Cover Picture

Vehicle Master List Overview

The Vehicle list displays all assets that have been added to the RTA software. This list can be viewed as a whole or can be sorted/adjusted for specific views. The ability to sort and customize columns as well as to export the master list are available.

Refer to Master List Functions TOC for instructions.

Refer to Adding a vehicle for instructions to add vehicles to RTA.

This article will cover the various columns that can appear on the Vehicle Master List as well as actions that can be taken while viewing the list.

Searching the Vehicle Master List

The search bar at the top of the master list will allow the user to search by specific datasets.

Search does not exclude fields and may have multiple results. For example, if a vehicle is numbered as 1234 and that sequence also appears in the plate number on another vehicle, the system will return both results

To search for a vehicle number or any other applicable vehicle data from the list, do the following:

  1. Enter the data to search in the search bar

  2. Press Enter

  3. The list will re-display with all the line items that contain a matching result

Depending on the number of vehicles in RTA, be sure to check the bottom of the list to see how many items are displaying per page and how many pages there are to view.

Columns appearing on the Vehicle Master List

There are 51 columns available for display on the Vehicle Master List. Most of these fields are driven by the information that has been added to the vehicle file. If it is not entered, it will not display on the list. Users can use the “Column Chooser” option to remove or add columns from those four. Refer to Customizing Master List Columns for instructions on doing so if needed. The description of each is listed below.

 Click here to expand...
  • Facility - The facility the vehicle is assigned to

  • Asset - The asset or vehicle number assigned to the vehicle

  • Department - The department associated with the vehicle

  • Year - Manufacture year of the vehicle

  • Make - The brand of the vehicle

  • Model - Specific vehicle model

  • License Plate - License Plate Number

  • VIN Number - Vehicle Identification Number

  • Registration Number - Vehicle’s Registration Number

  • Class - Vehicle class selected if using classes

  • Unit X-Ref - A unique number used as a cross-reference for the vehicle. Used when a vehicle resides in various facilities and allows it to be accessed without having to specify the vehicle facility number Refer to Adding a Vehicle for more information on how to allow this feature through RTA Desktop

  • Operator - Lists the name of the operator driving the vehicle if entered

  • Fuel Type - Type of fuel used in the vehicle (Unleaded, Diesel, etc)

  • Fuel Tank Capacity - Fuel capacity for the vehicle

  • GVW Alpha - Gross Vehicle Weight

  • Highway Tax - Highway tax rate used for the vehicle

  • Leased - Displays as “True” if the vehicle is marked as leased and “False” if it is marked as owned

  • Location - Location the vehicle is assigned to

  • Notes - Master Vehicle File notes entered

  • Purchase Price - Purchase price of the vehicle

  • Vehicle Status - The current status of the vehicle

  • Average MPG - Average miles per gallon of fuel the vehicle achieves

  • Fuel Taxable - The RTA system has the ability to track fuel taxes. When a vehicle's fuel is taxable and fuel tickets are entered in the system, tax records will be created to track the miles traveled and the fuel quantity purchased in each state. By default, a new vehicle is marked as fuel taxable (i.e., the vehicle will be charged fuel tax for highway use in various states). Deselect the checkbox if fuel taxes won't be tracked for this vehicle. Refer to Adding a Vehicle for instructions on deselecting in RTA Desktop

  • Customer - The customer associated with this vehicle

  • Customer Facility - The customer facility associated with this vehicle

  • In Service Date - The date listed for when the vehicle was placed in service with the company

  • Inspection - the state where the vehicle’s safety inspection is required

  • Odometer - Vehicle’s most recently updated odometer reading

  • Primary Odometer Type - The type of meter used as the primary for the vehicle

  • Meter Updated - Date of last meter update

  • Base Meter - Starting Meter Reading for the vehicle when placed in RTA

  • Fuel Meter - Most up-to-date meter reading entered through the options in the Fuel Inventory modules and is tracked separately from the primary meter to ensure MPG figure are properly reported

  • Life Meter - The accumulated miles traveled for the life of the vehicle

  • Purchase Date - Date the vehicle was purchased

  • Insurance Per Year - Cost for insurance annually for the vehicle

  • Licensing Per Year - Cost of licensing annually for the vehicle

  • Fluid Types and Capacities - If entered in the Fluids section of the vehicle file, the list can display the type of fluid used for each item and the capacity it holds for that fluid type

    • Antifreeze, Freon, Gear Oil, Hydraulic Fluid, Oil, and Transmission Fluid

  • Rear End Capacity - Rear End Weight Capacity

  • Vehicle Class - The assigned vehicle class code if being used

Actions that can be performed on the Vehicle Master List

There are multiple actions that can be taken from the Parts Master List at the click of a button. Below is a list of actions that can be performed from the list. Detailed instructions for each may be located elsewhere and a link to the appropriate article will be provided.