Vehicles

Opening the Vehicle Section

1. Go to Fleet Management > Vehicle.
2. The table at the top shows the vehicles and trailers that have already been created.
3. Select an existing record from the table or click New in the toolbar to create a new one.

Creating a Vehicle or Trailer

When creating a new record, you can define whether the record is a Vehicle or a Trailer. This selection is important because vehicles and trailers can be used differently in transport planning and operational processes.

In the General Info tab, maintain the basic data such as vehicle type, depot, license plate, internal vehicle number, manufacturer, model, assigned driver, department, and description.

The Vehicle Type is especially important because it can affect routing and calculation behavior. The Depot defines the home depot of the vehicle. If no current GPS position is available, Logistiqo can use the depot position as a fallback.

After entering or changing the required data, click Save in the toolbar.

Deactivating a Vehicle

Vehicles usually cannot simply be deleted once they have already been used in the system, because they may be linked to shipments, manifests, documents, or other records.

If a vehicle is no longer in use, activate Inactive in the vehicle record instead. This keeps the historical data intact, while the vehicle is no longer used as an active vehicle in daily work.

Using AI to Fill Vehicle Data

The AI button can help create or complete vehicle data automatically.

1. Open or create a vehicle.
2. Click AI in the toolbar.
3. Paste vehicle document text into the text field or upload a vehicle registration certificate as a PDF.
4. Click Analyze.
5. Review the extracted values carefully.
6. Confirm only the values that should be copied into the vehicle record.

AI can help fill many fields automatically, especially when using a vehicle registration certificate. However, all extracted data must be checked manually before it is confirmed and saved.

Documents uploaded or processed through the AI function are also saved as documents in the system.

Uploading Vehicle Documents

You can store vehicle-related documents directly on the vehicle record, for example registration documents, invoices, certificates, insurance documents, or other files.

1. Select the vehicle.
2. Click Documents in the toolbar.
3. Upload a file by clicking the upload area or by dragging a file into it.
4. The uploaded document is shown in the document list.
5. Click Save to store the changes.

Uploaded documents can also be seen in the document overview on the right side of the vehicle record.

Additional Vehicle Information

In the Additional Info tab, you can maintain further technical, lifecycle, dimension, and cost-related information.

Technical data may include information such as vehicle service, drive type, current tyre type, weight, payload, volume, fuel consumption, CO₂ emissions, or energy consumption.

Lifecycle data can be used to store important dates, for example license expiry, insurance expiry, registration date, commissioning, funding period, or MOT/test dates.

The dimension fields can be used to maintain the length, width, height, or chambers of the vehicle.

Vehicle Costs and Manifest Calculation

In the Costs section, you can maintain cost values for the vehicle, such as rent, leasing, financing, insurance, tax, fixed costs, cost per kilometer, cost per hour, or overhead per hour.

These values can later be used for internal cost calculations, for example to compare the expected or calculated vehicle costs against a tour or manifest.

This helps evaluate whether a transport or tour is economically reasonable based on the stored vehicle cost data.

Using Webfleet Data

If Webfleet is used, select the corresponding Webfleet entry in the vehicle record. After selection, the related Webfleet fields are filled automatically.

Webfleet data is mainly used to determine the current position of the vehicle. The vehicle position is updated regularly, at least every 5 minutes.

Map Position and Location

If a location is stored for the vehicle, the position can be checked or adjusted using the Map tab.

This can be useful if no live GPS position is available or if the stored vehicle position needs to be corrected manually.