You can add an asset to a local customer in one of two ways:
With the Decoder, you can enter in a VIN or Serial Number, then the Decoder decodes it and returns the asset. From there, you can add it to the customer. If the Decoder doesn't return an asset, you can then create it manually.
NOTE: You cannot add new assets for a Fleet Customer; they need to do that themselves. If needed, you can contact the fleet to have them add it and also create a case for the pending asset while you wait, then relate the asset to the case later.
Use the Decoder
The Decoder can be used with an assets 6-8 digit Serial Number or 17 digit VIN.
To use the decoder to add an asset to a customer:
- Open your location from the Portal.
- Search for and select the customer you want to add the asset to.
- From the Edit Customer page, click ADD FLEET ASSET.
The New Asset page will display.
NOTE: If the customer is a Fleet Customer, you will be directed to the Search page to search for an existing asset. You cannot add new assets to a Fleet Customer.
- From the first dropdown, select SERIAL NUMBER or VIN depending on what you want to search by.
NOTE: Using the 17 digit VIN will produce more accurate results.
- In the next text box, enter either the serial number or VIN depending on what you selected.
- Click DECODE SERIAL/VIN.
If the asset already exists in the system, it'll display in the Existing Assets list.
If it doesn't exist in the system, but the VIN or serial number was found, it'll display in the Decoded Vins section.
If an asset appears in the Existing Assets section, it already exists in the system.
To save that asset to a customer, click ADD ASSET next to the asset in the list. Then on the Edit Asset page, click TRANSFER ASSET and follow the instructions for transferring the asset to the correct customer.
See also: Transfer an Asset
If an asset appears in the Decoded Vins section, it doesn't exist in the system yet, but the VIN or Serial Number was found in the national database. Information related to the asset will appear in the results.
To save that asset to a customer, click ADD ASSET next to the asset in the list. The Add Asset page will display with the decoded asset information populated where possible.
Review the decoded information, make any updates you can, then click SAVE ASSET.
This gives you a chance to review the decoded information and make any updates before saving.
This asset is saved to the customer profile and directs users to the Edit Asset screen confirming the save was successful.
Create an Asset Manually
There are some instances where you will need to add an asset manually if there are no existing assets that match or the information cannot be decoded.
If there is no asset in the system that matches the information, a red banner will appear at the top of the screen stating “No assets found with this serial number or VIN "E6F7G8H8".”
If the desired asset information cannot be found, select and populate the required asset details including the complete VIN. Any additional asset information can also be populated at this time.
NOTE: Required details include: Make, Year, Model and Engine. VIN is not required, but should always be entered when available to keep from having to add it later on.
Click CREATE at the bottom of the page once all required fields and any additional fields are populated. This saves the asset information, adds it to the customer profile and directs the user to the Edit Asset page confirming the asset was successfully added.
Add Display Fields for an Asset
If the exact model isn't available for the asset in the pre-defined list, you can use the Display fields to display an asset as desired.