o Its vehicle number: the vehicle number for each vehicle is shown in the Vehicle No column. The vehicle number is an arbitrarily chosen code that is used to uniquely identify each vehicle in EZM Web. The vehicle number for a vehicle may or may not correspond with the internal tracking numbers your company uses to track your vehicles.

o Its license plate number: the vehicle’s license plate number is shown in the License Plate column.

o License or registration expiration date: the expiration date for the vehicles license or registration is shown in the Lic. Expiration column.

o What customer it belongs to: if you are servicing a vehicle for a customer of yours, the customer will be shown in the Customer column.

There are also two search features on the right side of the screen which you can use to locate vehicles. The first is the Quick Search box at the upper-right hand corner:

Fig 3.106 – “Quick Search” box

Using the Quick Search box, you can search for vehicles all sharing the same classification, or you can search for a vehicle by entering its vehicle number or its license plate number.

To search for all vehicles sharing the same classification, first select the classification from the Vehicle Class. Filter drop-down box. Then click on the small GO button immediately below and to the right of the drop-down box. The vehicle list will then be updated with only the vehicles with the classification you selected. To reset the list so that all of the vehicles are displayed, select the “Select” option from the drop-down box and then click on the GO button. (See section 3.1.2 Vehicle Classifications for information on what vehicle classifications are and how to enter them into EZM Web.)

To search for a vehicle by entering its vehicle number or license plate number, click in one of the small circles named Vehicle No or License Plate. respectively. Then, depending on what you selected, type in the vehicle number or license plate number in the box immediately below, and then click on the small GO button immediately to the bottom right. If you selected Vehicle No, the vehicle with the vehicle number that you typed will be shown in the vehicle list. Similarly, if you selected License Plate., the vehicle with the license plate number which you typed in will be shown.

You can also locate vehicles by scanning a bar-coded label using the Scan a Barcode box on the right side of the screen:

Fig 3.107 – “Scan a Barcode” box

To locate a vehicle by scanning its barcode, you first need to select whether the barcode you are scanning contains the vehicle’s vehicle number or its license plate number by clicking on one of the small circles called Vehicle No or License Plate.. Once you have selected one of the two, then place the cursor in the box immediately below by clicking in it. Then use your barcode reader to swipe the barcode, and then click on the GO button immediately below the box. The vehicle which you scanned will now be shown where the vehicle list usually is.

3.2.2 Entering a New Vehicle

To enter a new vehicle into EZM Web, first you will need to be at the main vehicle control screen (see section 3.2 Entering, Editing, and Deleting Your Vehicles for instructions on how to reach this screen). Then you will need to click on the New Vehicle tab above the list of vehicles:

Fig 3.108 – “New Vehicle” tab

After clicking on the New Vehicle tab, you will be taken to a screen where you enter the details about the new vehicle:

Fig 3.109 – “New Vehicle Information” screen where you enter a new vehicle

As you can see in Fig 3.109, there are several fields on the New Vehicle Information screen in which you can enter data. Fields marked with a red asterisk are required fields, which means that you cannot save the new vehicle into EZM Web until you have inputted information into these fields.

Also notice that all of the fields are organized into the groups Vehicle Unit ID, Vehicle Description, Service Details, Customer, Registration Details, and Other Information. We will proceed group by group and describe the purpose of each data field.

Vehicle Unit ID:

o Vehicle No.: In this field you enter a code that uniquely identifies the vehicle. This can be either a code from your existing cataloging system that your company uses internally or a completely new code that you’ll use in EZM Web.

o VIN: In this field you enter the vehicle’s VIN number.

Vehicle Description:

o Vehicle Name: Here you select the short description of this vehicle that describes it briefly and indicates what type of vehicle it is. You can only select vehicle names which have already been entered into EZM Web. (See section 3.1.1 Vehicle Names for information on how to enter new vehicle names into EZM Web.)

o Vehicle Class: This is where you select the classification to which the vehicle you are entering belongs. Classifications are groups into which you can put related vehicles for maintenance tracking purposes. Here, you can only choose classifications which have already been entered into EZM Web. (See section 3.1.2 Vehicle Classifications for information on how to enter new vehicle classifications into EZM Web.)

o Make: In this field you can enter the make of the vehicle which you are entering.

o Year Built: Here you select the year in which the vehicle was built.

o No of Passenger Seats: Here you select the number of passenger seats in the vehicle.

o Transmission: Here you enter the type of transmission in the vehicle

o Comments: Here you can enter any additional information about the vehicle that is useful or important to note.

Service Details:

o Start Date: This is where you enter the date from which you want the maintenance for this vehicle to begin scheduling. The month, day, and year are selected from the three drop-down boxes here.

o Starting Usage: In this field you enter the amount of usage miles which the vehicle has at the point where it is entered into EZM Web.

o Next Due Date: There are three options here for choosing how EZM Web handles the case where the next due date for a maintenance event falls on the weekend. You can select either All Days valid, in which case maintenance can be scheduled to be due on Saturdays and Sundays. If you choose Sat, Sun Excluded, any maintenance which is scheduled to be due on a Saturday or Sunday will be scheduled to be due on the immediately previous Friday. If you choose Sun Only Excluded, then any maintenance which is scheduled to be due on a Sunday will be scheduled to be due on the immediately previous Saturday.

o Service Profile: This is where you choose the vehicle service profile which describes the maintenance schedule for the vehicle which you are entering. You must choose from a list of vehicle service profiles that have already been entered into EZM Web. (See section 3.1.8 Vehicle Service Profiles for a more detailed explanation on vehicle service profiles and how to enter service profiles into EZM Web.)

o Description: This field is automatically filled in which the description of the maintenance profile you choose.

o Usage Units: This field is where you enter the unit in which usage for this vehicle is measured, which is typically “miles”.

o Fuel Units: This field is where you enter the unit in which fuel for this vehicle is measured, which is typically “gallons”.

o Min. Fuel Efficiency: Here you enter the minimum fuel efficiency.

Also, in the Customer drop-down box, you choose the customer—if any—for whom you are servicing this vehicle. (See sections 5.1 Viewing Open Customer Requests and 5.2 Creating Work Orders from Customer Requests for information on how to receive customer requests for maintenance through EZM Web.)

Registration Details:

o Registered To: In this field you enter the name of the person or the business to whom the vehicle is registered.

o License Plate: Here you enter the license plate for the vehicle.

o License Expiration Date: In this field you enter the date on which the license is expiring. This field will have to be manually updated whenever the license is renewed.

o State Where Registered: Here you enter the state in which the vehicle was registered.

o Set Advance Notice Flag for Usage at: The value you enter here is the amount of usage before the vehicle is due for maintenance at which an alert is created (see section 3.7 Vehicle Maintenance Alerts for information on vehicle maintenance alerts).

o Driver: Here you enter the driver for this vehicle.

The Other Information section of the New Vehicle Information window is where you enter information into custom fields whose names you choose yourself:

Fig 3.110 – Custom fields on “New Vehicle Information” screen

The field names as seen above in figure 3.111 are arbitrary and are simply shown here for demonstration purposes: “Lights”, “Speed”, “Interior”, etc. can be replaced with whatever you want. To choose your own custom field names, click on the Customize Captions button. This will open up a window into which you input your custom field names:

Fig 3.111 – Window where you enter custom field names

In this window, enter the names you want for the fields and then click on the SAVE button to save your changes. If you just want to close the window without making any changes, then click on the CLOSE button.

When you have finished entering all of the information for the new vehicle you are entering, click on the SAVE button at the bottom of the New Vehicle Information screen. Also notice that, along with the SAVE button, there are also two other buttons: REPRODUCE and CANCEL:

Fig 3.112 - “SAVE”, “REPRODUCE”, and “CANCEL” buttons

Click on CANCEL if you have changed your mind and do not want to enter the new vehicle. This button will take you back to the main vehicle control screen without saving anything.

The REPRODUCE button will save the vehicle which you have entered, and open up a new window where you can create another vehicle which has all of the same properties and information as the one you just saved. However, you must input a new unique vehicle number and another VIN number for the new vehicle.

3.2.3 Editing Vehicles

You may also change details of vehicles that have already been entered into EZM Web. To do this, first navigate to the main vehicle control screen (see section 3.2 Entering, Editing, and Deleting Your Vehicles for instructions on how to reach this screen). Once there, locate the vehicle you wish to edit in the list, and then look under the Edit column and click on the small button that corresponds with the one you wish to edit.

After clicking on the Edit button that corresponds with the vehicle that you want to edit, you will be taken to the Edit Vehicle Information screen:

Fig 3.114 – “Edit Vehicle Information” screen

This screen is very similar to the one described in section 3.2.2 Entering a New Vehicle where you enter a new vehicle into EZM Web. Unlike the screen at which you enter a new vehicle, however, the Edit Vehicle Information screen will be filled with all of the information previously entered about this vehicle.

See section 3.2.2 Entering a New Vehicle for information on what the various data fields in this screen are used for and how to enter data into them. You can change the values for any of the data items in this screen.

Once you have made your desired changes, you can choose to either save the changes to the vehicle, or, if you have changed your mind and no longer want to make changes to it, cancel and return to the main vehicle control screen. To save or cancel, click on the SAVE or CANCEL buttons at the bottom of the screen respectively:

Fig 3.115 – “SAVE”, “REPRODUCE”, “DELETE”, and “CANCEL” buttons

The REPRODUCE button functions exactly as it does as described in section 3.2.2 Entering a New Vehicle: the REPRODUCE button will save the vehicle which you are editing, and open up a new window where you can create another vehicle which has all of the same properties and information as the one you just saved. However, you must input a new unique vehicle number and another VIN number for the new vehicle.

The DELETE button deletes the vehicle. Clicking on the DELETE button brings up the following window which asks you to confirm that you want to delete the vehicle:

Fig 3.116 – Window confirming that you want to delete the vehicle

Click on the OK button to confirm that you want to delete the vehicle, or click on the CANCEL button if you’ve changed your mind and do not want to delete the vehicle.

3.2.4 Deleting Vehicles

You may also delete vehicles from EZM Web when you no longer want to use EZM Web to track them. To do this, first navigate to the main vehicle control screen (see section 3.2 Entering, Editing, and Deleting Your Vehicles for instructions on how to reach this screen). Once there, locate the vehicle you wish to delete, and then look under the Delete column and click on the small button that corresponds with the one you wish to delete from EZM Web.

Once you click on the Delete button, a small window will pop up on the screen prompting you to confirm that you want to delete the vehicle from EZM Web:

Fig 3.118 – Confirmation window for deleting a vehicle from EZM Web

Click on the OK button to confirm that you want to delete the vehicle, or click on the Cancel button if you have changed your mind and do not want to delete it from EZM Web.

If you click on the OK button, you will be returned to the main vehicle control screen, and the vehicle will be removed from the list of vehicles.

Important Note: Vehicles for which work orders have been created cannot be deleted from EZM Web. If you try to delete a vehicle for which a work order has already been created, you will receive the following error message: