Positions Read Read/Update/Create/Delete None


Tire Sizes Read Read/Update/Create/Delete None


ToolbarManagement

Yes Yes None


Transfer Parts Read Read/Update/Create/Delete None


Trip Read Read/Update/Create/Delete None


Undelete Yes Yes None


Unit Read Read/Update/Create/Delete None


Unit - UpdateStatus

Yes Yes None







Unit Sets Read Read/Update/Create/Delete None


Units Of Issue Read Read/Update/Create/Delete None


User Accounts Read Read/Update/Create/Delete None


Validation Types Read Read/Update/Create/Delete None


Vendor Read Read/Update/Create/Delete None


VMRS Codes Read Read/Update None


Warranties Read Read/Update None


WorkAccomplishedCodes



Work Pending Read Read/Update/Create/Delete None


X-Factor Costs Read Read/Update/Create/Delete None

Full UserLicense

Adjust Parts Read Read/Update/Create Read/Update/Create

Full UserLicense

AdjustmentReasons

Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Approve Quotes Yes Yes Yes

Full UserLicense

AuditConfiguration

Yes Yes Yes

Full UserLicense

Author Reports Yes Yes Yes

Full UserLicense

Authorizations Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Auto Post Yes Yes Yes

Full UserLicense

Batches Read Read/Update/Create/Delete Read/Update/Create/Delete

292 | Appendix





Full UserLicense

Billing Methods Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense



Full UserLicense

Budget Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Categories Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

CertificationTypes


Full UserLicense

Close R/Os Yes Yes Yes

Full UserLicense

Code Tables Read Read/Update Read/Update

Full UserLicense

Conditions Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Cost Codes Read Read/Update Read/Update

Full UserLicense

Customer Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense

Data Exports Yes Yes Yes

Full UserLicense

Diagnostic Codes Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes






Full UserLicense

Edit Closed R/Os Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense

Edit ProtectedItems

Yes Yes Yes

Full UserLicense

Edit Tire History Yes Yes Yes

Full UserLicense

Event LogReporting

Yes Yes Yes

Full UserLicense

External R/OImport

Yes Yes Yes

Full UserLicense

Finance LinkFolder

ExecuteExports

User-Defined Exports User-Defined Exports

Full UserLicense

Fuel AnalysisGroups


Full UserLicense



Full UserLicense



Full UserLicense

Fuel Dashboard Yes Yes Yes

Full UserLicense

Fuel Import Yes Yes Yes

Full UserLicense


Read Read/Update Read/Update

Full UserLicense

Fuel Types Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


ExecuteExports

User-Defined Exports User-Defined Exports

Full UserLicense

Group Accounts Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

294 | Appendix





Full UserLicense

License KeyUpdate

Yes Yes Yes

Full UserLicense

License PermitTypes


Full UserLicense

Life Cycle Groups Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense

Locks Read Read/Update Read/Update

Full UserLicense

Manufacturers Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Mechanic Hours Read Read/Update Read/Update

Full UserLicense

Memorize Reports Yes Yes Yes

Full UserLicense

Meters and Fuel Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense

Part Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Part Classes Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Part Failures Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense


Yes Yes Yes






Full UserLicense

Pending Part Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Pending UnitCharge


Full UserLicense


Yes Yes Yes

Full UserLicense

Periods Read Read/Update Read/Update

Full UserLicense

Personnel Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense


Yes Yes Yes

Full UserLicense

PM Groups Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

PMs Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense



Full UserLicense

Priorities Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Purchase Order Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Purge Yes Yes Yes

Full UserLicense

Quote Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Receive Parts Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Reorder Parts Read/Update Read/Update/Create/Delete Null

Full UserLicense

Repair Classes Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Repair Order Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense



296 | Appendix





Full UserLicense

Repair Reasons Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Report ControlPanel

Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense

ReportManagement

Yes Yes Yes

Full UserLicense

Report Servers Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Return Parts Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Return Reasons Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

RO Stages Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Schedule Reports Yes Yes Yes

Full UserLicense


Yes Yes Yes

Full UserLicense



Full UserLicense

Setup Options Read Read/Update Read/Update

Full UserLicense

Sites Read Read/Update Read/Update

Full UserLicense

SourceConfiguration

Read Read/Update Read/Update

Full UserLicense

Specifications Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

States Read Read/Update Read/Update

Full UserLicense

Station IDs Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Tire Read Read/Update/Create/Delete Read/Update/Create/Delete






Full UserLicense



Full UserLicense

Tire Positions Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Tire Sizes Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

ToolbarManagement

Yes Yes Yes

Full UserLicense

Transfer Parts Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Trip Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Undelete Yes Yes Yes

Full UserLicense

Unit Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Unit - UpdateStatus

Yes Yes Yes

Full UserLicense

Unit Sets Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Units Of Issue Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

User Accounts Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Validation Types Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

Vendor Read Read/Update/Create/Delete Read/Update/Create/Delete

Full UserLicense

VMRS Codes Read Read/Update Read/Update

Full UserLicense

Warranties Read Read/Update Read/Update

Full UserLicense



Full UserLicense

Work Pending Read Read/Update/Create/Delete Read/Update/Create/Delete

298 | Appendix





Full UserLicense

X-Factor Costs Read Read/Update/Create/Delete Read/Update/Create/Delete

Reporting UserLicense

Adjust Parts Read Read/Update/Create Read


AdjustmentReasons

Read Read/Update/Create/Delete Read




AuditConfiguration

Yes Yes None




Authorizations Read Read/Update/Create/Delete Read




Batches Read Read/Update/Create/Delete Read


Billing Methods Read Read/Update/Create/Delete Read





Budget Read Read/Update/Create/Delete Read


Categories Read Read/Update/Create/Delete Read


CertificationTypes





Code Tables Read Read/Update Read


Conditions Read Read/Update/Create/Delete Read


Cost Codes Read Read/Update Read


Customer Read Read/Update/Create/Delete Read








Yes Yes None



Yes Yes None


Data Exports Yes Yes Yes


Diagnostic Codes Read Read/Update/Create/Delete Read



Yes Yes None



Yes Yes None



Yes Yes None



Yes Yes None





Yes Yes None


Edit ProtectedItems

Yes Yes None




Event LogReporting

Yes Yes Yes


External R/OImport

Yes Yes None


Finance LinkFolder

ExecuteExports

User-Defined Exports Execute Exports


Fuel AnalysisGroups





300 | Appendix









Fuel Dashboard Yes Yes Yes





Read Read/Update Read


Fuel Types Read Read/Update/Create/Delete Read



ExecuteExports

User-Defined Exports Execute Exports


Group Accounts Read Read/Update/Create/Delete Read



Yes Yes Yes



Yes Yes Yes


License KeyUpdate

Yes Yes None


License PermitTypes



Life Cycle Groups Read Read/Update/Create/Delete Read



Yes Yes Yes


Locks Read Read/Update Read


Manufacturers Read Read/Update/Create/Delete Read


Mechanic Hours Read Read/Update Read


Memorize Reports Yes Yes Yes


Meters and Fuel Read Read/Update/Create/Delete Read








Yes Yes Yes



Yes Yes None



Yes Yes None


Part Read Read/Update/Create/Delete Read


Part Classes Read Read/Update/Create/Delete Read


Part Failures Read Read/Update/Create/Delete Read



Yes Yes None



Yes Yes None


Pending Part Read Read/Update/Create/Delete Read


Pending UnitCharge




Yes Yes None


Periods Read Read/Update Read


Personnel Read Read/Update/Create/Delete Read



Yes Yes Yes


PM Groups Read Read/Update/Create/Delete Read


PMs Read Read/Update/Create/Delete Read




302 | Appendix






Priorities Read Read/Update/Create/Delete Read


Purchase Order Read Read/Update/Create/Delete Read


Purge Yes Yes None


Quote Read Read/Update/Create/Delete Read


Receive Parts Read Read/Update/Create/Delete Read




Repair Classes Read Read/Update/Create/Delete Read


Repair Order Read Read/Update/Create/Delete Read





Repair Reasons Read Read/Update/Create/Delete Read


Report ControlPanel

Yes Yes None



Yes Yes None


ReportManagement

Yes Yes None


Report Servers Read Read/Update/Create/Delete Read


Return Parts Read Read/Update/Create/Delete Read


Return Reasons Read Read/Update/Create/Delete Read


RO Stages Read Read/Update/Create/Delete Read


Schedule Reports Yes Yes Yes








Yes Yes None





Setup Options Read Read/Update Read


Sites Read Read/Update Read


SourceConfiguration

Read Read/Update Read


Specifications Read Read/Update/Create/Delete Read


States Read Read/Update Read


Station IDs Read Read/Update/Create/Delete Read


Tire Read Read/Update/Create/Delete Read





Tire Positions Read Read/Update/Create/Delete Read


Tire Sizes Read Read/Update/Create/Delete Read


ToolbarManagement

Yes Yes None


Transfer Parts Read Read/Update/Create/Delete Read


Trip Read Read/Update/Create/Delete Read




Unit Read Read/Update/Create/Delete Read


Unit - UpdateStatus

Yes Yes None

304 | Appendix






Unit Sets Read Read/Update/Create/Delete Read


Units Of Issue Read Read/Update/Create/Delete Read


User Accounts Read Read/Update/Create/Delete Read


Validation Types Read Read/Update/Create/Delete Read


Vendor Read Read/Update/Create/Delete Read


VMRS Codes Read Read/Update Read


Warranties Read Read/Update Read





Work Pending Read Read/Update/Create/Delete Read


X-Factor Costs Read Read/Update/Create/Delete Read

Technician UserLicense

Adjust Parts Read Read/Update/Create None


AdjustmentReasons





AuditConfiguration

Yes Yes None




Authorizations Read Read/Update/Create/Delete None




Batches Read Read/Update/Create/Delete None







Billing Methods Read Read/Update/Create/Delete None





Budget Read Read/Update/Create/Delete None


Categories Read Read/Update/Create/Delete None


CertificationTypes





Code Tables Read Read/Update None


Conditions Read Read/Update/Create/Delete None


Cost Codes Read Read/Update None


Customer Read Read/Update/Create/Delete None



Yes Yes None



Yes Yes None


Data Exports Yes Yes None


Diagnostic Codes Read Read/Update/Create/Delete None



Yes Yes Yes



Yes Yes Yes



Yes Yes None



Yes Yes None

306 | Appendix









Yes Yes None


Edit ProtectedItems

Yes Yes None




Event LogReporting

Yes Yes None


External R/OImport

Yes Yes None


Finance LinkFolder

ExecuteExports



Fuel AnalysisGroups









Fuel Dashboard Yes Yes None







Fuel Types Read Read/Update/Create/Delete None



ExecuteExports



Group Accounts Read Read/Update/Create/Delete None



Yes Yes Yes



Yes Yes Yes







License KeyUpdate

Yes Yes None


License PermitTypes



Life Cycle Groups Read Read/Update/Create/Delete None



Yes Yes Yes


Locks Read Read/Update None


Manufacturers Read Read/Update/Create/Delete None


Mechanic Hours Read Read/Update None


Memorize Reports Yes Yes None


Meters and Fuel Read Read/Update/Create/Delete Read/Update/Create



Yes Yes None



Yes Yes None



Yes Yes None


Part Read Read/Update/Create/Delete Read


Part Classes Read Read/Update/Create/Delete None


Part Failures Read Read/Update/Create/Delete None



Yes Yes None



Yes Yes None

308 | Appendix






Pending Part Read Read/Update/Create/Delete None


Pending UnitCharge

Read Read/Update/Create/Delete Read/Update/Create



Yes Yes None


Periods Read Read/Update None


Personnel Read Read/Update/Create/Delete None



Yes Yes None


PM Groups Read Read/Update/Create/Delete None


PMs Read Read/Update/Create/Delete None





Priorities Read Read/Update/Create/Delete None


Purchase Order Read Read/Update/Create/Delete None


Purge Yes Yes None


Quote Read Read/Update/Create/Delete None


Receive Parts Read Read/Update/Create/Delete None




Repair Classes Read Read/Update/Create/Delete None


Repair Order Read Read/Update/Create/Delete Read/Update/Create










Repair Reasons Read Read/Update/Create/Delete Read


Report ControlPanel

Yes Yes None



Yes Yes None


ReportManagement

Yes Yes None


Report Servers Read Read/Update/Create/Delete None


Return Parts Read Read/Update/Create/Delete None


Return Reasons Read Read/Update/Create/Delete None


RO Stages Read Read/Update/Create/Delete None


Schedule Reports Yes Yes None



Yes Yes None





Setup Options Read Read/Update None


Sites Read Read/Update None


SourceConfiguration



Specifications Read Read/Update/Create/Delete None


States Read Read/Update None


Station IDs Read Read/Update/Create/Delete None


Tire Read Read/Update/Create/Delete Read/Update

310 | Appendix









Tire Positions Read Read/Update/Create/Delete None


Tire Sizes Read Read/Update/Create/Delete None


ToolbarManagement

Yes Yes None


Transfer Parts Read Read/Update/Create/Delete None


Trip Read Read/Update/Create/Delete None




Unit Read Read/Update/Create/Delete Read


Unit - UpdateStatus

Yes Yes None


Unit Sets Read Read/Update/Create/Delete None


Units Of Issue Read Read/Update/Create/Delete None


User Accounts Read Read/Update/Create/Delete None


Validation Types Read Read/Update/Create/Delete None


Vendor Read Read/Update/Create/Delete Read


VMRS Codes Read Read/Update None


Warranties Read Read/Update None





Work Pending Read Read/Update/Create/Delete Read/Update/Create


X-Factor Costs Read Read/Update/Create/Delete None


IndexA

Accounting setup options 104active named user accounts 13Adjustment Reasons code table 110administrators

default ID and password 17ID, changing 17password, changing 17security privileges 17

advanced driver assignment entry setting 54aliases, part 160Allow Invalid Readings on PMs setting 55alternate screen reports, configuring 214Associated Fuel Inventory Items Planning Form 118Auditing setup options 102Auditing, Accounting, and Dossier Lite Planning

Form 103, 105, 107authorization codes

numbering settings 96auto post

cost, parts and labor 157depreciation 157

Average cost 162

B

Billiing Methods code table 111budgets

configuring 179

C

card numbers 227Categories (equipment) code table 111Certification Types code table 113certifications

expiration notice setting 82personnel, recording data for 173

code tablesAdjustment Reasons 110Billing Methods 111Categories (equipment) 111Certification Types 113Conditions (unit) 114Diagnostic Codes 115entering data in a table grid 110Fluid Types 116Fuel Types 117License/Permit types 119Manufacturers 120overview 109Part Failures 121PM Groups 142PMs 139

Priorities 122Repair Classes 123Repair Order Stages 124Repair Reasons 125Report Servers 126Return Reasons 128Serial Number Descriptions 129Station IDs 130Tire Disposal Reasons 131Tire Positions 132Tire Sizes 133Tire Specifications 138Unit Specifications 137Units of Issue 136Validations 134

company name and address setup 40Component 162Conditions (unit) code table 114conduits

configuring 243LoadMaster Enterprise, configuring 250LoadMaster Enterprise, configuring exports 266LoadMaster Enterprise, configuring imports 251opening a configuration 252, 266schedules, configuring 275schedules, types 280schedules, viewing status 281

costing 3costs

auto post 157recording for units 155-156

cross referencesrecording data for fuel 169recording data for parts 163

Current meter reading 152custom data exports 37custom reports 36Customer Data Collection Form 176customers

collecting data for 174data to be recorded 176definition 174vehicles, recording data for 175

D

data collection forms 147Data Export

configuring folder tree 215data export folders

adding 215assigning a report to 217assigning group permissions to 216configuring 215opening for viewing or editing 216

Data Export Folders tab 35Data Export Ownership tab 37data exports

assigning a data export to multiple folders 217


Data Exportssetup options 94

deploymenttask order 5what to expect 1

depreciationauto post 157recording for units 155-156

Description 168Diagnostic Trouble Codes (DTC)

code table 115document

recording for units 158documents

default directory 86personnel, recording data for 174recording for parts 164

Documents setup options 86Dossier

editions 10introduction 1program licensing 13Program Security feature 16toolbar, managing icons 239

Dossier Liteintegration options for sites 193setup options 106

driverspersonnel, recording data for 173

E

editions, Dossier 10email

setup options 92setup options for a site 193

Emergency Contact Information 173Employee Number 173employees

collecting data for 171enhanced password policy mode 16Essential edition features 10Expiration Dates setup options 82external systems

configuring sources 203preventing inventory-related actions 204protecting data imported from 203

External Work Management feature 229External Work Management Planning Form 98External Work Management setup options 96

F

fleet maintenance, controlling 1Fluid Types code table 116fuel

collecting inventory data 166cross reference parts data to record 169general data, recording 167pricing method for sites 191

pricing method setting 58recording information for units 154setup options 58station IDs, defining 130vendor data to record 168what is tracked 3

fuel analysis groupsconfiguring 210creating 210deleting 211removing units 211

Fuel and Fluid Purchasing setup option 99Fuel Dashboard

automatic refresh interval setting 58Fuel Data Collection Form 167Fuel Import

deducting fuel gallons 227fuel transaction file format 218setup 218setup procedure 222using card numbers 227

Fuel Import feature 218Fuel Types code table 117

G

Gallons 162, 168General Permissions tab 33General Settings Planning Form 41General setup options 40Group Account Planning Form 20Group Account window 29group accounts 17

planning 20setup 26, 29

H

history, units, parts, and labor 3hours information for sites 192

I

IFTA (International Fuel Tax Association) 154Import Definitions 230import field definitions 234importing

vendor repair order and invoice data 229Instant Recall

setup options 90Instant Recall Planning Form 91Instant Recall settings 48inventory 3

collecting data for fuel 166collecting data for parts 159suppress below zero warning setting 62

invoicesdefinition 175importing data 229vendor data that can be imported 229

IRP (International Registration Plan) 154

314 | Index

K

Kits 162

L

Labels Planning Form 75Labels setup options 73labor 3

cost, auto post 157pricing methods for units 155rates, developing 171tax exempt status 156

labor cost method 43Last price 162, 168License/Permit Types code table 119licenses

expiration notice setting 82recording for units 155types 119

Life Cycle Groupsconfiguring 181creating 182finding to open 183

list minus settings 62lists

maximum entries setting 83LoadMaster Enterprise

Accounts Payable Voucher conduit import, con-figuring 256

conduit 250conduit export configuration, opening 266conduit import configuration, opening 252configuring conduit exports 266configuring conduit imports 251Customer and Payee conduit export, configuring 272Customer Invoice conduit import, configuring 261Fuel Tickets conduit export, configuring 268Hub Readings conduit export, configuring 267Mobile Communications Messages conduit export, con-

figuring 274Part Adjustment conduit, configuring 263Part Return conduit, configuring 265PM Message conduit import, configuring 254Tractors and Trailers conduit import, configuring 252Vehicle Maintenance Journal Entry conduit import, con-

figuring 259Vendors conduit export, configuring 270

locate boxesmaximum entries setting 83

loginsWindows security integration 16

M

Mail Server Planning Form 93Mail Server setup options 92

site 193maintenance schedules 2Maiximums setup options 83

Manufacturers code table 120Max Miles Run monthly 153mechanic labor settings 48mechanics

labor options for sites 190personnel, recording data for 173

memorized data exports 37memorized reports 36Meter and Fuel Planning Form 59Meter and Fuel setup options 58meters

definition 2recording for a unit 152setup options 58

Miscellaneous Settings Planning Form 54, 60, 76, 82, 84,95

N

NAPA Planning Form 98Networkfleet alerts 115Notes 173

O

Object Permissions tab 31Optional Features and Auditing Planning Form 99Optional Features setup options 99

P

Part Failures code table 121Part Receipts setup options 70Part Transfer setup options 72parts

aliases 160collecting data for 159cost, auto post 157cross reference parts data to record 163current price setting 62documents, recording data for 164failure terms 121general data, recording 162information for sites 189inventory 3list minus settings 62multiple locations 160preferred price settings 62pricing methods for units 155receipts setup options 70return reasons, defining 128tax exempt status 156transfer setup options 72vendor data to record 163warranties, recording data for 163

Parts Inventory Data Collection Form 161Parts Planning Form 63parts pricing method 43Parts setup options 62passwords

administrator, changing 17


enhanced password policy mode 16Pending Parts setup option 99Pending Unit Charges setup option 99Pending X-Factors setup option 99permission levels 17permissions

assiging to data export folders 216assiging to report folders 212

Permissions tabs 31permits

recording for units 155types 119

personnel 3collecting data for 171data to be recorded for 172-173documents information to record 174driver information to record 173licence, certification, physcial expiration notice

setting 82mechanic information to record 173

Personnel Data Collection Form 172Personnel setup options 54physicals

expiration notice setting 82planning

fundamentals 6keys to success 8what to expect 1

PM Groups code table 142PM Service Planning Form 141PM Updater schedules, configuring 282PMs code table 139PMSchedule Updater conduit 282Pocket Dossier

planning registered Dossier devices 15user licensing 14

posting costs settings 48Pre-Loaded Fuel Types Planning Form 118preferred price settings 62preventive maintenance

checklist 145definition 2grouped scheduling 142linked scheduling 142names, defining 139recording for units 154service intervals setup 140setup options 55terms 138

Priorities code table 122Professional edition features 10program security

administrator privileges 17permission levels 17

Program Security feature 16purchase orders

address used setting 78Purchase Orders setup options 68

Q

quote numbering settings 46Quote setup options 46quotes

definition 175Quotes and Purchase Orders Planning Form 47, 69

R

Registered Pocket Dossier Planning Form 15Repair Classes code table 123repair history

recording for units 159repair order

stages terms defined 124Repair Order Import

creating Import Definitions 230import field definitions 234sample data setup 235setup 228

Repair Order Print setup options 80Repair Order Stages code table 124repair orders

default settings 48heading, specifying 80imported invoice cost rejection setting 96importing data from vendor 229information for sites 190unit specifications settings 80what vendor data that can be imported 229

Repair Orders Planning Form 52Repair Orders setup options 48repair reasons

special cases 125Repair Reasons code table 125Report Explorer

configuring 211report folders

adding 211assigning a report to 213assigning group permissions to 212configuring 211deleting 213, 217opening for viewing or editing 212specifying order of 213, 217

Report Folders tab 34Report Ownership tab 36report servers

information for sites 192testing connection to 128URL, determining 127

Report Servers code table 126reporting period setup options 40reports 152

address used setting 78alternate screen reports, configuring 214assigning a report to multiple folders 213default settings 78server, default settings 78

316 | Index

usage by role 7Reports and Repair Order Prints Planning Form 79Reports setup options 78Return Reasons code table 128

S

schedulesconduit, configuring 275conduit, types 280conduit, viewing status 281PM Updater, configuring 282

screen reports, configuring alternate 214security

considerations 9Serial Number Descriptions code table 129serial numbers

recording for a unit 154Setting Options

Tires 65setup options 10Setup Options

accounting 104auditing 102Data Exports 94Documents 86Dossier Lite 106Expiration Dates 82External Work Management 96General 40Labels 73Maximums 83meter and fuel 58optional features 99Part Receipts 70Part Transfers 72Parts 62personnel 54PM 55Purchase Orders 68quotes 46Repair Order Print 80repair orders 48Reports 78unit 43vendors 76VMRS Codes 88work pendings 60

Site Permissions tab 32Site Planning Form 185sites

configuring 184Dossier Lite tab 193entering 185Hours tab 192Mail Server tab 193Meter and Fuel tab 191multiple access 17Parts tab 189planning access to 25

Repair Orders tab 190Reports tab 192Tires tab 194Units tab 188

Source Configuration dialog box 203specifications

definition 2tire, defining 138unit, defining 137

SQL Server Reporting Services (SSRS) servers 126Standard Repairs

configuring 204states

configuring 195Station IDs code table 130

T

tax exempt status, parts and labor 156tax exemption settings 43tax rate settings 43terms 10

adding to code tables 109Tire Data Collection Form 165Tire Disposal Reasons code table 131Tire Positions code table 132Tire Sizes code table 133Tire Specifications code table 138tires

data collection 164data to be recorded for 165default settings 65maximum readings settings 65options for sites 194positions, defining 132recording for units 158sizes, defining 133specification, defining 138

Tires Planning Form 66Tires setting options 65toolbar

default, defining 241icons library, managing 239icons, assigning to Dossier functions 241icons, managing 239

U

Unit Data Collection Form 149Unit Options Planning Form 45unit sets

configuring 208creating 209

Unit Sets Planning Form 208Unit setup options 43Unit Specifications code table 137units

collecting data 147Conditions code table 114defining 136


documents, recording 158expiration notice setting 82fuel analysis group, adding to 210fuel analysis group, removing from 211fuel information 154general information 151information for sites 188meter information 152preventive maintenance scheduling 154recording costs for 155-156recording licenses and permits for 155repair history, recording 159serial numbers 154specification, defining 137tires, recording 158uniquely identifying 148warranties, recording 158

Units of Issue code table 136user-defined data exports 37user-defined reports 36User Account Types

permissions 18user account licensing 13

User Account window 26user accounts 13

permissions 17planning 14setup 26User Account Types and licensing 13User Account Types and permissions 18

User Accounts Planning Form 14, 25

V

Validation Planning Form 135Validations code table 134vehicles

customer, recording data for 175Vendor 162, 168

Tab 162, 168vendor data

what can be imported 229Vendor Data Collection Form 170vendors

collecting data for 169data to be recorded for 170name 76number and site 76recording data for fuel 168recording data for parts 163setup options 76

VMRS codesadding VMRS Assembly Codes 199adding VMRS Component Codes 201adding VMRS System Codes 196configuring 196example list 283obsolete, marking as 202structure of 196suppressing 202

VMRS coding setup options 88

W

warrantieschecking settings 48recording for parts 163recording for units 158types supported for tracking 3

Warranty Template Planning Form 206warranty templates

configuring 206entering 207

Windows authentication 16Windows security integration with Dossier login 16work pendings

priorities defined 122Work Pendings setup options 60

318 | Index