Getting Started with FleetNet

This chapter contains instructions for doing the following:

·         Accessing the system

·         Navigating

·         Finding and retrieving information

·         Viewing details of a record

·         Data entry

Access online help by selecting Help -> Online help from the drop-down menu:

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Accessing FleetNet

1.       Access FleetNet at http://www.fleetnet.net.

2.       User Name – In the User Login Window, enter your User Name, as defined by your administrator (mandatory).

3.       Password - Enter your password (mandatory).

If you enter an incorrect password 10 consecutive times, your FleetNet account will immediately be deactivated. Contact your system administrator to reactivate the account.

Your FleetNet account will also be deactivated if you have not used it in the past 45 days. Note: You can set a different deactivation period for your Customer and Fleet users using the InactiveUserDays licensee option in the LoginSecurity option class. (See the Licensee Option Values chapter.)

4.       Do one of the following:

·         Click the  button.

·         Press [Enter].

·         Press [Alt]+ L.

5.       If you are a new user, you must change your password (see Changing Your Password).

Otherwise, you will be taken to your “home screen”, based upon your assigned level:

·         Super, Corporate, or Licensee user – Licensee screen.

·         Customer user – Customer screen.

·         Fleet user – Report Viewer screen.

 

Changing Your Password

After entering your User Name and Password, the Change Password screen will appear.

1.       Old Password - Enter your existing password.

2.       New Password - Enter a new password. Previously used passwords cannot be reused.

The password must contain at least six characters, and a maximum of 10. The password must contain at least one numeral (0-9).

The password must not contain special characters such as the following: !  &  _  %  ?   $

The password must not contain the User Name or any spaces.

3.       Re-Enter New Password - Re-enter the new password for verification.

4.       Click the  button (or press [Alt]+O) to accept the new password. A confirmation window will appear, and you will be navigated to your home screen. You will also receive a confirmation email.

Your new password will be valid for 45 days. Note: You can set a different expiration period for your Customer and Fleet users using the PasswordExpiredDays licensee option in the LoginSecurity option class. (See the Licensee Option Values chapter.)

To change your password at any time, click  (or press [Alt]+C) in the User Login Window. Then follow the steps listed above.

Navigation

FleetNet consists of screens covering topics such as sites, customers, employees, etc.:

As shown in the Site screen, screens consist of the following:

·         A menu bar at the top.

You can use the drop-down menus to navigate in FleetNet. The menu options you choose affect the scope of the data that will be available to you, and affect the program’s performance.

For example, from any screen in FleetNet you can select Card -> Find from the drop-down menu:

Doing so would navigate you to the Card screen, and provide access to all of the selected licensee’s cards.

Alternatively (and this is the preferred method), you could access a smaller set of data and thereby improve performance. For example, you could select a customer on the full-mode Customer screen, and then select Customer -> View Cards. Doing so would navigate you to the Card screen, and provide access to all of the customer’s cards.

Note: Many of the drop-down options are “grayed out” until you arrive at a relevant screen. Also, options are grayed out if you do not have permissions for those functions.

·         One or more tabs. On the tabs you can view or enter data, depending on your security permissions.

The Site List tab is visible in the screen shot above. On that tab you can search for one or more sites (see Finding and Retrieving Specific Records). To view details for a site, either double-click on the site or highlight it (place your cursor on its row) and click on the Details tab (to the right of the Site List tab).

·         Command buttons on the left side.

Command buttons vary depending on the screen, your permissions, and the task you are performing at the time. For example, the Add button would be grayed out on the Site screen if you do not have permission to add sites.

If a command button contains an underlined letter, it can be used by pressing hotkeys. For example, to add a site, you can click on the  button or you can press [Alt] and A at the same time.

·         Action list toolbar at the bottom.

List tabs contain a selection list, which provides access to related functions.

Choosing an option from the action list (View Transactions, for example) has the same effect as choosing the same option from the drop-down menu (Site -> View Transactions, for example). Both actions navigate you to the Transaction screen, where you can view one or more of the site’s transactions.

·         Message bars on the bottom left.

These bars provide information such as tips on how to use the screen (“Click Find to perform a search or Exit to Logout” is shown above), the results of a search (if no records are found, a message would appear here), and the record number in a list (“1” in the example above).

Finding and Retrieving Specific Records

When you arrive at a List tab, you must search for the record or records that you wish to work with. For performance reasons, FleetNet does not automatically display a list of all sites associated with a specific licensee, for example.

Immediately upon arrival to a List tab, you can click the  button to view all records within the scope you are working in. The scope is determined by how you navigated to the screen:

·         For example, if you select Card -> Find from the drop-down menu, the scope is licensee-wide. Performance would be very slow if you were to click the Retrieve button without entering any search criteria.

·         However, if you select a customer on the full-mode Customer screen, and then select Customer -> View Cards, the scope is only customer-wide. This is the preferred method.

Note: Because you have already selected the customer, you do not need to re-enter the Customer ID. (The same would apply if you had already selected a vehicle, employee, etc.—you would not need to re-enter the vehicle ID, etc.)

Better still, you could enter criteria to further narrow down the search:

1.       If the  button is not visible on the left side of the screen, press [Alt]+F or click the  button (the FIND button becomes the RETRIEVE button after it is clicked).

2.       Enter search criteria into the available fields. If a field is unavailable for searching, you cannot type in it. Use one of the other fields.

To return all records with Zip Codes (for example) that start with “700”, enter “700” in the Zip field of the Site screen.

In most fields you can use a % (percent sign) wildcard in a search. For example, to return all records with Site Names that contain the word “Chevron”, enter “%Chevron” in the Site Name field of the Site screen.

Note: To retrieve only unlocked records, click twice in a “locked” column on a List tab before clicking the  button (once to check the box, another time to remove it).

3.       Click the  button. Corresponding records will be displayed.

If no records are returned from your search, a message will appear in the message bar (in the lower left corner of the screen). Then you should try the following:

·         Check that you did not make any typing errors in your search. For example, you might have meant “Metairie” but entered “Metarie”.

·         You can work with only one licensee at a time. Ensure that you are working with the desired licensee.

4.       In addition to viewing the summary information on the List tab, you can view details of a record or update the record if you have authority to do so.

Cancel the search at any time by clicking the  button (the EXIT button becomes the CANCEL button after FIND is clicked). This will display a blank List tab. You can press FIND again and try another search, or use the menu bar or action list to navigate to another screen.

Viewing Details of a Record

To view details of a site, for example, do the following. (If you have already retrieved the record, skip to step 3.)

1.       Navigate to the Site List tab via the menu bar (Site -> Find) or another method (described in individual chapters).

2.       Find a site or group of sites (see Finding and Retrieving Specific Records). Summary information will appear on the List tab.

3.       Either double-click on a site, or highlight it and select the Detail tab (to the right of the List tab). The Details tab will appear:

Many of the Detail screens contain  (Previous) and  buttons. If your search returned a group of records, you can use these buttons to scroll through the records as presented on the List tab. The message bar in the lower left will indicate where you are in the list.

Using the Site screen as an example, you are viewing record 1. Therefore, clicking the  button (or pressing [Alt]+P) would not display a different record. But clicking the  button (or pressing [Alt]+N) would display the details for the next site in the list.

This feature is especially helpful if you are updating a group of records (see Updating Records).

Data Entry

Authorized users can change or add records in FleetNet. General instructions are provided here to get you started. In addition, each chapter in this guide provides specific instructions for updating or adding the applicable records.

The List Box, frequently used in updating and adding records, is also discussed in this section.

 

Updating Records

Follow these general instructions (the Employee screen is used as an example):

1.       Navigate to the Employee List tab via the menu bar (Employee -> Find, or Customer -> View Employees or Card -> View Employees) or another method (described in individual chapters).

2.       Find an employee or group of employees (see Finding and Retrieving Specific Records). Summary information will appear on the Employee List tab.

3.       Do one of the following:

·         Double-click an employee record.

·         Highlight an employee and click the  button on the left side of the screen.

·         Highlight an employee and press [Alt]+U.

The Employee Detail screen will appear, unprotected (so you can make changes):

Note: This screen looks slightly different when you are working with a Private Label licensee.

4.       Make the allowable changes, as described in the Employee chapter.

5.       Do one of the following:

·         If this is the only employee you are updating, click the  button (or press [Alt]+S).

·         If you are updating a series of employees, you can click the  button (or press [Alt]+N) to access the next employee record without clicking the  button.

Either way, you will be asked to confirm:

To save the changes, click the OK button (or press [Alt]+O).

You can cancel the changes by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Adding Records

Follow these general instructions (the Employee screen, shown above, is used as an example):

1.       Navigate to a blank Employee Detail tab in one of the following ways:

·         Select Employee -> Add from the menu bar.

·         Click the  button on the Employee screen.

·         Press [Alt]+A on the Employee screen.

2.       Complete the fields as indicated in the Employee chapter.

3.       Click the  button (or press [Alt]+S). You will be asked to confirm. To add the new employee, click the OK button (or press [Alt]+O).

You can cancel the save by clicking the  button (or pressing [Alt]+C) any time before pressing OK.

 

Using List Boxes in Data Entry

When you are updating or adding a record, many fields provide list boxes from which you can select the correct value. For example, in the Employee Detail screen shown above, the Vehicle Limit Type field (among others) provides a list box.

When you see the  button next to a field you have two options:

·         If you know the appropriate value, type it in the tab. If the value is not recognized, a list box will pop up to help you select the correct value.

·         If you don’t know what to enter, click the LIST button to select from a list of options.

Either way, the list may contain:

·         Values corresponding to the selected licensee or customer (for example, all customer IDs associated with the selected licensee), or

·         A blank box with search options, or

·         Set options:

Find the desired value by scrolling through the list or using the Find button. (Click the cursor on the Find field. Enter all or part of the value and click the button (or press [Alt]+F). Corresponding record(s) will be displayed.)

When you find the value, do one of the following:

·         Double-click on the value.

·         Select the value, and click the  button.

·         Select the value, and press [Alt]+O.

The value (and often related values) will populate on the data entry tab.