Create and Edit Vehicle/Equipment Information

Creating vehicle/equipment/trailer entries are directly related to forms and budgets - independently. Note: - you do not have to enter in all of the financial information for an entry to be used within a form. - you do not have to make an entry available in forms if you are entering only for 'budget' purposes.

Ext-Tech

Create a new entry

Navigate to "Configuration"

Click "Equipment"

Click "Create"

Click the "Name" field and start typing the name of the vehicle/trailer/equipment

Click the drop down menu for type and make a selection

Be sure that the "active" toggle is on.

If you want the entry to be available to select in a form then be sure that the toggle for "Available in Forms" is on.

The steps above are the minimum requirement for an entry, however, entering in the identification is especially important if you are using the entry for vehicle inspections.

Click into the various information boxes and type in the information. If there is information the is not applicable than you can leave it blank.

Click ""

The "Physical" information is not necessary for the entry, however, if can an easy to access place for this information instead of keeping an external list. This does need to be updated from time to time.

For "budgeting" and information purposes follow the next steps. \*You can also enter vehicles/equipment/trailers from the budget menu as well. They appear in both locations.

Click the "Purchase Date" and select the date.

Click the "Current Value" and enter the value. The value is typically based on what you can sell the machine for today.

If your budget is active you can select the budget at this time. If it is not active than move on to the next step.

If the piece of equipment is an overhead cost, be sure that the 'overhead cost' toggle is on. This will automatically add it to your equipment overhead cost in your budget - if you have one started (or start one later).

Type in your annual cost

If you have multiple divisions you must allocate a percentage to each division.

For entries that are not in "Overhead Cost" follow the steps below.

If you have not toggled on the "overhead cost" you will see this section after the division allocation section.

Click the drop down menu and choose - 'cost per hour' or cost per day' This depends on how you price your jobs.

Enter the ownership type from the drop down menu.

Enter in the costs associated with the entry.

You can also enter in variable costs here as well. If you do not account for the variable costs here, which is perfectly acceptable, you must account for any and all other costs associated with the entry in your overhead cost. An easy example is: fuel - if you do not enter in a fuel cost here you must add it to your overhead costs, and you may use a lump sum for your fuel cost in your overhead - which is perfectly acceptable as well.

Once you have entered the information you will see the cost here.

Toggle on 'Labour and Materials' to transfer over the hourly/daily rate of the entry into your labour and materials configuration settings. Note: if the entry is allocated across multiple divisions you will have multiple costs.

Add any additional notes.

Click "Save"

You will find all of your entries sorted by 'active', 'overhead', and 'inactive'.

Edit an existing item

If you need to edit any of the vehicles/equipment/trailers, click on the item you want to edit.

You now see two tabs at the top. "Equipment Details" where you can edit the basic details, identification, physical information, purchase information or notes.

And the second tab "Budget & Rates" where you can adjust any of the financial details.

Under "equipment Details" tab you can toggle off "Active" to remove it from the main list. Note: if you deactivate an item and it is labelled as overhead this gets removed from your budget so only deactivate if it is no longer a part of your fleet.

Under "equipment Details" tab you can toggle off "Available in forms" to remove it from the list of items to choose from in a form.

When you are done with your edits click "Save"