Replacement Forecasting As At (Date)

The Replacement As At (Date) report helps identify vehicles that should be prioritised for replacement.

It uses a Replacement Score to compare projected vehicle usage against its replacement targets, allowing you to quickly identify vehicles that are over- or under-utilised.

Before You Start

The report relies on accurate vehicle information. Ensure each vehicle has:

• Current odometer readings

• Date Delivered

• Purchase Date

• Replacement At Odo/Hrs

• Replace At Date

These fields can be found in the Acquisition/Disposal tab of the Asset Register.

⚠️ Incomplete or inaccurate data will result in unreliable scores.

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Defining Replacement Targets

The Replacement Score requires both:

• A replacement date

• A replacement odometer target

Even if your organisation replaces vehicles based primarily on age, you should still set a realistic odometer target so PoolCar can accurately assess vehicle utilisation.

Setup

1. Configure Allocation Method

For each pool, set the allocation method to: Lowest Lease/Replacement Score
This helps balance vehicle usage across the fleet and improves replacement forecasting.

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2. Run the Report

a. Navigate to: Reports → Replacement As At (Date)
b. Select your desired As At Date and run the report.

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Understanding the Score

Red: Vehicle is likely to exceed its replacement target
Amber: Vehicle is tracking close to its replacement target
Green: Vehicle is likely to finish well below its replacement target
Zero: Insufficient data to calculate a score

Generally, Amber is the ideal result, as it indicates replacement settings closely match actual vehicle usage.

Key Columns

Current Odo/Hrs: Latest odometer reading. The colour indicates how current the reading is.
Odo/Hrs Remaining: Distance remaining before the replacement target is reached.
Days Remaining: Time remaining before the planned replacement date.
Whole Life Cost: Total servicing, maintenance & infringement costs recorded against the vehicle.
Score: Indicates how closely projected usage aligns with replacement targets.

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Improving Poor Scores

If a vehicle is projected to exceed its replacement target, consider:

• Increasing the discouragement factor

• Temporarily reducing vehicle availability

• Reallocating the vehicle to a lower-usage area

• Reviewing replacement terms

If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk