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Manage Asset Expiry Types

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Expiry Types are events that you define and set up to monitor and track maintenance throughout your fleet’s assets. You can set up Expiry Types to monitor fleets when certain mileage, time, engine hour thresholds or inspections are passed thus needing preventative maintenance.

For example, if a fleet manager wants to be notified when vehicles travel 3,000 miles to perform a routine oil change, you can set up an Expiry Type to do so. Once set up, every time an asset with the Expiry Type enabled travels 3,000 miles, the asset will be set to expired in the Asset Expiry Report and Legacy Expiry Report and indicating the need of an oil change. The Manage Expiry Types page enables you to view a complete list of all Expiry Types. In addition to viewing, you can edit current Expiry Types and create new Expiry Types.

  1. To access the Manage Expiry Types screen, from the main menu, select Manage, and then click Asset Expiry under the Assets section.
  2. To access the filters, click Filters in the top-right corner, define the following criteria to narrow your returned search results, and then click Apply.
    Basis: Select an option to base the search results on the following:
    • Miles
    • Engine Hours
    • Days

Show Disabled: Select this check box to include disabled assets in your search results.

The results table displays the following data meeting the defined filter criteria:

Expiry Type: Displays the type of expiry event. Expiry Status: Displays whether the Expiry Type is enabled or disabled. Expiry Basis: Displays whether the Expiry Type is based on Miles, Engine Hours, or Days. Expires Soon: Displays the value at which the Expiry Type will display the Expires Soon status in the Expiry Report. Reset Increment: Displays the value at which the Expiry Type will display the Expired status in the Expiry Report. # Assets: Displays the number of assets that are assigned to that Expiry Type.

+ New Expiry Type: 

Used to create a new Expiry Type. Click New Expiry Type, and then do the following:

  • In the Expiry Type Name text box, enter a descriptive name, including what the Expiry Type monitors (for example, 3000-mile engine oil change).
  • Under Basis, click one of the following to define what this asset expire type will monitor:
    • Miles—Based on distance traveled by the asset
    • Engine Hours—Uses information from the GPS Engine Hours Report and requires user-entered odometer offset value (GTC > Reports > Fuel, Diagnostics, and Usage > GPS Engine Hours > Admin Hobbs Meter)
    • Days—Based on time passed
  • If you chose Miles in the previous step, then under Use Mileage From, click one of the following options to toggle from where the miles count is derived:
  •         Mileage Report— This option will work for both ECM-based mileage and GPS-based mileage, but the GPS type requires you to set odometer offset values (using, Reports > GPS Track & Trace > Odometer > Odometer Offsets Admin tool) (recommended Mileage type).
  •         Trip Report— This option will work for vehicles reporting mileage from the ECM.
  •        EVIR Report— This option will base mileage entered by drivers during EVIR inspections.

Note: If you chose another basis (hours or days), then these options do NOT appear. d.      Under Expire At enter the value at which the Expiry Report will display the asset as Expired. Depending upon the Expiry Type Basis defined, this value is measured in days, mileage, or hours. e.      Under Notify At enter a value at which the Expiry Report will display the asset as Expiring Soon. You must use a value lower/less than the Expire At value. f.       Click Save. Note: When a new Expiry Type has been created, by default, it is enabled. You must edit the new Expiry Type to add the enable/disable-toggle ability (see the following step).

  1. To change behavior for existing Asset Expiry Types, click Edit Expiry Type  in the row for which you want to edit, change values (previously described), under Status click Enable or Disable to provide the toggle ability to disable/enable an Expiry Type, and then click Save. 
  2. To view the Expiry Report, click the truck icon in the row for which you want to display the filtered expiry report showing only those assets associated with the Expiry Type.

Resolve Expiry

  1. Browse to Assets heading > Assets Expiry > and then click on the truck icon to the right of the edit pencil.
  2. Select an asset on which service was performed.
  3. Click Resolve.
  4. Enter the date resolved and click Resolve to save.

Export Maintenance History

  1. To access the Manage Expiry Types screen, from the main menu, select Manage, and then click Asset Expiry under the Assets section.
  2. Click the truck icon in the row for which you want to display the Expiry Report.
  3. Click the History tab at the top of the report.
  4. Select the desired asset, and then click Apply.
  5. Click the Export button at the upper right of the page to export the maintenance export to a CSV.

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