VERSION 1.8.142 - 22 APR
FLEETMATE Reminders Window - Asset PM and Asset Admin Tabs:
The FLEETMATE Reminders window now features three (3) tabs: Fleet
Asset PM, Fleet Asset Admin, and Personnel. This was done to break-out
administrative type reminders (registration renewal, insurance renewal, etc.)
from Preventive Maintenance (PM) type reminders.
Main Window Columns - Category Column:
You may now use the Work Order tab under Options | Main Window Columns...
and select the Category field as a displayed column. You can then sort,
resize, and reposition the Category column as you would any other column under
the Work Orders tab on the Mail Window. If you were using an earlier
release of FLEETMATE and you do not see TX_CATEGORY listed, click the
Refresh button to refresh the Work Order tab.
Inventory - Core Charge:
You may now specify a core charge on each part in Inventory. This
information will be carried over to parts lines on work orders.
Parts Line - Core Charge:
You may now specify a core charge on each parts line on a work
order. If the part is being issued from Inventory. this information will
be carried over to the parts line on a work order. In the case of a
non-stock part, you will determine whether a core charge should be set.
Work Order - New Form Layout:
A Work Order in FLEETMATE has been redesigned to produce a one-page printed
form. The work order window will now support up to 22 labor lines, and up
to 34 parts lines in keeping with this one-page approach to work order printing.
Work Order - Choose from Two Different Work Order Forms:
On the Reports tab under Options | Preferences... you may now specify the
'default' work order form you plan to use. One work order features a
landscape format, the other features a portrait orientation.
Work Order - Print Preview Option:
When printing a work order from the Work Order window may now choose
to use the 'default' work order, or to choose an alternate work order
form. Both are included in FLEETMATE.
Work Order - Customer Invoice Options:
Added "Call When Ready", "Deliver", and Retain
Parts" check boxes on the work order dialog to support these items on a
Work Order - Blank Work Order:
Redesigned the Blank Work Order in FLEETMATE to better accommodate
Vehicle Record - Acct No:
Added an Account Number to each vehicle record per numerous customer
Options | Preferences... | Mail Tab:
Added a 'peek' function on the Password field under SMTP settings. In
the event the user is unsure of the password that was entered, clicking the
'eye' icon will momentarily reveal the email password.
Correction - Report | Maintenance Cost Detail - Labor
and Parts by Order Date:
Corrected a formatting issue with this report.
Parts Kit - Replacement Date:
When you add a parts kit onto a work order, the replacement date will
now default to the Completion Date on the work order if a Completion Date has
been defined, or the replacement date will default to the Creation Date if
the Completion Date has not yet been defined.
Export Text Data - Export Flag:
When you use the File | Database | Utilities | Export Text Data...
function to export fuel, payment, work order, labor line, or part line records,
FLEETMATE will set an export 'flag' as a default. That can be used to skip
exporting records that were previously exported.
EMail Functions - Initialization:
FLEETMATE will now unconditionally force the initialization of the
Message, SMTP, and DNS functions within the software whenever an email related
function is used.
VERSION 1.8.141 - DEC 2018
Auto Shutdown - Local Backup:
Modified FLEETMATE to silently run the local backup process if the auto
shutdown feature is active and is triggered at a specific time of day. If
the operating system prohibits the local backup process from completing, no
diagnostic message will appear. The Backup Database box must be checked on
the General tab under Options | Preferences... in order for the backup process
Template Modification - Initial Reminder Reset:
Normally when you edit the contents of one or more templates,
FLEETMATE will force a refresh and will reschedule reminders for all vehicles
that have been applied that template, including reminders that are 'initial'
reminders, where there is no prior service history available for the
activity. A new option on the Reminders tab under Company Data | Company
Information and Settings... will cause FLEETMATE to preserve reminders that are
'initial' reminders, while rescheduling all other reminders where service
Enhancement - Data
Import - Hour Meter:
You may now include the hour meter value for an asset when using the
UPDATEMETERBYVEHNO and the UPDATEMETERBYTAGNO import methods. Refer to the
Importing Data document for additional information.
Enhancement - Pending and In-Progress Tabs - Asset
Added an Asset Description column to the Work Orders Pending and Work
Orders In-Progress tabs on the main window.
Enhancement - Customer Record - Work Order Defaults:
Added "Call When Ready", "Deliver", and Retain
Parts" to be used as default values when a work order is created against an
asset that is owned by an external customer.
Enhancement - Customer Record - RO-Invoice Defaults:
When you add a work order to an asset that is owned by an external
customer, the default "Call When Ready", "Deliver", and
Retain Parts" settings on the customer record will be carried over to the
work order as defaults. You may edit these values on the work order if
necessary. These values will be visible on the Work Order window, as well
as the printed RO-Invoice form. These values will not be visible on a
printed work order.
Enhancement - Data Import - Update Inventory:
Added an import method named "UPDATE INVENTORY" to enable
you to adjust existing inventory records via a text import. This import
format can be used to adjust the Inventory Type, Status, Base Cost On Receiving
setting (Y/N), Qty On-Hand, Item Cost, Expense Type, Markup Type, Markup Value,
and Warranty. You can delete specific inventory items as well. In
addition, when using Avg, FIFO, or LIFO expensing, this function will
automatically reconcile receiving data variances to match your specified Qty
Enhancement - Reminders Window - Veh No Search
Added Veh No search feature on the Reminders window to help find a
vehicle is a long list of reminders. If you key a partial Veh No value,
the search feature will look for the first match that it finds.
VERSION 1.8.140 - NOV 2018
Fuel Log Dialog - Inventory Checkbox:
The Inventory checkbox setting will now be remembered between
sessions. This is a per user setting.
Security - Labor Billing Rate per Unit:
If security is active in FLEETMATE, a user will need "Edit Work
Order Labor Billing" or "Admin Equivalent" permission in order to
change the Billing Rate/Unit field on a labor line. In addition,
Personnel and Customer records can play a role in determining whether the user
may edit the Billing Rate/Unit in a Labor Line. Please refer to the
Customer Guide entitled "Security" on the Support page of the
FLEETMATE Website for a complete explanation of this this feature works.
Or Click Here
Correction - Inventory - Selling Price:
If an asset was set as owned by an external customer, it was possible
(depending upon customer settings) for the parts record to
show $0.00 as the selling price. This issue has been corrected.
VERSION 1.8.139 - OCT 2018
Report Viewer - Select All:
You may now right-click in the selection list (vehicles, personnel,
inventory, etc.) and click Select All to quickly select all items in the selection
Inventory - Receiving Ticket Print:
You may now right-click on a receiving ticket and choose Print
Receiving Ticket... to print the ticket without having to use the Report
Work Orders - Footprints:
The footprints area of a work order will now
display the date the work order was last printed and the username that printed
the work order. If you have not activated security, the username will
always be "Unknown."
Work Orders - In-Progress Print:
A work order that was flagged In-Progress may
preview on-screen, but would print a blank page. This issue has been
VERSION 1.8.138 - SEP 2018
Work Orders - In-Progress Status:
Work orders in FLEETMATE can now be assigned a status of PENDING,
IN-PROGRESS, or COMPLETED. When a work order is initially created, but no
labor or parts information is present on the work order, the order will be
considered "Pending". Without making any further modifications
to the work order (i.e., no labor and no parts), you do have the ability to
manually set the "In-Progress" status to true. However, once one
or more labor lines and/or one or more parts lines are entered onto the work
order, the order will be unconditionally set to
"In-Progress". At that point, the In-Progress" status
cannot be changed. Once all labor and parts information has been entered
and a Completion Date is entered on the work order, the order can then be set to
"Completed". The "In-Progress" flag will then be
Reports - Vehicle List - All Vehicles by Location and Department :
Added a new Vehicle List report.
Dashboard - Work Order Status:
The Dashboard feature in FLEETMATE will now show an In-Progress work
order count in addition the Pending work order count.
Inventory - Receiving Ticket Status:
When you highlight a receiving ticket on the Inventory window, the
system will now display the total for the line items currently on the receiving
Inventory - "Exp" Column:
The "Exp" column displays the expense method for each stock
item. The expense column will contain "Man" (manual),
"Avg" (average cost), "FIFO" (first-in first-out), or
"LIFO" (last-in first-out). When the expense method is set to
manual, you will manually manage the cost of the item. Therefore, it will
not be necessary to use the receiving features in FLEETMATE for that stock item.
Database Repair Option - Old Receiving Lines:
As you replenish stock items in inventory that are set to use Avg,
FIFO, or LIFO expensing, receiving lines are added to your database. Over
time, these lines will accumulate in your database, including lines that have
already been used to price a part. The Database Repair function will now
optionally delete receiving lines that are over one (1) year old, and that have
already been used to price a part. This feature will improve performance
when using the inventory module and when replenishing material.
System Change - Labor Lines - Rate/Unit:
If you choose a fleet technician on a labor line, the Rate/Unit
field will now become disabled, to prevent changes to that field. If a
vendor is chosen on a labor line, you may edit the Rate/Unit. If a
technician's rate/unit needs to be changed, you will need to edit the rate/unit
on the employee's personnel record.
VERSION 1.8.137 -
Test Limited Release
VERSION 1.8.136 - AUG 2018
System Change -
Company Information and Settings:
When a work order is deleted, you now have the ability to control
whether replacement parts drawn from inventory items will be credited back to
Enhancement - Main Windows - Dashboard Tab:
A "Dashboard" has been added to the main window in
FLEETMATE. The Dashboard tab will list several fleet status indicators.
The information that appears on the Dashboard tab is refreshed each time you
select the tab.
Enhancement - Inventory Reports - Low Stock:
The Low Stock report will now only list items that have a low stock
point of one (1) or greater, and that are at or below the low stock point.
This will enable you to set the low stock point to zero for those stock items
that you choose not to replenish.
Enhancement - Non-Stock Parts Records - Cost:
As you add a non-stock parts record to a work order, you will now
have the ability to record the cost paid for the part in addition to the selling
VERSION 1.8.135 - JUN 2018
System Change -
Billing Options - Text Labeling:
Changed the text on the Billing tab under Company Data | Company
Information and Settings... to better clarify the three (3) Inventory Parts
Selling Price options. The billing settings on a Customer record are only
in effect if the third option (Bill at Cost for Internal Fleet Vehicles, Bill at
Selling Price for Customer Owned Vehicles) is selected. The first two
options are global and will override all other factors.
Correction - Inventory - Receiving Tab:
Corrected an issue concerning Cost and Selling price values following
the receiving process. The customer would have to refresh the inventory item.
VERSION 1.8.134 - MAY 2018
System Change -
Implemented a variety of internal functions to further conceal
certain types of sensitive information that is stored in your database.
System Change -
Email - Trace Function:
Modified the software to produce a 'hex dump' whenever the email
trace feature is activated.
System Change -
Inventory - Qty On-Hand Adjustment:
In build #133 we eliminated the Inventory Adjustment button on the
Status tab of the Inventory dialog, and implemented the function using a
right-click context menu. Due to customer feedback, we have returned the
Inventory Adjustment button to the Status tab. We also left the
right-click approach in-place for customers that favor that approach.
Correction - Main
Window - Asset Status Droplist:
Found that under certain circumstances the Asset Status droplist
would not automatically initialize the list of assets on the main window.
This would require the that user manually click on a status to refresh the main
window. This issue has been corrected.
Import Data Dialog - Copy to Clipboard:
Once a data import process is completed, you can now click a new
"Copy to Clipboard" button to write the contents of the log that is
displayed to the Windows Clipboard. You can then past the contents of the
Clipboard into most text editors and work processors.
VERSION 1.8.133 - MAR 2018 -
System Change -
Report Viewer - Maintenance Reports:
Moved all Work Order related reports from the 'Maintenance' report
category to a new 'Work Orders' category. The new xml file is named
fm_wkord.xml. All custom work orders should reside in a file named
rd_wkord.xml. All other maintenance related reports will remain in the
existing fm_maint.xml file. Likewise, there is now a separate report
category for reminder related reports.
Work Order - Off-Cycle PM Reminder Completion:
When you choose to complete a reminder off-cycle (i.e., before it is
actually due), FLEETMATE will now automatically issue the Parts Kit if one was defined on the recurring task record.
Work Order - Archival Function During Deletion:
When you choose to delete one or more work orders, FLEETMATE will now
automatically archive each deleted work order as a PDF document. The
file-naming convention used is VIN-ORDER, so that you can search either by the
VIN or by the work order number. You may vary the folder that will be used
to store the archived work orders, and you can choose to turn-off this feature
if you prefer. This setting follows the database, not a specific
user. NOTE: If security has been activated, the user
will need read-write access, and they will need permission to delete completed
System Change -
Work Order/Invoice Print Preview Window - Print Button :
If the Print button on the Work Order/Invoice Print Preview window
was clicked multiple times in rapid succession, the form would print, but
exception #1010 would be raised. The customer would then need to restart
FLEETMATE. This has been corrected.
Vehicle Details - Parts Usage History:
Added the Price, Order No, and Replacement Date to the replacement
parts history list. This will make it easier to locate a prior work order on which
each part was used.
Vehicle Details - Common Replacement Parts from Inventory for a Vehicle:
Added a new feature to the Replacement Parts tab that enables you to
select replacement parts from inventory that are commonly used on each
vehicle. This information is made available on the Parts Pick List dialog
(note below) to make it easier to pick the appropriate part for a vehicle.
Parts Pick List - Select Common Replacement Parts from Inventory for a Vehicle:
Added a new tab to the Parts Pick List dialog that will list
replacement parts from inventory that are commonly used on the currently
selected vehicle. This list is populated by inventory items that have been
added to the Replacement Parts tab of the Vehicle Details dialog (see above).
Parts Pick List - Previously Used Parts:
This tab will now display the Mfr Part No, the Stock No (if
applicable), Price Paid, and the most recent Vendor for a non-stock part.
When you select a non-stock part to add to the current work order, the most
recent vendor will now come over to the Parts record. If the previously
used part is stocked in inventory, you will see the Stock No for that item.
Vehicle Record - E-ZPass Field:
Added the new field 'E-ZPass' to the vehicle record so that you can
document the toll transponder ID.
Vehicle Record - Fuel Card Field:
Added the new field 'Fuel Card' to the vehicle record.
Customer Record - Parts and Labor Cost Adjustment Percentages:
When an asset is owned by an external customer, you may now define an adjustment factor that will add a specified
percentage to labor and/or parts costs. These adjustment percentages are
unique to each customer record. The parts adjustment percentage works in
conjunction with all of the other factors that determine the selling price of a
part. You may also specify a negative percentage to reduce the labor cost
per unit and/or and lower the selling price of a part. Note that this
feature only applies when an asset is defined as owned by an external
customer. For parts, this feature only applies to parts sourced from your
replacement parts inventory.
Design Change -
Inventory/Personnel/Vendor - Window Design Change:
The Inventory module will now list all items under the Stock tab
without the tabbed pane beneath the list of stock items. To access the
inventory record, you will now double-click the stock item. You will then
have access to the General, Status, Comments, Journal, and Cross-Reference tabs
as before. This was done to offer a more traditional approach to accessing
records, and to avoid excessive processing overhead when scrolling through many thousands
of stock items. This same design change was also made to the Personnel and
Inventory Reports - Usage:
Modified several usage reports to display quantities used to three
places of precision rather than integers.
Reminder Completion Window - Sorting:
When two or more reminders are due for an asset and at least one (1)
reminder is overdue, the overdue reminder(s) will be listed first for the asset,
followed by all other reminders that are due. This rule applies to
all assets listed on the Reminders window.
Main Window - Fleet Assets and Pending Work Orders Tabs:
The FLEETMATE main window now features two new Tabs: 1) - Fleet
Assets and 2) - Pending Work Orders. The Pending Work Orders tab will make
it easier to identify and process pending work orders for your entire
fleet. The 'Fleet Assets' tab will list your fleet
assets similar to prior releases of FLEETMATE.
Main Window - Asset Status Droplist:
The new Fleet Assets tab on the main window now features a droplist
that will list: 1) - All Assets, 2) - Active Assets, 3) - Out
of Service Assets, or Retired Assets. This was done to avoid
having to 'hide' certain assets based on their status, and provide direct access
to any assets, regardless of current status, without having to leave the main window.
Main Window - Apply Task Template:
You may now apply a task template to an asset directly from the main
window. This new option appears in the context menu that opens with a
right-click. There is no longer a need to open the Setup Vehicle Reminders window
to do this. However, the apply template function is still available from
the Setup Vehicle Reminders window.
Yard Check Dialog :
When you open the Yard Check dialog to update odometer and/or hour
meter values, the Tracking Method chosen on the Vehicle window would determine
whether the odometer column was enabled, the hours column was enabled, or
whether both columns were enabled for editing. You may now force both
columns to be enabled for edits using the "Enable both Odometer and Hours columns"
checkbox on the Yard Check dialog. This will not affect the Tracking
Method that is set on the Vehicle window.
Recurring Tasks/Reminders - Default Labor Units and Default Fixed Price
You may now specify a Default Labor Units value on each recurring
task. This value will automatically transfer to the reminder. This
will be beneficial if you prefer fixed estimates for various labor
activities. The reminder completion process will simply multiply the
default labor units by the technician's rate per unit, providing a labor line
total without having to open and edit each labor line. If you opt to
define a 'Fixed Price', the value that you define will over-ride the
technician's default bill rate per unit. Likewise, defining the 'Fixed
Price' will over-ride a vendor's default bill rate per unit if you have defined
a vendor name on the recurring task record. These are default actions that
will occur as you complete reminders. You will still have the ability to
amend each labor line on the work order.
'Scheduled Reminders Due' Reports - Out of Service Vehicles:
The "Scheduled Reminders Due..." reports will no longer
include out of service vehicles provided the "Include Out of Service
Vehicles" box on the Messages tab under Options | Preferences... is not
VERSION 1.7.132 - AUG
Performance - Work Order Search:
Made changes to improve performance when performing a work order
search using the toolbar feature.
New Report - Work Order Query:
Created a new report in the "Maintenance" report type
entitled "Work Order Listing by Desc - Query". This new report
will enable you to locate work orders by description or partial
description. Wildcards are supported, and you may specify a date range.
New Reports - Out of Service:
Created two new "Out of Service" reports; one by
Location, one by Department. Also improved the existing Out of Service
report by Veh No to include additional columns of information.
Reminders - Specific Combination of Parameters:
Depending upon the scheduling parameters (e.g., scheduled by usage
and days on an asset being managed by both odometer and hour meter), FLEETMATE
may not display a reminder as "due" even though the hours value had
been reached. The reminder would simply remain in a pending status until
the date due was reached. This
issue has been corrected.
VERSION 1.7.131 - JUN
System Change -
Tire Management - Tire Costs:
When you mount or dismount a tire, FLEETMATE will now create a work
order by default. This was done to ensure that tire costs are allocated to
a vehicle and not unaccounted for because a work order was not created.
You do have the option of not creating a work order if allocating the cost to
the asset is not important to you.
System Change -
Main Window - Moving Work Orders Dialog:
If you have security active and you have FLEETMATE set to only
display assets in the employee's department, the Moving Work Orders dialog will
now only allow moving work orders to an asset within the same
System Change -
Security - Deleting an Asset Record:
If you have security active in FLEETMATE, only a user with
administrator rights will be able to delete an asset/vehicle record. If
you do not have security active, any user will be able to delete any
asset/vehicle record. However, an on-screen warning and confirmation
dialog all always appear prior to the deletion, regardless of the security
Reports - Tire Usage and Costs:
Changed cost related reports to accumulate the life-time costs of a
tire, including servicing/re-treading after the original purchase.
Vehicle Details - Common Replacement Parts from Inventory:
You can now define replacement parts from inventory that are commonly
used on each vehicle. This was designed to make it easier to locate
replacement parts from inventory when completing a work order. The feature
is available on the "Replacement Parts" tab of the Additional Details
dialog. Right-click in the "Replacement Parts from Inventory"
list to add inventory items to the current asset.
Work Order - Parts Pick List:
The Pick List dialog now features a new tab ("Inventory for Veh
No [#####]") that will list only those stock parts from inventory that
have been defined for use on the current asset. This was designed to make it easier to locate
replacement parts from inventory when processing a work order. You will
define these inventory parts on the "Replacement Parts" tab of the Additional Details
dialog. See note above.
VERSION 1.7.130 - APR
System Change -
Fuel Window - Tab Order:
The tab order on the Fuel Log dialog will now include the Hours field
after the Total Cost field, provided the vehicle is being managed by hours.
Inventory Window - Column Settings:
All column width settings on the Inventory window will now persist
for each user between sessions.
Data Import - Record Type:
The import processor will now strip-off any leading and/or trailing
space characters from the record type column.
Reminders - Manually Completing a Reminder:
When you choose "Manually Complete a PM Reminder" from the
Labor tab on a work order, the system will now carry over the fixed price and
vendor (if defined) on a recurring task. This behavior is now consistent
with completing a reminder in the normal fashion from the Reminders window.
Main Window - Work Order Search:
You may now locate any work order in the system using the work order
number. This feature has been added to the VIN, Veh No, and Tag No search
box on the main window toolbar. To locate a work order, choose 'Order No'
as your search type, key-in the work order number that you need to access, then
press [Enter] on your keyboard. FLEETMATE will locate the vehicle record,
then it will open the work order on your screen.
Correction - Work
Order - Print Preview Dialog:
Found that FLEETMATE may not retain the "To:" date when
specifying a date range for prior work order history, or for journal
records. This issue has been identified and corrected. Both
"From:" and "To:" dates will now be remembered between
sessions for each user.
VERSION 1.7.129 - Sep
Main Window - New Column:
If you use the "Next Reminder Due" column on the main
window, that column will now be labeled "Next PM Reminder". A
new "Next Admin Reminder" will now also be available. This column
will display the days remaining until the next administrative reminder will be
due. A reminder will be considered 'administrative' in nature if it
is not PM (work order) related. Examples are Registration renewals, Safety
Inspection renewals, and Emission Test renewals. These types of reminders
are setup using the Vehicle Details dialog for each vehicle. To activate this new feature,
you will need to click Options | Main Window Columns... and make sure the
Vehicle tab is selected. If you have made changes from the default
settings, make certain that you note your changes including custom captions and
column order. This is because we need to reset the column values to their
new default settings. Once you have noted your customizations, click the
Reset button. You can now redefine your earlier customizations, then click
Close. Keep all checked columns grouped together at the top of the
Work Order - Dialog Load Performance:
Implemented changes to improve work order load performance. In
a very large database, the work order dialog will now load approximately
twice as fast. Typical load time will be < 3 seconds.
Work Order - Priority:
If the priority on a work order is HIGH (2) or URGENT (3), the text
"HIGH" or "URGENT" will appear on the printed work order form.
Work Order - Email:
You can now send Work Orders and Invoices to customers as well as
to employees and vendors.
New Report - Payments/Fees:
Added a new report entitled "Payments and Fees by
Description. This report will summarize costs for selected vehicles for a
specified date range by the description entered on the Payment
Work Order - Print Preview:
The Print Preview dialog will now remember print options settings
between sessions for each user.
Work Order Labor Line - Account Number:
The Labor Line dialog now features an Acct No field that can be used
to charge time to an account other than the Acct No entered on the Work Order
Work Order Labor Line - Invoice Number:
The Labor Line dialog now features an Invoice field that can be used
to note an invoice number for work performed by an outside organization.
Work Order Labor Line - Warranty Information:
The Labor Line dialog now features the ability to specify whether
work performed will be warranted for a specific number of days.
Work Order Parts Line - Invoice Number:
The Parts dialog now features an Invoice field that can be used
to note an invoice number for material purchased from a supplier.
Work Order Parts Line - Warranty Information:
The Parts dialog now features the ability to specify whether parts
replaced will be warranted for a specific number of days.
System Change - Security - Personnel Reminders:
In order for a user to be able to complete personnel reminders, the
user must be granted access to manage personnel records.
VERSION 1.7.128 - Jan
Work Order - Print Preview:
When you choose to print a Work Order or an Invoice from the Work
Order window, you will now receive a preview showing how the form will appear