RTA Web - Adding Vehicles
There are two methods that you can use to add a new vehicle or asset to RTA Web. You can look up and add the vehicle based on VIN or you can create the new vehicle.
Once the vehicle 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 vehicle files in RTA Web, please visit Vehicle File Table of Contents.
This article will cover how to add vehicles in RTA Web using the two methods mentioned above.
Adding a vehicle using the Look Up VIN process
Click Vehicles from the RTA Menu on the left
From the Vehicle Search page, click the add button located in the upper right corner of the page
Type or paste the VIN in the Look Up VIN box and click “Find”
Below the lookup, the vehicle information should display if found
Click Next
The VIN, Make, Model, and Years will be filled in based on the VIN search
Adding a vehicle using the Create New Button
Denotes a required field
Click Vehicles from the RTA Menu on the left
From the Vehicle Search page, click the add button located in the upper right corner of the page
Click the Create New Button
Enter the appropriate Vehicle/Asset basic information
- Facility – Choose the facility this vehicle to which the vehicle should be assigned
The facility must already exist. Refer to Facilities for instructions on how to create a facility
- Vehicle Number – Enter the vehicle number you’d like associated with this vehicle – this field is alpha/numeric and accepts up to 8 characters
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
- Class – If using specific classes – select the appropriate class or leave as default if not using specific classes
The classes must already exist. Refer to Vehicle Class Codes for instructions on how to create your classes
- Odometer – Enter the current Odometer reading for the vehicle
- Meter Type – Select the type of meter to be used for this vehicle (hours, miles, kilometers, gallons, or units)
VIN – you can include the VIN here if you’d like it as part of the vehicle record
- Make – Enter the vehicle’s make (brand of the vehicle)
- Model – Enter the vehicle’s model (name of the vehicle)
Year – You may enter the vehicle’s year (year of manufacture)
License Plate – enter the plate number for the vehicle if you’d like it to be part of the record
Department – Select the department to which the vehicle should be associated
The department must already exist. Refer to Departments for instructions on how to create a department
Customer – Select the customer to which the vehicle should be associated
The customer must already exist. Refer to Customers for instructions on how to create a customer
Department and Customer are usually the same and necessary for adequate reporting purposes. Refer to Departments and Customers for more information.
Click Create
You will receive a message at the top letting you know the vehicle has been created and you now can visit each tab and add additional information needed or desired for your records
Be sure you set up your PM (Preventive maintenance) schedules for your vehicles ensuring that this cost saving feature's ability to track and schedule vehicle PM schedules is utilized. Refer to PM Schedules in RTA Web
Using templates when adding vehicles of the same make and model can speed up the process for vehicle adds if needing to add multiples. The data from the template vehicle, including PM schedules and warranties, is copied to the new vehicle. Using vehicle templates is currently available on the desktop site only. Refer to Adding a Vehicle if wanting to add vehicles using the template feature.