Table of Contents
Fleetio Go gives you the flexibility to view, add, and manage your Service Entries right from the app.
Service Entries are a simple way to log completed Service Tasks and Issues - the routine Preventative Maintenance and one-time repairs that are performed on Fleetio Vehicles. Service Entries are a fast and easy, yet powerful, way to keep track of service history and maintenance expenses.
Service Entries work in conjunction with Service Reminders to help you stay on top of your scheduled tasks.
Add a New Service Entry
New Service Entries can be added from the Vehicle Overview screen.
- Tap Browse in the bottom menu, then tap Vehicles in the Assets section.
- Search for the Vehicle or Tap it in the list to select it. You can also scan a barcode if available.
Add a Service Entry from Vehicle Overview
To add a Service Entry from the Vehicle Overview screen, tap the + Button then tap Service Entry in the Quick Add list.
Add a Service Entry from Alerts
The Vehicle Overview screen includes an Alerts section to display Due Soon and Overdue Service Reminders.
If the Service Entry you want to add is flagged with a Due Soon or Overdue Service Reminder:
- Tap the corresponding Alert to view the Service Reminder.
- On the Service Reminder screen, tap Resolve, then tap Enter Service to create a new Service Entry.
- You can also tap Add to Work Order to add the service to a Work Order.
Service Entries from Multiple Service Reminders
If you want to create a Service Entry for multiple overdue or due soon Service Reminders:
Tap Options in the Alerts section and select New Service Entry or Existing Service Entry.
If you select New Service Entry, proceed to the Service Entry Details section below.
- The Service Tasks from the Service Reminders you selected are automatically populated in the Line Items section.
If you select Existing Service Entry, tap Select Service Entry, then choose the record from the list to view and edit the entry.
The Service Tasks from the Service Reminders you selected will be added to the Line Items section.
You can also add additional Service Tasks and make other changes to the Service Entry if necessary.
When you're finished, tap Save in the top right.
Service Entry Details
Fill out the Service Entry Details as accurately as possible. Fleetio Go will mark required fields with a red asterisk (*).
A new Service Entry is divided into five main sections: Service Details, Resolved Issues, Line Items, Cost Summary, and Attachments.
Service Details
- Enter the Odometer reading at the time of service. Fleetio Go will alert you if the entry does not meet Meter Validation requirements.
- Enter a Secondary Meter if enabled.
- Select the Completion Date.
- Note the optional toggle to Set Start Date which you may enable if the service took more than one day.
- A Service Entry may be associated with any Vendor that has Service Classification so that you may track and report costs associated with this Vendor for services provided.
- If you use any external identifier, such as an invoice number, you may enter it in the Reference field
- Labels offer powerful sort and filter capabilities in Lists and Reports
Resolved Issues
The Resolved Issues section allows you to add any Issues associated with the Vehicle to the Service Entry.
- Tap Select Issues, then tap on an Issue in the list to add it to the Service Entry.
NOTE: When you Save the Service Entry, any included Open Issues are automatically updated to Resolved status.
Line Items
The Line Items section allows you to add Service Tasks to the Service Entry.
TIP: Service Tasks are the building blocks of maintenance and repairs logged in Fleetio. Service Tasks can represent recurring Preventive Maintenance tasks, as well as unplanned one-time repair tasks.
- Tap Add Service Tasks (a), then tap on a Service Task in the list to add it to the Service Entry.
- Once a Service Task has been added, tap on the task in the Line Items list (b) to view the Line Item Details.
- On the Line Item Details screen, adjust pricing for Parts and Labor, add or change Resolved Issues related to the task, and select the Reason for Repair in the Categorization section.
- Tap Save in the top right corner to save the Line Item and return to the Service Entry.
Cost Summary
The Cost Summary section provides a breakdown of the costs for the Line Items added in the previous step.
- The Subtotal is automatically calculated.
- You can edit the cost for Labor or Parts.
- Set a dollar ($) or percentage (%) for Discount and Tax amounts.
- View the Total cost
Below the Cost Summary, you'll also see a General Notes section where you can enter any notes regarding the service.
Custom Fields
Here is where you'll see any Custom Fields that may need to be filled out.
TIP: Custom Fields are fields created by your organization to gather and track additional information and may be required depending on their settings. If you have a question about a Custom Field, contact your Account Owner or Administrator.
Attachments
The Attachments section provides a place to add Photos, Documents, or Comments to the Service Entry.
Next Steps
Once you've entered the required information, tap Save in the top right corner to save the Service Entry.
Any linked Issues are updated to a Resolved status, the Service Task is logged to Service History for the Vehicle, and any Service Reminders are reset according to the Date Completed and Meter.
