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Adding Assets

There are four methods that you can use to add a new asset to the RTA platform.

  • You can use the “VIN look up” feature and add the asset based on VIN or you can create a new asset.

  • Add the asset using another created asset as a template so it pulls in relevant fields for you

  • Building the asset individually

  • Using an asset import to pull in assets in bulk

Once the asset is added, the record contains multiple tabs. It will not be necessary to enter information in every tab or every field at this time unless desired. The goal of this document is to get up and running quickly.

For information on the additional tabs and fields that can be utilized for asset files, please visit Asset File Table of Contents. 

This article will cover how to add assets in RTA using the two methods mentioned above.

Adding an asset using the Look Up VIN process

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  1. Click Assets from the RTA Menu on the left

  2. From the Asset Search page, click the add button located in the upper right corner of the page

  3. Type or paste the VIN in the Look Up VIN box and click “Find”

  4. Below the lookup, the asset information should display if found

  5. Click Next

  6. The VIN, Make, Model, and Years will be filled in based on the VIN search

  7. Jump to step 4 of the Adding an Asset Using the Create New Button Section to continue with processing the add

Add an Asset Using a Templated Asset

🥳 Use templates when adding assets of the same make and model. This greatly speeds up the process of adding assets into the system because all the data from the template asset, including PM schedules and warranties, is copied to the asset being added.

The only information that doesn't come across from the template is the information unique to each asset such as meter readings, VIN/ serial numbers, license plate numbers, and PM histories.

To use another asset as a template for one being added, the desired template vehicle must already exist in the RTA software. Refer to Adding an Asset for information on adding an asset.

Does the template asset have its PM Schedules and Warranty Tracking set up already? If not, be sure that these items are included to make the most of the software and help you save money. Refer to Asset Warranty Set Up and Preventive Maintenance Schedules for more information.

To use an asset as a template for another, follow the below.

  1. Click on Assets from the side menu

  2. Click the + sign to add another asset

  3. Look up the asset by VIN or create new

  4. Click Apply Template

  5. Search for the asset number or description to be used as the template

  6. Check the box to include user definable and custom fields if wanting to pull that information into the asset being added

  7. Click the select button next to the asset being used as a template

  8. The asset number being used as a template should appear next to the apply template link

  9. Click create

Adding an Asset using the Create New Button 

🖊️ Denotes a required field

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  1. Click Assets from the RTA Menu on the left

  2. From the Asset Search page, click the add button located in the upper right corner of the page

  3. Click the Create New Button

  4. Enter the appropriate Asset/Asset basic information

    1. 🖊️ Facility – Choose the facility to which the asset should be assigned

      1. The facility must already exist. Refer to Facilities for instructions on how to create a facility

    2. 🖊️ Asset Number – Enter the asset number you’d like associated with this asset – this field is alpha/numeric and accepts up to 8 characters

      1. Refer to Text Fields vs Numeric Fields for more information on best practices for selecting how to create your text and numeric fields for sorting purposes

    3. 🖊️ Class – If using specific classes – select the appropriate class or leave as default if not using specific classes

      1. The classes must already exist. Refer to Asset Class Codes for instructions on how to create your classes

    4. 🖊️ Odometer – Enter the current Odometer reading for the asset

    5. 🖊️ Meter Type – Select the primary type of meter to be used for this asset (hours, miles, kilometers, gallons, or units)

    6. VIN – you can include the VIN here if you’d like it as part of the asset record

    7. 🖊️ Make – Enter the asset’s make (brand of the asset)

    8. 🖊️ Model – Enter the asset’s model (name of the asset)

    9. Year – You may enter the asset’s year (year of manufacture)

    10. License Plate – enter the plate number for the asset if you’d like it to be part of the record

    11. Department – Select the department to which the asset should be associated

      1. The department must already exist. Refer to Departments for instructions on how to create a department

    12. Customer – Select the customer to which the asset should be associated

      1. The customer must already exist. Refer to Customers for instructions on how to create a customer

    13. Click Create

    14. You will receive a message at the top letting you know the asset has been created and you now can visit each tab and add additional information needed or desired for your records

Department and Customer are usually the same and necessary for adequate reporting purposes.

Be sure you set up your PM (Preventive maintenance) schedules for your assets ensuring that this cost saving feature's ability to track and schedule asset PM schedules is utilized. Refer to PM Schedules

Don’t forget to set up asset warranties in the file to save hundreds to thousands of dollars in repair costs. Let RTA help you track warranties and file claims. Refer to Asset Warranty Set Up to learn how to do this now.

Using templates when adding assets of the same make and model can speed up the process for asset adds if needing to add multiples. The data from the template asset, including PM schedules and warranties, is copied to the new asset. Refer to Template Assets if wanting to add assets using the template feature.

Using an Asset Import File

Check out Asset Import and How to Import for information on performing the import.

Base Meter (Acquisition / Takeover Meter)

When you take over a used asset, the Base Meter records the meter reading at the point you acquired it. It is separate from the Current Odometer, which is the asset’s present life-meter reading. For example, if a truck reads 150,000 miles at takeover but you only owned it from 149,500 miles, the Base Meter marks your starting point so costs can be measured against the miles you actually owned.

The Base Meter is not currently shown or editable on the asset create or edit screen. To set it today, go to Admin > Import/Export > Assets, export the asset list, enter the value in the Base Meter column for the assets you need, and re-import. See Asset Import for the field definition (Base Meter is a decimal value).

Do not use Meter Correction to set the Base Meter. Meter Correction changes the asset’s current life-meter reading, which is a different value and serves a different purpose.

Before relying on a cost-per-mile or total-cost-of-ownership report to calculate from the Base Meter, confirm that the specific report supports it. Not every report uses the Base Meter.

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