--- title: "Vehicles" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/1971585057/Vehicles" format: markdown --- [FUEL SITES HELP] # Vehicles Manage your vehicles from this grid. This can be found from the Auth Device Screen > Vehicles. --- ## Add Vehicle To create a Vehicle in EKOS, click the “Add Vehicle” button in the upper right hand corner of the vehicles grid page. ### *STEP 1* #### Vehicle Information Vehicle Setup: setup some general information about your vehicle ![image](media://e9448a68-e34f-43cd-8bff-3347cd7a6b33) - Vehicle Number: Most organizations assign vehicles in their fleet a “vehicle number” to help identify the vehicle from the rest of the fleet…especially in situations where many of the same make and model exist such as a fleet of (50) Ford F150s. A label or sticker with the Vehicle number is often applied to the bumper or on an exterior panel like the image shown below. - The vehicle number can be the same as the vehicle auth number that is used by the Gasboy system to authorize the vehicle to get fuel at your private fuel site. - The vehicle number can be 80 characters and can contain only numbers. - To understand the difference between a number and a vehicle auth number, please [click here](https://youtu.be/rbyWH_7lGeY) ![image](media://9a4df10c-a365-4869-bec9-078703803934) - Vehicle Description: This field is a free text that is 30 characters and allows you to enter a description for your vehicle. These descriptions are very helpful for reporting and make searching for vehicles in data grids much easier. Here are some common examples and strategies for best practices regarding applying descriptions to vehicles in your fleet: - [vehicle #] [year make model] = 1001-09 Ford F250 - [department] [ year make model] = Police – 09 Ford F250 - [free-text] = 09 Ford F250 for CEO - [free-text] = Lawnmower for HQ - Fleet: The Fleet feature in Gasboy is designed to help you create groups of vehicles within your whole fleet. One of the key benefits of using Fleets is that assigning vehicles to fleets can allow administrators to control which fleets can fuel at certain private sites. For example you may want it to where one “fleet” is not allowed to fuel at a certain site such as not allowing salespeople to fuel at a site that is reserved for emergency fuel. Another example for using the fleet feature is if you have departments or operating companies that have separate Profit and Loss responsibility which requires each fleet to be sanctified for reporting and accounting. If you do not want to use the Fleet feature, then EKOS will automatically default the fleet drop down box to “default fleet” which puts all vehicles in one common group. - Once you assign a fleet, you will not be able to change it. - Department: The department feature allows you to choose which of your organization’s departments for which you would like to assign this vehicle. Using departments is an excellent way to improve reporting capabilities and statistics. If you have setup departments in the system, then they will appear in the dropdown. - Restriction rule: apply any or no restrictions in this section. Select an option from the dropdown menu. #### Auth Information ![image](media://4b4a6f9f-10c4-4aec-a9f4-232bc1d07393) Select an Auth Device from the dropdown menu, the following will be your options from the menu: - Electronic Key - Fuel Card - Gasboy Key - Manual Entry - Tag Enter Vehicle Auth Numbers --- ### *STEP 2* #### Vehicle Details ![image](media://44a9cc3a-18df-46a4-b97a-86f9189b43aa) Please enter specific details about your vehicle: - VIN: vehicle identification number, a standard VIN is 17 characters long - Make: the make of this vehicle. To enter the make of this vehicle you must select an option from the dropdown. To add more makes to your fleet please [click here.](https://myekos.com/site/means/create/type/vehicle) - Model: select the model of the vehicle from the dropdown - Year: the year the vehicle was manufactured - Custom Field: this field is 30 characters and can be used as a custom field for the customer - Odometer: the last odometer recorded in the system. Entering an odometer value in the field will set the last odometer to that value. Then, the system will begin adding new odometers in sequence after the value entered. - Expected MPG: the expected manufacturer MPG/LPG (miles or liters per gallon) for a vehicle - Engine Hours: the last engine hour value recorded in the system. Entering a value in the field will set the last engine hour to that value. Then, the system will begin adding new engine hours in sequence after the value entered. - Expected GPH: the expected manufacturer GPH/LPH for a vehicle - Tank capacity: the fuel tank capacity of the vehicle. This field is very important because it allows EKOS to identify if any transaction errors or potential theft occur when a driver completes a transaction for more fuel than the vehicle can hold in its capacity #### Expiration Options - Expiration Date: the expiration date will be the date that the system will no longer authorize the vehicle This field is defaulted to ‘no’ so that all of your vehicles in the system will not expire. If you want them to expire, toggle on the should expire option. --- ### *STEP 3* Prompts & validation section. Follow the steps below. #### Pin Code Information Pin code: if you want to use a pin code, toggle the Require pin code option and enter the code. ![image](media://d72ce0ab-c8b7-4600-bedb-34370ac23ff8) #### Odometer Prompts Enable Odometer prompt? Toggle this option if you want this enabled. The Gasboy system at the fuel island will prompt the user for an odometer if the check box is selected. ![image](media://2bf83d27-1872-47b2-bace-a308427fc0a0) - Max range allowed: If the Reasonability checkbox is selected then the Gasboy system will do a calculation between the last odometer stored in the system and the odometer entered by the user for the current transaction. If the number of miles driven since the last odometer entered is greater than the maximum range value entered in this field, then the Gasboy system will ask the user to re-enter the odometer. - Last Odometer entered April 9th = 100,000 - Current Odometer entered April 17th = 101,000 - The calculated miles driven for this period would be 1,000 miles…which is high for most vehicles. - A typical maximum range for a vehicle is between 500 and 750 miles depending on the type of vehicle. - If 350 was keyed into the Max Range field, then the user would have gotten a message from the Gasboy saying that there was an error with the odometer entry and prompt for a new odometer entry. - Retry Attempts Allowed: The user will be allowed the number of retries (of entering an odometer that is within range) keyed into this field. For example, if the user enters an odometer that is out of range, and the number of retires in this field is listed as (3) then the user will be allowed to key in up to 3 invalid odometer entries. At that time the system will either accept the last entry or reject the users attempt to fuel depending on the if the “Reject Fueling” checkbox below is checked. #### Engine Prompt Enable Engine Prompt? If this is toggled on, then the Gasboy system will require the driver to enter the engine hours for the vehicle being fueled. ![image](media://36000572-18af-42c0-8927-6e75b7982184) - Max range allowed: If the Engine Hour Reasonability toggle is selected then the Gasboy system will do a calculation between the last engine hour stored in the system and the engine hour entered by the user for the current transaction. If the number of engine hours since the last entry is greater than the maximum range value entered in this field, then the Gasboy system will ask the user to re-enter the engine hours. - Retry Attempts Allowed: The user will be allowed the number of retries (of entering an engine hour that is within range) keyed into this field. For example, if the user enters an engine hour that is out of range, and the number of retires in this field is listed as (3) then the user will be allowed to key in up to 3 invalid engine hour entries. At that time the system will either accept the last entry or reject the users attempt to fuel depending on the if the “Reject Fueling” checkbox below is checked. #### Vehicle Information Prompt (also called a Proxy Transation) Enable Vehicle Info Prompt? If this is toggled on then verification preferences will need to be selected. Select an option from the following: - Verify as valid Vehicle number and authorize for fueling (by proxy) - Verify as valid Driver name and authorize for fueling (by proxy) - Save entry as-is without verification and authorize current device - Verify entry as vehicle number of current device and authorize Then enter in your Retry Attempts allowed and choose to toggle on or off the reject fueling if reasonability check fails. ![image](media://08cb55e1-0bda-4ecb-9981-1c427eb25a31) --- ### *STEP 4* #### Two Stage Authentication Use this step to require two-stage authentication. The user can select the specific means buttons and select a name from the list or the Departments button to select a name from Departments. As an option, any driver in the same fleet or any driver in any fleet radio buttons are available to allow all fleet drivers or all drivers in any fleet to refuel this vehicle respectively. ![image](media://cd6545de-68e3-492a-88ad-845fc8dadb6d) Which Users should two-stage authentication apply to? Select from the following: - Inactive - None - Driver Specific - Department Specific - Any Drive in Same Fleet - Any Drive in Any Fleet - Any Driver - Do Not Validate Two-stage required for non-vehicle mounted entry only: if toggled, Two-Stage authorization is required only in cases where the vehicle mounted device was not recognized and the transaction is initiated from the OrPT (using the station proxy device, manual entry, or Driver ID tag). Click create.