A plate changes. A tracker is replaced. A vehicle moves to another depot. Keep its identity, specifications, documents and history together so your team can find the record behind today’s details.
Asset register AST-0412·Toyota Hilux SR5 — Dual CabVehicle Permanent asset ID · never changes · in the register since 2019 Rego 1QM-4ZP2 changes Tracker IMEI ·88421 change Depot West1 change Owner Fleet Co Lifecycle history9 entries · newest first At a glance AM Ava M. In custody · since Aug 2022
Location
West depot, Melbourne
Cost to date
$61,240
Odometer
92,480 km
Specs, finance & cover
VIN
JTEBR3FJ80K127740
Engine
2.8L turbo-diesel
Finance
Lease · $812/mo
Warranty
to 14 Aug 2026
Accessories
Canopy, tow bar +2
Stay ahead of what is due
See the dates and readings behind the next decision.
Check renewal dates and supporting records, trace a meter reading to its source and keep equipment details alongside the road fleet.
Review overdue and upcoming renewals for registration, insurance, warranties and compliance documents. Open the supporting record when you need the detail.
Explore asset servicingMeter historyAST-0412 Latest odometer92,480 km14 Sep · Telematics 92,480 km14 Sep · 16:42 TelematicsVehicle update 92,310 km12 Sep · 07:15 ManualPre-start reading 92,040 km08 Sep · 10:30 Work order closeoutRecorded at service
Know where a reading came from
Review the date, source and notes behind each meter reading. Filter the history when you need to check a manual entry or investigate a change.
Keep plant and equipment in the same register as your vehicles, with their own identity, documents and custody records. A tracker is optional for asset administration.
Connect the asset, current holder and proposed recipient. Review the transfer, complete the handover and keep a receipt showing who acted, when it happened and the condition recorded.
Keep responsibility, location and condition together as equipment moves between people and sites.
Custody and handovers Generator · EQ-42Portable generator · West depot Available Check out toAlex MorganField services
Location
West depot
Condition
Good
Effective time
15 Sep · 07:30
Fuel cap and leads checked. Cost of ownership
See what an asset costs. Then look closer.
Review actual and committed costs over a selected period, including servicing, fuel, insurance, registration and lease payments. Compare monthly charges and cost per kilometre where distance is available, then inspect the entries behind a change.
Asset costs Cost of ownershipAST-0412 · Toyota Hilux SR5 Mar – Aug 2026 · 6 months Actual and committed$8,580 Actual costs$7,080 Committed costs$1,500 Cost per km$0.7212,000 km in this period Monthly costs FuelMaintenanceCommitted maintenance Monthly breakdown
Aug 2026
$3,300
Fuel
$680
Maintenance
$1,420
Committed
$1,200
Parts, purchasing and suppliers
Keep the repair and its spending together.
See the labour, parts and external charges behind a repair. Reserve stock, raise purchase orders and check supplier invoices against approved quotes, with the costs available in the asset’s history.
Parts registerMain workshopHydraulic hose kit HYD-042 · Bin A-12 On hand8 Reserved2 Available6 WO-2148 needs 1 kit · EXC-07
Know what is on the shelf
Maintain a parts register with stock by location. Check what is on hand, reserved and available, then reserve the parts a repair needs. Follow receipts, issues and adjustments through the stock history.
Create purchase orders from approved quotes or directly for a vendor. Match supplier invoices against the quote and order, inspect differences and follow approval and payment status.
Explore finance connectionsVendor conversationWO-2148 Fleet team · 09:10 Please quote for the hose replacement and confirm your next site visit. Service vendor · 09:24 We can attend Thursday at 8 am. Quote attached for approval. Quote-2148.pdf
Keep the supplier in the conversation
Send repair details to an external vendor. Review quotes, replies, attachments and proposed changes in the vendor portal, then receive invoice details against the same repair or purchase order.
Pre-start checkMaintenance request PLT-204Needs approval Brake warning light BrakesBefore next trip MR-3382 · Ava M.
Keep faults and repairs connected
Review service reminders and maintenance history with the asset. When a fault needs work, follow the request into a work order with tasks, labour and parts recorded against the repair.
Store asset photos, documents and compliance evidence with the record. Give the team access to the details their role allows, whether they are checking the fleet or following up a job.
Import vehicle and equipment details from a spreadsheet. Review field mapping and validation, then organise the documents, custody and service information your team needs.
Keep identity, specifications, ownership details, documents, custody, renewals and meter history with the asset. Finance and maintenance views bring its costs and service information into the same record. Available views depend on the asset and your permissions.