Take vehicles out of the fleet

Introduction

When cars are sold, handed back at the end of a lease or written off, they have to stop being bookable without losing their history. The Defleet button above the Vehicles list does this for several vehicles in one go. You tick the vehicles and press Defleet, and a popup headed Defleet vehicles opens. It has a line of explanation at the top, one Defleet date (all vehicles) box, then one line per vehicle with its own Defleet date. Vehicles whose purchase details are recorded also get a Sale price and a Sale date. Defleet and Cancel close it.

You come here when:

• a batch of cars has gone to the dealer and must stop turning up in availability searches;
• a lease company has collected its vans at the end of the contract;
• the bookkeeper needs the sale price and sale date recorded and the monthly write-downs stopped;
• a vehicle was written off after an accident and will not come back.

Words this screen uses

Every way to take a vehicle out

Use Defleet whenever a vehicle leaves for good and you want its bookings, damages, costs and write-downs kept for reference.

How to use

Configuration

There is nothing to set up. The popup fills itself from the vehicles you ticked and from their purchase details.

Before you start: only a company administrator sees the Defleet button and can use the popup. Move each vehicle's future bookings to another vehicle first, because defleeting does not take the vehicle off them — see the first question below. To record a sale price, the vehicle needs purchase details on Asset financial overview; see Record a vehicle's purchase price and depreciation.

Using the Defleet popup

From the main menu, click Assets. A page of tiles opens; click the Assets tile. The screen is headed Assets; make sure the Vehicles tab is selected.

1. Tick the vehicles you are taking out, using the tick box at the start of each row. Filter the list first if that makes them easier to find. The tick box in the header selects the whole page, and the app then offers to select every row in the list.

2. Click Defleet, the orange button with a minus sign above the list, beside RDW Import. If nothing is ticked you get Select one or more vehicles to defleet. and nothing opens.

3. Set Defleet date (all vehicles). It starts as today. Changing it copies the new date onto every line below, replacing any date you had already changed on a line.

4. Check each line. Each line shows the registration number, then Unit, the internal number and active to with the vehicle's current Active to date. Then:

   Field	Starts as	What it does	What it accepts
   Defleet date	The date from step 3	The day this vehicle leaves. Change it for a vehicle that leaves on another day	A date. Required
   Sale price	The sale price already on its purchase details, or 0	What the vehicle was sold for. Shown only when the vehicle has purchase details	Amounts with decimals, not below 0
   Sale date	The sale date already on its purchase details, or empty	When it was sold. Shown only when the vehicle has purchase details	A date

   A vehicle without purchase details shows No financial record — only deactivated. in place of the two sale boxes.

5. Click Defleet at the bottom of the popup. There is no confirmation question. If a line has no date the app says Every vehicle needs a defleet date.; a sale price below zero gives A sale price cannot be negative. Fix the line and press Defleet again.

The popup closes and the list shows the vehicles with is active switched off. Nothing is changed until you press Defleet: Cancel closes the popup and leaves every vehicle as it was. The vehicles are all changed together, or none of them is.

Key details

What happens to each vehicle.

A worked example. On 31 October you defleet three vans. AB-123-C was sold for €14,500 and you leave its Sale date empty. DE-456-F is waiting for a buyer, so its price stays 0. GH-789-J has no purchase details and leaves on 15 November, so you change its line's date. After Defleet, all three are switched off. AB-123-C is marked sold for €14,500 on 31 October. DE-456-F stops being written down but is not marked sold. GH-789-J has Active to 15 November and nothing else changes.

Leaving happens now, whatever the date. The defleet date is recorded, but the vehicle is switched off the moment you press Defleet, even when the date is in the future. An inactive vehicle no longer counts towards availability, so it stops being offered for new bookings straight away.

History is kept. Bookings, damages, inspections, maintenance, costs and the write-downs already made all stay with the vehicle. Inactive vehicles stay on the Vehicles list, with is active off; use the filter in that column to show or hide them.

To undo it, open the vehicle from the list, tick Active, put a date in the future in Active to on the Financial tab, and press Save. Then open its purchase details on Asset financial overview, tick Depreciation active again, untick Is sold if it was ticked, and press Save; the next daily run catches up the missed write-downs.

What to do next. Check the bookings of the vehicles you defleeted and move any future ones first — see Change the vehicle or class on a booking. Then tell your bookkeeper the sale prices are in.

Q&A

Why do future bookings still show a vehicle I defleeted? Defleet does not look at bookings. Unlike unticking Active on the vehicle record, it does not take the vehicle off its future bookings or warn you about them, so those customers are still booked on a car you no longer have. Find them on the Scheduler and move each one, see Change the vehicle or class on a booking.

Why did the dates I changed on single lines all go back to one date? You changed Defleet date (all vehicles) afterwards. It copies its date onto every line. Set the overall date first, then change the lines that differ.

Why is there no Sale price box for one of the vehicles? That vehicle has no purchase details recorded; the line says No financial record — only deactivated. It is still switched off. To record what it sold for, create its purchase details through Unlinked assets on Asset financial overview, tick Is sold and fill in Sale price and Sale date; see Record a vehicle's purchase price and depreciation.

Why is a vehicle not marked as sold after defleeting? Its Sale price was left at 0. Without a price the app stops the write-downs but does not tick Is sold. Open its purchase details, tick Is sold, enter the price and date, and press Save.

Why can I not see the Defleet button? It is only shown to a company administrator. Ask one to defleet the vehicles, or untick Active on each vehicle record yourself.

Why does nothing open when I click Defleet? No vehicle was ticked; the app says Select one or more vehicles to defleet. Tick at least one row first. Clicking a row opens the vehicle record instead of ticking it, so use the tick box itself.

Can I bring a defleeted vehicle back? Yes. Tick Active on its record again and save, then switch its write-downs back on — the steps are under Key details. Bookings you moved to other vehicles in the meantime stay where you put them.

Related pages:

• Add a vehicle to your fleet — the vehicle list, and switching off one vehicle with the booking check
• Record a vehicle's purchase price and depreciation — sale price, sale date and the write-downs
• Change the vehicle or class on a booking — moving bookings off a vehicle that has left
• Search for an available vehicle — why an inactive vehicle is no longer offered