Vehicles

The Vehicles area enables you to enter information for vehicles that is used when issuing Vehicle Liability Cards.

To access this area:

1. Locate the desired account.
2. In the navigation panel, click Account Detail > Vehicles.

Add a Vehicle

1. Click the Add button.
   
   Note: Fields outlined in red are required.
2. In the Status section, enter the Insured Vehicle Number, Agency Vehicle Number, and/or Carrier Vehicle Number if this information is known or used. The Updated By field displays the name of the last person to update the vehicle and the date and time the vehicle was last changed.
3. Select the Fleet checkbox in the Fleet Details section if you wish to issue a fleet Vehicle Liability Card. If you select this checkbox, only the detail needed for fleet vehicles displays. Enter the Fleet Wording manually or click the Select Text link to search for specific wording.  Make an entry in the required Number of Vehicles field.
   
   Note: You can enter, delete, or update wording that displays in the pop-up window via the Library .
4. In the Vehicle Code field in the Vehicle Details section, enter details that may be needed for an AutoID/Liability certificate.
5. Use the Batch field to enter any information needed for a Vehicle Liability Card. New York is the only state this does not apply.
6. Select a state or province in the ID Card Issue State/Province dropdown menu. The screen options and fields change as needed depending on the state you choose. The Card Type field displays the card associated with that state and can be changed if other cards are available.
   
   When the selected state is New York, you must reenter text in the Fleet Wording field. You can only choose items in the dropdown menu. Note that the Card Type can determine which option can be selected.  For instance, when the card type is NY FH 1 Fleet Hire Passenger Vehicle, only the All Owned Vehicles selection is available.
7. Select the policy to be associated with this vehicle in the Policy Details section.
8. The Liability Card Template Details default in.
9. Enter any information needed in the Insured Name section.
10. In the Rating and Additional Information sections, enter any specifics that are pertinent.
11. The Add Email Recipient button and the Add Fax Recipient button in the Delivery section allows you to save vehicle information to be used later. Unlimited email and fax recipients can be added as needed. When the Email Auto ID or Fax Auto ID checkboxes are selected, the recipient will receive a copy of the Vehicle Liability Card upon delivery.
12. In the Mailing Label section, you can print a mailing address on the Vehicle Liability Card.  A single address can be entered and will print outside the Vehicle Liability Card on the same page used for mailing. When the Name field is filled out, the Address, City, State/Province, and Zip/Postal Code fields are required.
13. Click Save to add the vehicle or Cancel to discard your changes.

Edit a Vehicle

1. Locate the appropriate vehicle. You can use the Search frame to narrow the vehicles that display in the list. To remove a filter that has been applied, click Clear Filter.
2. Click the line of the vehicle to open it for editing.
3. Click Edit.
4. Make any necessary changes to the vehicle detail. See the instructions under Add a Vehicle for more information.
5. Click Save to apply your changes or Cancel to discard them.

Delete a Vehicle

1. Locate the appropriate vehicle. You can use the Search frame to narrow the vehicles that display in the list. To remove a filter that has been applied, click Clear Filter.
2. Click the line of the vehicle to be deleted.
3. Click Delete. You are prompted, "Are you sure you want to delete?" Click OK.

Export Vehicles

To make the updating of multiple vehicles faster and easier, you can export vehicle data to an external Microsoft Excel or tab delimited text file, make updates to the information as necessary, and then import the updated information into the system.

1. Click Export on the options bar.
2. Open or Save the resulting file.

Import Vehicles

If you have vehicle data saved in an external Excel or tab delimited text file, you can use the import feature to automatically create the vehicles in your system. The Import Vehicles feature must be enabled for your organization. Only XLS/XLSX file types are supported with the vehicle import.

The file must contain the following columns, in this exact order.

You have the option of downloading an import template that you can fill out. (See instructions below.)

To import vehicles:

1. Click the Import button at the top of the list.
2. If you wish to download a template, click the Help button, click the appropriate link, and fill out and save the template.
3. Click the Choose File button to locate the appropriate file.
4. Click Import. The Import process validates the data. Use the Import Defaults option in Configure to select required fields .
5. The Import Status screen displays, indicating the number of records processed.
6. If there are any invalid records, click the Download Errors Report link and open the spreadsheet. The Errors column indicates the type of error.  Fix the errors directly in the spreadsheet. Once you have corrected all errors, re-import the file. Note that the Errors column does not affect the re-import.