How to Edit Vehicle Details

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VehiclesUpdated 2 Oct 20265 min read

Registration, VIN, odometer and other Vehicle details change over time. This article shows you how to find a Vehicle and edit its details so bookings, reminders and invoices stay accurate.

Edit a Vehicle

  • Search for a Vehicle by typing the registration number in the main search bar, located at the top of the page (or the customer's name if you cannot remember the number).
  • Then click on the correct search result.
A screenshot of the main search bar, a vehicle is highlighted.

  • Enter any additional information you want to add about the Vehicle or change any of the information you have entered already, every field is explained below.
  • If you have Registration Lookup credits you may enter the Registration Number and State then click the Magnifying Glass icon in the Registration Number field to automatically fill Vehicle Details including VIN number, model and more.
A screenshot of a vehicle's details, the magnifying glass Registration Lookup icon is highlighted.

  • Once you have finished making changes or additions click on the green Save icon located at the bottom right hand corner of the card.
A cropped screenshot of a vehicles details, the save button is highlighted.

Vehicle Details Explained

A Vehicle's record includes fields for a Vehicles identifying codes, mechanical details and tracking fields for information like the current odometer and next service times.

A cropped screenshot of a vehicles data fields, each is numbered.
FieldWhat it does
1. RegoThe Vehicles registration number.
2. StateThe State of Registration, options available will change depending upon the Country chosen in your Company Profile.
3. MakeManufacturer of the Vehicle.
4. ModelThe family or product line of the Vehicle.
5. Model CodeA manufacturer code which assists with part matching and service choice.
6. Model SeriesA specific generation or lifecycle update of this model.
7. VINA unique 17 character code assigned to all cars.
8. Engine NumberThe unique serial code of each engine block.
9. No of DoorsThe number of doors on a Vehicle.
10. TransmissionUsed to select from a range of manual, automatic and CVT transmission types
11. A/CA toggle that may be set to YES when a Vehicle includes air conditioning
12. Body TypeThis field is compulsory, the list of Vehicle body types available is controlled by the Vehicle Groups selected in Settings > Company Settings > Vehicle Settings.
13. ColourThe Vehicle's colour.
14. Seating Cap.Maximum seating capacity.
15. OdometerA Vehicle's odometer reading, this may also be updated when processing a Customer Invoice.
16. HoursThe hours field is intended for use with industrial machines to track hours of operation as an alternative to odometer values.
17. Drive TypeYou may select from a variety of 2WD, 4WD and AWD configurations.
18. Engine CodeThe engine code is not unique and indicates the engine's design and family.
19. Chassis No.For vehicle or machine types that have a unique chassis number in addition to or in place of a VIN number.
20. Fuel TypeYou may select petrol, diesel or a variety of hybrid and electric Vehicles options.
Not Pictured. Fleet CodeThis field will appear when the Show Fleet Code toggle is enabled in Settings > Company Settings > Vehicles Settings and is used to hold a fleet number or other value linked to a Vehicle.
A cropped screenshot of a vehicles data fields, each is numbered.
FieldWhat it does
21. Rego Due DateThe date which a Vehicle is next due to renew its registration, this may be updated when processing a Customer Invoice.
22. Build DateThe build date of a Vehicle.
23. Prod DateThe production date of a Vehicle.
24. Last In DateThe last date a Vehicle has been in your workshop, this will automatically update when you process a Customer Invoice for this Vehicle.
25. Last ServiceThe last service date for a Vehicle, if you process a Customer Invoice that contains a Labour Product with the Service field enabled this will be set automatically.
26. Next ServiceThe next service date for a Vehicle, if you process a Customer Invoice that contains a Labour Product with the Service field enabled this will be set automatically, using the Vehicle's service interval.
27. Next Service - KmThe next odometer reading that the Vehicle should be serviced, this is not set automatically but you may enter it on a Customer Invoice before processing.
28. Service IntervalThe number of months between services for this Vehicle, the default value is chosen in Settings > Company Settings > Vehicle Settings.
29. CylindersThe number of cylinders in the Vehicle's engine.
30. LitresThe displacement of the Vehicle's engine.
31. Fuel InductionThe Vehicle's fuel induction system.
32. Tare MassThe total weight of an empty Vehicle.
33. Radio PinThe PIN number to enter after a battery replacement to reenable the radio.
34. Key CodeThe key code for the Vehicle.
35. Tyre SizeA Vehicle's tyre size.
36. Imported IDUsed when importing data.
37. NoteA field to enter any notes on this Vehicle.

Good to Know

  • Make sure you click Save after making your changes. If you navigate away before saving, your changes will be lost.

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