Vehicle Log startup information

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This Getting Started Document also acts as the User Guide which you will use for the unresticted
version, the only real difference are details regarding the restrictions of the trial package.

MileStone Startup Information.

Basic requirements are that you have Microsoft Access 2000 or greater installed on the PC to be
used for the MileStone database.

Please do not be put off by the length of this document, While this document will initially appear
very long, much of it is intended to help the “New Comers” to appreciate the standard Do’s and
Don’ts for operating a database. Prospective users who are comfortable with databases will be
able to skim over the basics and focus on the form entry details. The basic data handling is
straight forward and the manual will show you how to get the most out of the package, and how to
edit incorrectly captured data.

For those who are not too conversant with Access Database, don't be afraid to be adventurous.
MileStone is fully menu driven, and probably more user friendly than Word and Excel; and does
not require any elaborate database skills. Like any other database, word processor or
spreadsheet, tread carefully and remember the golden rule that garbage in equals garbage out.

Windows Vista vs. MicroSoft Access error dhtmled.ocx?

Some versions of Windows Vista are missing files that are associated with MS Access data base.
This is a noted error by Microsoft, and Microsoft have corrected the error by making a download
freely available from their website to correct the problem. If you use Vista and get an error
message that says there is a missing or broken reference to the file dhtmled.ocx when you try to
open Access, go to the link provided and follow the download instructions. The download is very
straight forward and corrects the problem immediately.

Macro Protection

MileStone is written using macros as part of its internal workings, when opening MileStone, the
macros are used to set up the package, Access, (like Excel and Word) will look for macros and
take the prescribed action when a programme is found to contain them, this is standard practice.
The required action is set individually by each installed version of Access. If you get a message
saying that the database you are trying to open contains macros, and Access will not allow you to
open the database, that means your macro security has been set to “High”. This is not a problem,
to allow macros, all you need to do is choose to set the security setting to medium or low. To do
this, open MS Access, from the toolbar, select Tools > Macro > Security and click on either
Medium or Low. By selecting Medium, every time you open a database with a macro, Access will
prompt you to click enable or disable macros, you will then need to click “Allow macros” or “Open.”
If you select Low, the database will open immediately for any database that is opened from the
copy of Access installed on your computer.

Trial Version Limitations.

        The 21 day free trial version is only an “advertisement” of the full version, and although
        the same as the full version, the trial version is limited to:
        a maximum amount of 8 vehicles ( 4 sample cars supplied which you may delete from the
        a maximum of 100 fuel entries and 45 repair entries.
        There are enough entries to evaluate the reports and convince you that they are simple to
        use, practical and most importantly, the management information available will provide
        you with an invaluable tool to monitor and control the massive costs incurred to maintain a
        fleet of vehicles.
        There are a few vehicles and records already in the tables to get you started, the dates
        vary between September 2010 and November 2010, and use vehicle registration
        AAA1234 if necessary, sample vehicles are in class 3 and 4. You may enter a few of your
        own vehicles to test the system within the trial limits. You may choose to open the
        Vehicle Details Listing Display form in the Fleet Vehicle Details option of the main menu
        for a list of all vehicles. Fuel entries and vehicle services must be entered in
        chronological order or error messages and service overdue warnings will appear because
        of either negative distance calculations or outstanding vehicle services have not been

        When purchasing the full version, you may back-date information historically from a
        starting period of your choice, but you will be required to start the database from scratch.
        The trial period data will not be imported into the full version. Use this trial version as an
        evaluation advert only.

General database procedures.

        The Database is not caps sensitive, but I would advise you to be consistent with your use
        of capitals, reports with fields (columns) using upper case and lower case text
        inconsistently does not look smart when printed.

        Databases are “spacebar” sensitive, if you press the spacebar, a database will record a
        “space.” For example, if you have a vehicle registration “ABC1234” a database will think
        you have two different vehicles if you type “ABC 1234” into a form registration box. If you
        run a report for vehicle “ABC1234” transactions attributed to “ABC 1234” will be excluded.
        Also, “B Brown” , “B. Brown” , “Brown B” and “Bill Brown” will be seen as four different
        people. Select a format to write names, cost codes and registrations and always be
        consistent. Do not get into the bad habit of using the spacebar as a type of delete key.
        Even if you can’t see anything, the database can.

        When entering data through the data capture forms, calculations take place when certain
        boxes are exited and entered via the enter key. It is strongly recommended that the user
        gets into the habit of using the enter key to step through all the form’s input boxes; and
        not to just click on boxes you want to use for entries. If you make a mistake on a form,
        you should click your mouse on the box concerned, re-enter the data correctly, and using
        the enter key, step through the boxes to get back to where you had got to when noticing
        the error. This way the “result” boxes will re-calculate as you proceed through the

        After entering the final entry on any form, pressing enter will set the entry; and the data
        entered will be written to the record table and the form will then be cleared ready for the
        next record. After the last entry of the batch is entered and the form is cleared, you will
        now need to click the exit button to close the form. If you click on the exit button with data
        still on the form, MileStone will assume you want to abort the process and not write any of
        the visible data to the record table.

        When specifying the 10th April this year; 10/4 will suffice, ( unless your PC date settings
        are mm/dd, in which case you will get the 4 Oct, in which case enter 4/10 ), provided that
        this current year is the year in question, the current year will be defaulted into the date.
        The standard format is dd/mmm/yyyy to avoid recognition problems between different PC
        format settings. If a required entry date or report date is not from this current year, then
        the year must be specified in the normal spreadsheet manner i.e. 10/4/2009. The basic
        rule is to just check the date that is displayed when typed into a box until you are
        comfortable with the way your PC deals with dates.
        This will work for data entries in forms and for dates that are required when opening

First things First

        Save MileStone to a suitable directory on the required PC. Open Microsoft Access and
        then using File > Open; open the MileStone database from your selected directory, in the
        same manner you would use Word or Excel to open a document or spreadsheet for the
        first time. You may also set up a desktop shortcut in the usual manner.

        The first time you open MileStone, you will be asked to accept the standard terms and
        conditions of the package. The three options are quite self explanatory, the database will
        not open until the terms are accepted, standard procedure. After accepting the terms,
        you will be advised how many days the trial operating period is still open for.

Using the MileStone database.

        The database has four working tables within the system where all data is stored.

            Vehicle Details.
            Fuel Usage Details.
            Vehicle Repair Details.
            Vehicle Expiry Dates.

        You may start loading your data base from “now” or “back-date” information historically
        from a recent starting point of your choice. PLEASE TAKE NOTE, the database works
        with captured data from the three tables in a chronological order. If you choose to start
        your data collection from existing data, you must be sure that ALL your fuel receipts per
        vehicle are captured in date order. If you enter a receipt that is dated earlier than an
        existing record already captured, you will need to edit the distance traveled and
        consumption of the next entry of that vehicle. Should you wish to start the MileStone trial
        from a back dated time, ensure that you have all required data available per vehicle and
        date sorted before commencing.

        The Road Map

On opening MileStone, the main menu will offer you the following menu structure, each with its
own sub-menu as listed:-

        1.       Data Entry Forms -
                                                 a.       Fuel Entry Form
                                                 b.       Repairs Detail Entry Form
                                                 c.       Admin Expiry Dates Form
                                                 d.       Vehicle Details Entry Form
                                                 e.       Last Fuel Purchase Entry
                                                 f.       Return to Main Menu

        2.       Vehicle Fuel Usage Reports - a.          Fleet Vehicle Consumption By Month
                                              b.          Total Vehicle Fuel Costs
                                              c.          Fuel Usage Per Month
                                              d.          Single Vehicle Fuel Purchase Report
                                              e.          Single Vehicle Fuel and Comments
                                              f.          Vehicle Costs By Code : From : To
                                              g.          Vehicle Monthly Fuel Costs By Code
                                              h.          Return to Main Menu

        3.       Vehicle Repair Reports -        a.       Vehicle Repair Costs By Month
                                                 b.       Vehicle Service History
                                                 c.       Fleet Vehicle Running Costs
                                                 d.       Repair Groups By Month
                                                 e.       Monthly Costs By Code
                                                 f.       Fleet Maintenance Service Status
                                                 g.       Return to Main Menu

        4.       Top Ten Reports -               a.       Total Cost Per Vehicle
                                                 b.       Running Cost per Kilometer

                                                   c.       Vehicle Repair Costs
                                                   d.       Vehicle’s Distance Traveled
                                                   e.       Vehicle Litres Consumed
                                                   f.       Lowest Ten Vehicle Consumptions
                                                   h.       Return to Main Menu

        5.       Supplier Reports -                a.       Fuel By Station Monthly Totals
                                                   b.       Fuel From One Station by Month
                                                   c.       Fuel From One Station Detailed
                                                   d.       Fuel Supplied – All in date order
                                                   e.       Fuel Supplied by Supplier – Date Order
                                                   f.       Repairs By Service Centre
                                                   g.       .
                                                   h.       Return to Main Menu

        6.       Fleet Vehicle Details -           a.       Vehicle Details Listing Display
                                                   b.       Vehicle Average Age by Class
                                                   c.       Vehicle Average Age by Cost Code
                                                   d.       Expiry Dates : All by Registration
                                                   e.       Expiry Dates : Expire before when
                                                   f.       Vehicle Average Age by Cost Code
                                                   g.       View Terms of Acceptance
                                                   h.       Return to Main Menu

        7.       Data Editing Forms -              a.       Fuel Entry Edit Form
                                                   b.       Repair Details Edit Form
                                                   c.       Admin Expiry Date Edit Form
                                                   d.       Vehicle Details Edit Form
                                                   e.       PERMANENTLY DELETE Old Records
                                                                   Close Utility
                                                                   Delete old Fuel Records
                                                                   Delete old Repair Records
                                                                   Delete old Vehicle Records
                                                                   Delete Old Expiry Records
                                                   f.       Return To Main Menu

        8.       Exit From MileStone

Driving Through The Forms

Forms are pages used to capture data for storage in the three tables previously mentioned. Care
should be taken when entering data into forms, the captured data is the foundation of all reports
you generate. Incorrect data in will produce incorrect data out.
The first main menu item selection, Data Entry Forms, will offer you a variety of forms to be used
for in-puting data.

Fuel Detail Entry Form.
(Menu item 1.a. : Most frequently used form.)

The fuel entry form is used for capturing fuel receipts. The system calculates mileage and
consumption of fleet vehicles using the last known speedo reading, so the entries for any
particular vehicle must be done in chronological order or negative date and mileage errors will be

Date                     Standard Procedure

Vehicle Registration     Enter the vehicle’s registration. As you type, MileStone will auto fill the
                registration, once the number is displayed, you may press enter to select. Or,
                select the registration from the drop down arrow. Should a non-fleet vehicle,

                determined by the fact MileStone does not recognise the registration, draw
                company fuel, you will be prompted to make a choice:
                       A)       select “yes” if you wish to add that vehicle to the fleet. The
                                vehicle details form will open, complete as normal.
                       B)       select “no” if you do not want to add the vehicle to the fleet, but
                                still want to record the purchase or fuel issue. This is useful if
                                you need to supply fuel for 3 parties working for you. It may be
                                better to enter a company name rather than a driver’s name.
                                Speedo, distance and consumptions will be ignored.
                       C)       select “cancel” to go back to the registration entry for correction if
                                a registration was incorrectly entered..

Make and Model         These will be automatically entered
Driver                 The driver’s name in the vehicle detail table will be automatically entered.
             If a different driver is using the vehicle, this may be over written.

Cost Code       The Cost Code box will default to the Cost Code given to the vehicle in the
                Vehicle Details form and by-pass this box. If a vehicle is loaned to another cost
                centre for a given period of time, it is advisable to edit the vehicle details so the
                reports default to the loaned cost centre’s account. If the loan is for short term
                only, click on the Cost Code box, instructions will appear, and over write the
                default and press enter to continue.

Reference       Enter an invoice, receipt, requisition or voucher number to identify and trace the

Speedo          Enter the speedo reading. This reading will be compared with the last speedo
                reading recorded. If the speedo reading is less than the last reading an, error
                message will appear. Either there is a typing error for the speedo reading, or the
                fuel entries are out of sequence, in which case you will need to edit previous fuel
                entries for this vehicle. If the speedo reading determines the distance traveled is
                more 750 Kms. an error message will appear asking you to accept or reject a
                high mileage. It may be quite acceptable if a long range tank is fitted, or drums
                are carried. Otherwise, check the speedo reading that has been entered.

Litres          Enter the litres of fuel supplied. When you enter the Litres entry box, MileStone
                will check the mileage for the last recorded minor or major service. Other repairs
                will be ignored. A comparison of the distance between services specified in the
                Vehicle Detail Entry form and the distance traveled since the last service will be
                made. An indicator will appear when the vehicle is within 500 kms of the next due
                service. Warnings will follow when the vehicle is overdue for service. Once the
                vehicle has missed two services, the warnings will no longer appear, MileStone
                will assume the vehicle repair form is not being utilised.

Distance        This is a default calculation from the speedo entry, and cannot be edited.

Cost of Fuel    There are two methods of operation to choose from.
                 You can either enter the total cost of the fuel purchased, and MileStone will
                      calculate the cost per litre.
                 Or, you may skip over the “cost of fuel” entry leaving it blank, and enter the
                      cost per litre price in the $/Litre box, MileStone will then calculate the total
                      cost (in reverse.)
                Should you make an error, you will need to click on the litres entry, press enter,
                delete the displayed total fuel cost, press enter, then either delete or re-enter the
                litre price and press enter to continue. If you want to re-enter the total fuel price,
                then both fuel cost boxes must be cleared in the above process, and re-start the
                cost capture again by clicking the litres box and pressing enter to resume.

Consumption     This is a default calculation and cannot be edited.

Fuel Station    This box will auto fill from previously entered fuel points, new stations will need to
                be typed in full. This box should not be ignored as it provides information for
                reports that can be used to balance accounts for fuel purchased. Or, if fuel is

                  issued from your bulk tanks, this is useful to reconcile internal issues. It is
                  advised that you are consistent with supplier names. For example, if you have
                  your own bulk fuel supplies, do not use names like “Tanks” and “Drums” or “Own
                  stock” as you will create three different suppliers to monitor. Standardise on one
                  definition that will be consistent throughout the programme. If you have petrol
                  and diesel stocks, make a particular reference to which source the fuel originates
                  from. This will help reconciling later. I would suggest something like XDiesel and
                  XPetrol to be used. If you have more than one petrol store, then use X1Petrol
                  and X2Petrol and so on. If you leave the station blank, the comment box will
                  need to have the enter key pressed twice, this is because MileStone is preparing
                  to write “No Record” on your behalf.

Comment           Although optional, comments should be used, they are displayed in selected fuel
                  reports for information purposes regarding fuel issues. These comments should
                  be kept short and precise. I.e. “Midlands sales trip” or “Reserve fuel carried” or
                  “Vehicle used by Sales.”

Repairs Detail Entry Form.
(Menu item 1.b. : Less frequently used form.)

The repairs detail entry form is used for recording expenses encountered by each vehicle by

 Registration     Enter the vehicle’s registration. As you type, MileStone will auto fill the
                  registration, once the number is displayed, you may press enter to select, or
                  select from the drop down arrow. If you enter a registration that is unknown,
                  MileStone will ask you if you want to continue or correct the entry. You may
                  record repairs for non fleet vehicles, but you will need to be creative with the
                  speedo reading, this is not essential for non fleet vehicles, enter any number.

 Service Centre            Type in the service centre’s name, this will auto fill as per the registration
                  if the service centre has been used previously. This must be completed as it is
                  used for reports later.

Reference         Enter an invoice, receipt, requisition or voucher number to identify and trace the

 Date of Repair           Standard procedure.

 Cost                     Standard procedure.

 Last Known Speedo / Code       Two entries to be made on this line. The first box is the Speedo
              reading, the second box is for the Cost Code.
              Once the date and registration have been entered, MileStone will check the fuel
              records for the first speedo reading of the vehicle after the service date and enter
              that as a default reading. If you have the actual speedo reading for the date of
              repair, the default entry may be over written.
              The Cost Code box will default to the Cost Code given to the vehicle in the
              Vehicle Details form. If a vehicle is loaned to another cost centre for a given
              period of time, it is advisable to edit the vehicle details so the reports default to
              the loaned cost centre’s account. If the loan is for short term only, click on the
              cost code box, instructions will appear, and over write the default.

 Attention Required       Type a short note as to why the vehicle needed attention, i.e. Not starting.

 Repairs Group
            You will be required to select a category pertinent to the repairs carried out, if you
               wish to ignore this category feature, just select “others” for all repairs other than
               vehicle services.
            Vehicle services, either minor or major, must be checked, as there is a warning
               device on the fuel entry form to indicate when services are due. If a vehicle has
               repairs done and a service at the same time, you will need to check the service

                   button. If you want to separate the service from the repair, two repair entries will
                   need to be made; either split the costs, or enter the service as a zero cost
                  For “Expiry Dated” items, such as Licence, Insurance and Road Worthy
                   Certificates, click the Admin option. When you press enter to select “Admin”, the
                   Admin Expiry form will open with date boxes for the respective options, more than
                   one may be used, if a box is not to be filled – just leave it blank and press “Enter”
                   to step through the list.

 Comment           Type a short note as to what repairs were done, i.e. Starter motor rewind. I would
                   not recommend ignoring this step as it is used in the history report which is very
                   useful when continual problems occur in a specific vehicle over a protracted
                   period of time.

Admin Expiry Dates Entry Form.
(Menu item 1.c. : Periodically used form.)

Select the vehicle registration required from the drop down list, and press enter. The Admin Expiry
form provides a series of date boxes for different categories, enter the expiry date into the
respective box provided. More than one may be used, if a box is not to be filled – just leave it
blank and press “Enter” to step through the list.

Vehicle Details Entry Form.
(Menu item 1.d. : The least frequently used form.)

The first thing you need to do is enter the vehicle details with the Vehicle Details Entry Form, if
details change over a period of time, you may use the vehicle details edit form to make

PLEASE NOTE the primary vehicle identification marker is the vehicle's registration number, this
is however only an alpha-numeric tag which is conveniently unique to every vehicle. There is a
facility to record the vehicle's fleet number for those who use them, but the fleet number is only for
reference and may not be duplicated. If your company uses fleet numbers as a vehicle's main
form of ID, there is nothing to stop you using the fleet number as the vehicle's registration number
and the vehicle’s license plate number (registration) as the fleet number. The fleet number may
not be left blank, if fleet numbers are not used by your company, then type a non duplicated
reference here i.e. the driver’s initials or the last few digits of the registration.

Registration       Straight forward, no duplicates allowed.

Driver             Be consistent with first and last names. Reports will display what you type.

Make               Straight forward.

Model              Straight forward.

Year               The year of manufacture stated in the log book.

Mileage            The vehicle’s mileage at date of entry into the MileStone vehicle details.

Cost Code          The Cost Code is there for accounting purposes and acts as a sub group for
                   reporting totals. The code may be text, numeric or alphanumeric. This can be an
                   actual internal account group, or any grouping that is appropriate to your
                   organisation, i.e. departmental, type of vehicle classification, sales / admin /
                   services, regional offices etc. This code is attributed to a vehicle when the
                   vehicle details are captured. Any transaction pertaining to any vehicle will be
                   tagged with this code. For example, if a vehicle is loaned to another cost centre,
                   you should edit the vehicle details so the new code is applied to the vehicle. Any
                   fuel or repairs captured will read this code and apply it to the vehicle, when the
                   vehicle is returned, the vehicle data should again be edited to replace the original

                code. When a cost code report is run, the costs will be reported according to the
                expenses derived by each code. Fuel and repair records may be edited to apply
                correct codes for any given entry that may have been entered after a code had
                been changed.

 Include in Vehicle Age Detail Listings           This is a check box and is defaulted as
                “checked”. After entering the Cost Code, press enter and the text portion, of the
                check box will highlight. Should you wish to un-check the box; either press
                spacebar to check / uncheck the box or click it with your mouse. Further
                instructions will be given when changed. The Fleet Vehicle Age Detail Reports
                will exclude vehicles that are unchecked. If you have a generator for example,
                that you want to control fuel usage, you may want to exclude it from the age

 Fleet Number This is for reference only and may not be duplicated. See above.

 Service Distance        Enter the number of kilometres to be driven by this vehicle between
                scheduled services. Each vehicle is independent from the rest of the fleet, and
                each vehicle may be serviced at different intervals if required. The default
                distance is 5000 kms, this may be overwritten. When entering fuel usage details
                on the Fuel Entry Form, MileStone will prompt you when maintenance services
                are due, or have become overdue. If you do not want to use this feature for a
                particular vehicle, enter a zero here.

 Vehicle Class The Class of vehicle is a numeric entry, i.e. 1 , 2 , 3 etc. This is not necessarily
               the licensing perception that passenger cars are class 4, but may be used as
               such if desired. The top ten reports will ask for a vehicle class number, this is to
               provide a degree of equality between various groups of vehicles. It is not
               appropriate to compare fuel used by an earth moving machine with the local
               delivery van; or the mileage of an inter city sales rep and a driver who only travels
               from home to work. You may opt for a set up like heavy trucks are class 1, pick
               ups class 2, long distance passenger cars Class 3. Or even use the class for
               geographic locations, or different vehicles from companies within a group. If you
               have no need for this facility, allow the form to default all vehicles to class 4.

 Exit Button    After the Vehicle Class is entered, the form will clear. Either another vehicle may
                be entered, or click the button to close the form

Last Fuel Purchase Entry.
(Menu item 1.d.)

                This is a report styled page. If you click this menu option, MileStone will prepare
                a list of all vehicles showing the date and speedo each vehicle last recorded a
                fuel receipt. This should be used when you are unsure of the last fuel docket
                recorded when wanting to capture new data. If a detailed list of all transactions is
                required, use the Single Vehicle Fuel Purchase Report in the Vehicle fuel Usage
                Reports menu item.

Finding Your way with Reports.

Reports are documents that will be displayed on screen; or using the icons on the toolbar, may be
printed, exported to MS Word or Notepad, or sent as an e-mail attachment. They will display
requested information pertaining to the report title within a specific date range.

There are five basic report groups ;
                                       1. Fuel
                                       2. Repairs
                                       3. Exception Reports

                                       4. Suppliers
                                       5. Admin

Fuel Usage Reports.

The fuel usage reports will provide detailed reporting on cost of fuel, litres of fuel used and
consumptions achieved. These factors can be related to the fleet, cost codes or individual
vehicles on a monthly sub totaled basis.

Vehicle Repair Reports.

The vehicle repair reports will provide detailed reporting on vehicle maintenance work and costs.
These factors can be related to the fleet, cost codes or individual vehicles on a monthly sub
totaled basis.

The Fleet Maintenance Service Status report will only be “triggered” once a particular vehicle has
had a minor or major service recorded, thus giving MileStone a starting date to work from.

Top Ten Exception Reports.

The Top Ten reports will offer a variety of reports used for Managing by Exception and
establishing the vehicles and drivers who fall into the category of being in the top ten of various
forms of usage. These cover items such as Litres used, kilometers driven, cost per kilometer
driven, repairs and consumptions etc. The class number assigned to the vehicle details is used
as a grouping mechanism in these reports and the report will ask you which class to report on.

Supplier Reports.

Supplier reports are intended to allow the programme user to get a quick print out of purchases
that have been captured to assist with internal reconciliation of accounts and control of bulk fuel
supplies. These reports read back to the supplier specified in the fuel and repair forms.

All the reports work in the same manner. When you click the menu item you will be asked to
provide the range of criteria you want reported. I.e. Dates, vehicle registration, supplier etc. Once
you have enough captured data, go through all the reports to decide which will cater for your
needs. You will not be able to self edit the reports, they are pre-defined in a set format. If you
require specific reports other than those included, special arrangements will need to be made, the
software re-writes will obviously be for your account.

Admin Reports.

Admin reports will show fleet detail listings, vehicle ages by groups, license expiry dates etc.



Most reports will ask for a start date and last date before generating your report. The report will
select all records within and including the specified dates, and that will be the total reported for the
month. If you were to select the 10th April to 20th May; records from the 1st April to 9th April will
not be included in April's total and the same result will happen for May for any records from the
21st onwards.

There are reports which ask you to specify the month and year, but the window will ask for the
month in a three letter format, i.e. Jun, Jul, Aug etc. These reports will provide details of all
transactions recorded for the entire calendar month.

Fuel Consumption Reports.

When looking at vehicle fuel consumptions in the report formats, please bear in mind the
MileStone sums the distances traveled for all fuel receipts found between dates specified; divided
by the fuel taken. This is standard practice, but really only has a true bearing when the vehicle is
always filled to “full tank,” but over a period of time will average out.

For example, consider a vehicle has a 60 Lt. tank and is filled, it is then driven to almost empty
after traveling 560 Km. When next fuelled, only 20 Lts. are used, MileStone is forced to divide
560 by 20 to compute a consumption of 28 Kms. / Lt. If the vehicle was then to be driven 100 Km.
and then re-filled with 46 Lts. the consumption would drop to 2.2 Kms./Lt. If the fuel purchases
are in the same month, the monthly reports will gross up the Kms. traveled and divide by the sum
of fuel used to provide a better “average” of fuel consumption during the selected period i.e. 660
Kms. divided by 66 Lts. showing a consumption of 10 Kms. / Lt.

Non Fleet Vehicles.

Both fuel usage reports and repair history reports offer various reports covering a specified period
of time for a specific vehicle, group code or the entire fleet and non-fleet vehicles which have
acquired company fuel. Because the database will accept “non-fleet” vehicle entries where
vehicles not belonging to the company have received fuel or repairs on the company expense for
whatever reason, but being non-fleet vehicles, their usage will be more “acknowledged” than

Fleet Vehicle Details.

Vehicle Details Listing Display

The vehicle details listing display will give you a list of all fleet vehicles and their respective details
that have been stored in the vehicles table.

Vehicle Average Age Displays

There are two vehicle average age displays. The first is by Vehicle Class, and the second is by
Cost Code. Both reports work in the same way, they will provide you with the current age and last
known speedo reading of each vehicle in its respective Class or Code. The group is then grossed
up to provide the average for the group as a whole and the entire fleet.

Expiry Dates : All by Registration

This report will display all the current expiry dates of all vehicles that have had expiry dates
entered. This list is useful for a fleet overview of when licences and insurance are due to expire.

Expiry Dates : Expire before when

This report will prompt you for a date and will display all vehicles and their expiry dates that will fall
due BEFORE the nominated date. If for example a vehicle’s insurance expires on the 30
September 2009, and you enter the nominated date as 30 September 2009, this date will not be
displayed as it has not expired as of the 30 September 2009. In this instance, to check for all
expiry dates up to and including the 30 September 2009, you will need to go to the next day, and
enter the 1 October 2009. MileStone is looking for all entries that will be expired on the
nominated date.

View Terms of Acceptance.

This will display the conditions displayed when the package was first opened, under which the
package was agreed to be purchased.

Data Editing Forms.

The Data Edit forms allow you to correct previous entries made into the data tables for vehicle,
fuel and repair records.

Fuel Entry Edit Form.

On opening, the form will ask for the registration number of the vehicle for the record to be looked
for. Enter the required vehicle registration, or select from the drop arrow, press enter.

A new box will appear, click the down arrow and scroll through the window to view the dates of
records pertaining to the selected registration. Select and Click on the date of the record to be
edited. The drop down window will disappear, press enter, this will take you into a “Sub Form”
which will display all the details about that entry, you may edit them as needed.

This process needs some consideration, if you are editing a fuel entry because you incorrectly
captured the speedo reading, you will also need to recalculate and edit the distance traveled and
the consumption. This will also need the next record to be edited, because those calculations
would have been based on a now incorrect starting entry. There after, the records should be

This is a three part operation, ( 1. select registration, 2. select which date, 3. edit details) if you
decide to abort the operation, you will need to click the exit button once for each stage omitted.
This just means you may need to click the exit button up to three times to get out of the form.

If the record is entirely incorrect, you may click on the “Delete This Fuel Record” button. Warning
messages will appear, you may cancel the operation when prompted, otherwise, the deletion is
not undoable. You must now edit the next record to counteract this deletion.

Repair Details Edit Form.

On opening, the form will ask for the registration number of the vehicle for the record to be looked
for. Enter the required vehicle registration, or select from the drop arrow, press enter.

A new box will appear, click the down arrow and scroll through the window to view the dates of
records pertaining to the selected registration. Select and Click on the date of the record to be
edited. The drop down window will disappear, press enter, this will take you into a “Sub Form”
which will display all the details about that entry, you may edit them as needed.

As with the fuel edit form, step through the records and edit as required. The repair groups are no
longer on a button system, you must type the appropriate repair group number in the box

This is also a three part operation, ( 1. select registration, 2. select which date, 3. edit details) if
you decide to abort the operation, you will need to click the exit button once for each stage
omitted. You may need to click the exit button up to three times to get out of the form.

If the record is entirely incorrect, you may click on the “Delete This Service Record” button.
Warning messages will appear, you may cancel the operation when prompted, otherwise, the
deletion is not undoable.

Vehicle Detail Edit Form.

On opening, the form will ask for the registration number of the vehicle for the record to be looked
for. Enter the required vehicle registration, or select from the drop arrow, press enter.
A “Sub Form” will be displayed showing all the details about the selected vehicle, you may edit
them as needed. By pressing enter, you will step through each detail, when you reach “Include in
Vehicle Average Age Listings” if you wish to check or un-check this box, press spacebar or click
on the check box.

If the vehicle is no longer in the fleet, you may click the “Delete this Vehicle From the Fleet”
button. You will be asked if you are sure that you want to delete the record. I would not
recommend deleting the vehicle from the vehicle table until you have reached your fleet capacity.
If a vehicle is sold, change the cost code to “sold” and uncheck the Display Average Age Listings
box. Deleting a vehicle will not remove the fuel and repair records, but some reports do refer to
the vehicle details table. Once the MileStone will not accept a new vehicle because the fleet is
full, then remove a vehicle on a “first sold – first removed” basis.

Date Expiry Edit Form

As with the above examples, select a vehicle, select the entry, and edit the required dates.


Delete Fuel and Repair Records.

If you are not conversant with MS Access, please tread carefully here, actions in this section
cannot be NOT UNDONE.

These menu items will allow you to select large blocks of records from either of the two data
tables. Choose and click the table you wish to downsize. You will be asked to specify a date up to
which you want to view records. The records displayed will be the records from the start of the
table up to the specified date, (i.e. older than the specified date). Select the table rows by left
clicking the grey vertical bar on the left side of the table (where the row number would be in
spreadsheet terms) and then either dragging down the left side of the table with the left mouse
button held down : or, click the grey bar on the desired row and “shift + pagedown / down-arrow”
to select entire ranges of data for deletion. Once the desired rows are selected, press delete.
This operation is NOT reversible. To close the table, click the “X” close window icon in the top
right hand corner, in the usual “close window” manner.

In this mode it is also possible to directly edit data tables if you are reasonably fluent with
database procedures.

This will be needed from time to time to keep the data base in a manageable size. The
“manageable size” will vary from one computer to another, for most users this may be only
required every couple of years. The inherent problem with databases is that they continually grow
with all the captured information they receive. There will eventually come a time when they “Slow
down,” at this point copy and save the database with a new name, I would suggest you keep it in
the same directory, but incorporate a year into it’s name, also – save a copy to your backup
directories on PC or CD. Once you have two copies, open the current working file and strip out
old data that you no longer report on.

Delete Vehicle Detail Record

The procedure is almost the same as deleting fuel and repair records described above. The only
real difference is on opening the delete vehicle form, you will be asked for the vehicle registration
of the vehicle to be deleted. After entering this, the vehicle record row will be displayed. This row
may then be deleted in by left clicking the grey bar to highlight the row, and then pressing the
delete key. To close the window, click the “X” close window icon.

MileStone Maintenance and Servicing.

All Databases need a bit of routine maintenance periodically, if you notice that the database is
starting to slow down a bit, this is quite normal as tables are always being written and re-written
within the system, they will need to be de-fragmented. Just as you are required to do for your
Windows operating system occasionally. In databasing, this is called “Compacting” and would
normally be done from the “Tools” tab on the main menu bar, but the protected MileStone does
not give you this option from an opened file.

This can be done manually from time to time by clicking the “Compact and Repair” icon on the
MileStone toolbar. It is normal for Access to close the database before compacting, then compact
the closed data base, then automatically re-open it.

The alternate option is to compact a closed database. Open MS Access but do not open a
database. From the “Tools” tab you will need to select Compact from the “Utilities” menu item and
compact the MileStone database without opening it. The procedure does vary between different
versions of Access, you may need to click the “Help” tab and read the help file pertaining to
“Compacting databases” and focus on compacting closed databases. When done you will notice
the size of the database reduce in kilobyte terms, this is to be expected.

For further details or enquiries you can contact us through our website at


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