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Processing a New Charge (Fleet) Customer

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If you need to process a new vehicle and attach it to a charge customer, you process it almost the same way as a new vehicle record. The following instructions explain the extra step you take to process a new charge customer or fleet customer. For instructions on starting a work order for a new vehicle, see the article Creating a New Vehicle Record Through the Bay Invoicing Station

Note: Before processing a new charge (fleet) customer, you need to set the customer up in Set Up Charge Customers (1-4-2), if it does not already exist.
    Use the following steps to process a new fleet customer:
  1. Start or resume a work order for the vehicle that you want to attach to a fleet. This can be done from the Greeter Station (1-1-2), the Bay Invoicing Station (1-1-1), or the Cashier Station (1-1-3).
  2. Get to the Enter Invoices – Invoicing screen and press [F2] to receive the PopUp Menu.
  3. To receive the following screen, press F (for fleet).

  1. Do one of the following:
  • Fill in the Customer ID and Fleet Type fields with the information about the charge customer to which you want to attach this vehicle and press [Enter].
  • If you do not know the customer ID, press [F1] to use the Lookup feature. Type the first part of the charge customer name, and press [Enter] to receive a list of valid customers that contain the part of the fleet name that you typed. Select the desired fleet from the list.
Note: If there are notes for this charge (Fleet) customer, you receive the Fleet Notes popup. Press 0 to continue to the Fleet Requirements screen.
  1. After selecting a fleet, the name, phone number, comments, and input items are filled in automatically. Read the comments on this screen. If any information is required (such as purchase order number or driver’s name), you may enter that information in the Response fields.

Note: If you do not want to fill in all of the responses now, you do not have to at this point. If the customer is a billed customer, the system forces you to fill in the required information completely at the Cashier Station before you can cash out the customer.
  1. To return to the Enter Invoices – Invoicing screen, press [Enter] through the fields.
Note: Many fleets require an extra copy of the invoice at the point of service. You can use the Reprint Invoice option to print an extra copy or set the system to automatically print an extra copy of the invoice when one is cashed out for this fleet. See the article Setting Up Charge Customers.

For additional instructions on invoicing vehicles, see the following articles: