Vehicle Register v Asset Register v Bulk Vehicle/Asset Upload
With multiple locations to load vehicles in PoolCar, it can be confusing to know what information is held in each register.
The below table shows that almost all of the 130+ fields are available in both the Vehicle and Asset registers, with a smaller list available to be bulk-uploaded into PoolCar using the Bulk load Vehicles/Assets spreadsheet available under Uploaders in the Sysadmin Main Menu.
The Vehicle Register is the original register in PoolCar. It has some validation on important fields and will not save unless those fields are completed. The benefit of the Vehicle Register is that all fields are on the one page so finding the field you want is easy with CTRL+F (find function). The Vehicle Register is the cleanest single source of truth for vehicles in PoolCar. If you leave filters as default, it will show every active vehicle, and every archived vehicle in PoolCar.
The Asset Register is the newer register and does not have the same validation as the Vehicle Register, so is handy if you want to make single field changes as you can save them one by one. By default, the Asset Register shows all vehicles assigned to a Pool and not unassigned vehicles.
Vehicle Register | Asset Register | Bulk load Vehicles/Assets |
|---|---|---|
https://smartrak.atlassian.net/wiki/spaces/SCP/pages/690258837 | https://smartrak.atlassian.net/wiki/spaces/SCP/pages/2120418030 | https://smartrak.atlassian.net/wiki/spaces/SCP/pages/690259219 |
Rego (Required) | Rego (Required) | Registration/Licence Plate (Required) |
Campus | Campus | Home Campus (Optional) |
Location | Location |
|
Department | Department |
|
CostCentre (Recommended) | CostCentre (Recommended) | Cost Centre Code (Required) |
Make (Required) | Make (Required) | Make (Required) |
Model (Required) | Model (Required) | Model (Required) |
BodyType (Required) | BodyType (Required) | Body Type (Required) |
Colour (Recommended) | Colour (Recommended) | Colour (Recommended) |
PrimaryContactName (Required) |
| Custodian Name (Required) |
PrimaryContactNumber (Required) |
| Custodian Phone (Required) |
PrimaryContactEmail (Required) |
| Custodian Email (Required) |
SecondaryContactName |
| Secondary Custodian Name (Optional) |
SecondaryContactNumber |
| Secondary Custodian Number (Optional) |
SecondaryContactEmail |
| Secondary Custodian Email Address (Optional) |
UsageScope (Required) | UsageScope (Recommended) | Exclusivity (General Pool?) Y/N (Required) |
PrimaryAdminUsername |
|
|
SecondaryAdminUsername |
|
|
LastServiceDate | LastServiceDate | Last Service Date (Recommended) |
LastServiceOD | LastServiceOD | Last Service OD Reading (Recommended) |
NextServiceDate | NextServiceDate | NextServiceDate (Recommended) |
NextServiceOD | NextServiceOD | NextServiceOD (Recommended) |
ServicingStatus | ServicingStatus |
|
ServicingReminderSent | ServicingReminderSent |
|
ODReading (Recommended) | ODReading | Current OD Reading (Recommended) |
ODReadingDate (Recommended) | ODReadingDate | Date of Current Reading (Recommended) |
EnterServiceDataEmailSent | EnterServiceDataEmailSent |
|
Admin3Username |
|
|
Admin3Email |
| Admin3 Email Address (Optional) |
Admin3ContactName |
| Admin3 Name (Optional) |
Admin3ContactNumber |
| Admin3 Phone (Optional) |
Admin4Username |
|
|
Admin4Email |
| Admin4 Email Address (Optional) |
Admin4ContactNumber |
| Admin4 Phone (Optional) |
Admin4ContactName |
| Admin4 Name (Optional) |
HasEtag | HasEtag | Etag/Toll ID (Optional) |
ServiceabilityLastInspectedWhen | ServiceabilityLastInspectedWhen |
|
ServiceabilityGoodUntilDate | ServiceabilityGoodUntilDate |
|
CannotBeBookedAfterDate (Recommended) | CannotBeBookedAfterDate (Recommended) | Cannot Be Booked After Date (Recommended) |
FBTValue | FBTValue | FBT Value (Optional) |
VehicleName | VehicleName | Vehicle "Name" (Optional) |
FuelType (Recommended) | FuelType | Fuel Type (Recommended) |
Leased (Recommended) | Leased (Recommended) | Owned or Leased (Recommended) |
LeaseCommencementDate | LeaseCommencementDate | Lease Commencement Date (Optional) |
LeaseExpiryDate | LeaseExpiryDate |
|
LeaseTermMonths | LeaseTermMonths | Lease Term Months (Optional) |
LeaseTermKMs | LeaseTermKMs | Lease Term KMs (Optional) |
LeaseCompany | LeaseCompany | Lease Company (Optional) |
LeaseLastReviewDate | LeaseLastReviewDate |
|
LeaseNextReviewDate | LeaseNextReviewDate |
|
LeaseIsReplacement | LeaseIsReplacement |
|
FuelCard | FuelCard | Fuel card included (Y/N Optional) |
RoadsideAssistance | RoadsideAssistance | Roadside Assist? (Optional) |
Comments | Comments | Comments (Optional) |
LeaseBufferKMs | LeaseBufferKMs | Lease Buffer KMs (Optional) |
IsDeleted | IsDeleted |
|
ServicingRegimeKMs (Optional) | ServicingRegimeKMs | Servicing Schedule (Kms) (Optional) |
ServicingRegimeMonths (Optional) | ServicingRegimeMonths | Servicing Schedule (Months) (Optional) |
Cylinders | Cylinders | Cylinders (Optional) |
Seats (Recommended) | Seats (Recommended) | Seats (Recommended) |
TowBall | TowBall | Tow Bar? (Optional) |
TrailerPlugPins | TrailerPlugPins |
|
CO2Per100Km | CO2Per100Km | CO2 Per 100Km (Recommended) |
IsHidden | IsHidden | Vehicle Is Hidden (eg RLV) (Recommended) |
ServiceabilityCheckFailed | ServiceabilityCheckFailed |
|
ServicingReminderSentWhen | ServicingReminderSentWhen |
|
AssetNo | AssetNo | Asset # (Optional) |
ParkingLocation | ParkingLocation | Parking Location (Optional) |
CannotBeBookedBeforeDate (Recommended) | CannotBeBookedBeforeDate (Recommended) | Cannot Be Booked Before Date (Recommended) |
NoChildRestraintAnchors | NoChildRestraintAnchors | NoChildRestraintAnchors (Optional) |
DisplaySequence (Recommended) | DisplaySequence (Recommended) | Display Sequence (Recommended) |
Year (Required) | Year (Recommended) | Year of Manufacture (Required) |
Automatic (Required) | Automatic (Required) | Automatic transmission? (Required) - Yes or No |
CargoBarrier | CargoBarrier | Cargo Barrier? (Optional) |
TowingCapacity | TowingCapacity | Towing Capacity (Kgs) (Optional) |
LicenceType (Required) | LicenceType (Required) | Licence Type (Required) |
ProbationaryDriversCanOperate (Recommended) | ProbationaryDriversCanOperate | Probationary Drivers Can Operate? (Recommended) |
FinanceType | FinanceType | Finance Type (Optional) |
LeaseCostPerMonth | LeaseCostPerMonth | Current Lease Cost Per Month (Optional) |
KeywordTags | KeywordTags | Keyword Tags (Optional) |
ExcludeFromReports | ExcludeFromReports | ExcludeFromReports (Y/N Optional) |
CurrentlyOut | CurrentlyOut |
|
ChassisNo | ChassisNo | VIN/Chassis No (Optional) |
PurchaseDate | PurchaseDate | PurchaseDate (Optional) |
PurchasedFromVendor | PurchasedFromVendor | PurchasedFromVendor (Optional) |
PurchasePrice | PurchasePrice | PurchasePrice (Optional) |
DateDelivered | DateDelivered | Delivery Date (Optional) |
DateDisposed | DateDisposed | DateDisposed (Optional) |
ActiveBookingID | ActiveBookingID |
|
DueBackWhen | DueBackWhen |
|
NotifyBookingAdmin1 | NotifyBookingAdmin1 |
|
NotifyBookingAdmin2 | NotifyBookingAdmin2 |
|
NotifyBookingAdmin3 | NotifyBookingAdmin3 |
|
NotifyBookingAdmin4 | NotifyBookingAdmin4 |
|
ParentRego | ParentRego |
|
ETagID | ETagID |
|
CannotBeBookedAfterODO | CannotBeBookedAfterODO |
|
UsageMeter | UsageMeter |
|
CanShareRide | CanShareRide | CanShareRide (Y/N Recommended) |
AssetType | AssetType |
|
ExcludeFromServicingReminders | ExcludeFromServicingReminders | ExcludeFromServicingReminders (Y/N Optional) |
StateOfRegistration | StateOfRegistration |
|
LastCertifiedDate | LastCertifiedDate |
|
NextCertificationDate | NextCertificationDate | Next Certification Date (WoF or RWC) (Optional) |
CertificationIntervalMonths | CertificationIntervalMonths | Certification Interval (Months) (Optional) |
CertificationStatus | CertificationStatus |
|
CertificationReminderSentWhen | CertificationReminderSentWhen |
|
RegoMonth | RegoMonth |
|
RegoRenewalStatus | RegoRenewalStatus |
|
RegoRenewalReminderSentWhen | RegoRenewalReminderSentWhen |
|
RegoRenewedWhen | RegoRenewedWhen | Rego Last Renewed Date (Optional) |
RegoRenewedByUsername | RegoRenewedByUsername |
|
FleetID | FleetID |
|
ProjectCode | ProjectCode | Project / Fund Code (Optional) |
RegistrationExpiresWhen | RegistrationExpiresWhen | Registration Expiry Date (Optional) |
InductionVideoURL | InductionVideoURL |
|
KeylessEntryUnitType | KeylessEntryUnitType |
|
KeylessEntryUnitID | KeylessEntryUnitID |
|
CancelNoShows | CancelNoShows |
|
TimeZoneID | TimeZoneID |
|
KeyNo | KeyNo | Key # (Optional) |
RollnWUIDType | RollnWUIDType |
|
RUCStatus | RUCStatus |
|
RUCWeight | RUCWeight |
|
RUCVehicleType | RUCVehicleType |
|
RUCExpiresAtODO | RUCExpiresAtODO | RUC Expires At Odo (Optional) |
RUCReminderSentWhen | RUCReminderSentWhen |
|
Instructions | Instructions | Instructions to User (Optional) |
ReplaceAtOdo | ReplaceAtOdo |
|
ReplaceAtDate | ReplaceAtDate |
|
DisposalPrice | DisposalPrice |
|
| blnIsDeleted |
|
| PoolName (Recommended) | Pool Name (Required) |
| PoolAssetID |
|
| DateEffectiveFrom |
|
| DateEffectiveTo |
|
|
| Asset Type (Required, default is Vehicle - this allows for multiple bookings across difference asset types) |
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