This manual is designed to guide you through the Autos Module in iPoint Control. The Autos Module is where you can see and edit all the information about your vehicles.
This guide will walk you through the processes of:
- Recording trips
- Adding expenses
- Recording maintenance and repairs
- Adding/edit vehicle information
To begin, click the Autos icon on your iPoint Control dashboard
The Mileage Log is the first Autos screen you will be brought to from the dashboard and can also be accessed from any Autos screen by clicking the pencil and paper icon.
To record mileage fill in the following details:
- Choose the Vehicle you are driving from the dropdown list.
- Select a Starting Location – this dropdown list is populated from two areas:
- Any work order scheduled today for the logged-in user will be listed.
- Additional Stop Points can be defined in Settings > Pop Up Lists > Stop Points
- Next, enter the Starting Mileage from your vehicle.
- Finally, enter the Ending Location – again, this list is populated from existing Stop Points and today’s work orders.
- Click Start Trip
- If you are not yet checked into the work order listed in the Ending Location you will be prompted to clock-in. You can choose Yes or No.
- Once you arrive at your listed destination, enter the ending mileage.
- Click the Stop Trip button
- When driving to a work order location, you will be prompted to go to the listed work order. You can choose Not Yet to stay here at the mileage log, or Yes Please to open the associated work order.
The details you entered will be added to the trip log for future reference.
At the bottom of the screen, you can see when you next need to perform maintenance on the vehicle. These dates will turn red based on the mileage you have entered into the Mileage Log and the service intervals defined on the Auto Record.
The Expense Records screen is accessed by clicking on the clipboard and money icon and is used to record all expenses. To add an expense, select the vehicle you are using and click the “New Expense” button. This will automatically fill in the date for you. Now just enter the location, amount, description, and purpose of the expense. You can also take a photo of your receipt with the iPad’s camera, or if you are on a computer you can drag and drop or copy and paste the image into the “Receipt Photo” field. Once you’ve entered all the information, click the “Save” button. On this screen, you can also see a log of all expenses made. You can edit these records and also add in deposit amounts. At the very bottom, you will see the Cash Balance of the vehicle.
You can access the Maintenance Records screen by clicking on the screwdriver and wrench icon. This is where you record all repairs and maintenance work that are performed on the vehicle. To add a new maintenance record, you need to select the vehicle from the dropdown list and then click the “New Expense” button. Next, you enter the service location, invoice amount, work performed, invoice number, service type, and service mileage. You can also attach a receipt image by taking a photo of it with your iPad. Once you have entered all the information, click the “Save” button. If your service type is Oil Change, Tire Rotation, Transmission Service, or Radiator Service then iPoint will ask you if you want to update the last time this service was performed on the vehicle record with your current mileage. You can also manually edit the last time these services were performed by entering the mileage in the associated field. On this screen, you can also view and edit the log of all maintenance and repairs for the selected vehicle.
You can access the Vehicle Information screen by clicking the car icon. Here you can enter your vehicle’s information, add a new vehicle to your fleet, or archive an old vehicle. To add a new vehicle click the “New Auto” button. To archive a vehicle, select it from the dropdown list and mark the “Archive” checkbox. To add/edit information about your vehicle, select it from the dropdown list and then enter in the year, make, model, VIN, easy name (this is the name that will appear in the dropdown lists), and assign it to a staff member. You can also add a photo of the vehicle to the record by taking a picture with an iPad, dragging and dropping, copying and pasting, or right mouse clicking and inserting an image. In the Additional details section, you can enter the in-service and out-of-service dates, value, and mileage in addition to entering in the mileage intervals when routine service should be performed.