Expires are events that you define to monitor maintenance throughout your fleet’s assets. You can set up Expiries 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 notification every time a vehicle travels 3,000 miles to perform a routine oil change, then set up an Expiry Type accordingly. Once set up, every time an asset with the Expiry Type enabled travels 3,000 miles, the report will indicate that an oil change is needed.
The Asset Expiry Report shifts the view between the Expiry Report tab and the History tab.
Generate the Expiry Report
- To access the Expiry Report from the main menu, select Assets, and then click Asset Expiry Report under the Expiry section.
Expiries monitor assets for maintenance or inspection tasks based on time, mileage, or engine hour intervals. The Expiry Report enables you to see when assets are approaching expiry limits, which have already expired, and enables you to resolve the expiry for one or for ALL assets.
- To narrow your search results, click Filters in the top-right corner, and then define the following criteria:
Asset No. Lists the ID number for all assets with an associated Expiry configuration. Location List of locations within the account Expiry Type Displays the assets that have the specific Expiry Type(s) assigned. Basis
Displays assets with the specific Expiry basis type assigned. The Expiry Report Basis criteria can monitor based on three sets of data:
Miles—The Expiry Report Basis value can monitor based on three sets of data:
a. Data pulled from the Mileage Report – will work for both ECM-based mileage and GPS-based mileage. GPS-based mileage requires a value in the odometer offset value (GTC > Reports > GPS Track & Trace > Odometer > Odometer Offsets Admin) (recommended Mileage type).
b. Data pulled from the Trip Report – will only work for vehicles reporting mileage from the ECM.
c. Data pulled from the EVIR Report – will be based on mileage entered by drivers conducting an EVIR.
Engine Hours—Data pulled from the GPS Engine Hours Report. Requires a value entered into the odometer offset value (GTC > Reports > Fuel, Diagnostics, and Usage > GPS Engine Hours > Admin Hobbs Meter).
Days—The Expiry counts the number of days that have passed from the last resolved date.
Expiry Status Displays assets with the specific Expiry Status condition selected. Attribute Filters Displays the assets that fit the characteristics of this filter (for example, specific model types) Select Attribute Displays the assets that have the specific attribute(s)
- Click Apply. The results table displays data according to the filter criteria you define.
Asset No. Lists the ID number for all assets with an associated Expiry configuration. Status Lists the most recent expiry status. For example:
No inspections found
Previous inspection found critical defects; unsafe to drive
Previous inspection found non-critical defects; safe to drive
Previous inspection found no defects
License License number of the asset (if applicable). VIN No Vehicle identification number for the asset, if a vehicle. Expiry Type Describes the type of expiry as defined in Manage Asset Expiry Types. Remaining Displays the time, engine hours, or distance remaining before the expiration occurs.
Note: When beyond the expiry date, value is a negative number.
Expiry Status Displays the status of the inspection and whether it is active or inactive. Last Resolved Displays the last date this asset’s expiry was resolved.
- Select rows, and then use the following to manage your selections:
- Click the Basket tool to view the Asset and Expiry Type for those selected rows. Click X to remove items from the Basket.
- Click the Filter tool to remove all non-selected items and display only those in the Basket. Click Filter again to toggle the view of the unfiltered list (all assets).
- Click Resolve to open the Resolve Expiry window for the selected items, enter the information required to resolve the expiry, for the Resolution At enter the date or mileage when the Expiry was resolved, and then click Resolve. The resolution is saved and recorded. If you want to remove an item from the Resolve Expiry list, click X next to that item, so the Expiry Status is not affected.
- For mileage-based expiries, the input cannot be lower than the last recorded value, nor can it exceed the current mileage value.
- For engine hours-based expiries, the input cannot be lower than the last recorded value, nor can it exceed the current engine hours value.
- For date-based expiries, the drop-down calendar does NOT allow date.
- Expiries using a Basis of Days you can only resolve by date.
- To access and change your Expiry Types options, click Manage Expiry Types. See Manage Asset Expiry Types topic for complete steps.
The Expiry History provides a complete list of a single asset’s expiry events. After selecting an asset, filters enable you to sort the history by expiry type, date range, and basis for expiry.
Legacy Expiry Report
The Legacy Expiry Report was used to manage Expiries that were set for assets. While this report may still be available, it has been rebuilt. We recommend using the newer “Expiry Report and History” and “Manage Expiry” pages under the same menu (see above).
To access the Legacy Expiry Report from the main menu, select Assets, and then click Legacy Expiry Report under the Expiry section.
- Days: Display assets with expiry data based on the status of the expiry or by the type. After selecting the filter, clicking on the “Generate Report” button at the right of the row will return the results. It is also possible to include assets that are marked as Inactive by checking the "Show Inactive" check box.
- Mileage Based Expires (miles remaining): Display assets with mileage greater than the input number and by the specific type. Clicking on the “Generate Report” button at the right of the row will return the results. It is also possible to include assets that are marked as Inactive by checking the "Show Inactive" check box.
- Asset No.: Display expiry information for a specific asset by selecting it in the drop down and then either select to show expiries that are value based or by date. Click on the appropriate button to return the expiries.
- Expiry Results: The following information will be returned when generating a report:
- Asset No.: Displays the assigned number to identify an asset. Clicking on the asset number itself will filter to that specified asset.
- License Plate Number: Displays the license plate number that is assigned to the current asset. This will display only when the user has assigned the license plate number when creating the asset.
- VIN Number: Displays the VIN number that is assigned to the current asset. This will display only when the user has assigned the VIN number when creating the asset.
- Expire Type: Displays the current expire type that is assigned to the asset.
- Expire Date: Displays the year, month, and day of by which the expiry type will need to be completed.
- Days: A negative number indicates that the day has already passed and considered expired.