Fleet Set Up

Marlin's external fleet functionality require the following set up to use.

To use external fleet functions the settings and permissions at the end of this document need to be enabled.

You also need to add the following accounts, suppliers, fleet owners and customers to your system (or already have them set up).

Fleet Accounts

Add the following accounts, with Allow Purchases and Allow Sales disabled for both:

• An asset GL account (e.g. "Pending Fleet Claims"), to hold the value of the pending claims
• An expense GL account (e.g. "Fleet Price Variances"), for any variances to be posted to

Note — If you are using the Xero Accounting integration, ensure the GL accounts for the Pending Fleet Credits and Fleet Variance are also added in Xero.

Fleet Suppliers

Add normal suppliers with accounts, to represent the fleet owner.

Fleet Owners

Add external fleet owners:

• Select System > Customers > Fleet Owners
• Click Add (top right)
• • Set Type to External
  • Enter a Code to identify the fleet owner
  • Use the Owner Picker to select the relevant supplier (set up above)
• Assign the GL accounts added above

Branch Supplier Overrides

If branches within a company have separate accounts with the supplier, add the accounts for each branch using the Branches list below:

• Click Add (top-right of list)
• • Select Branch
  • Select Supplier

These suppliers will override the Owner selected above (if no specific supplier is set for a branch, it will use the default Owner).

Note — Separate asset and expense accounts can be set up and used for each fleet owner, if desired.

Fleet Customers

Add a fleet customer:

• Set the Type drop-down in the details tab to Fleet customer
• In the Accounting tab, select the fleet owner added above

Note — No other account information is required.

Settings and Permissions

To use external fleet functionality, the Fleet.Enable enterprise setting must be enabled.

After enabling this settting, End and Start your session again via Daily Activity > Logout for the new menu options to be visible.

The following user permissions are related to the fleet process.

| Permission | Description |
|------------|-------------|
| View Fleet Owners | Read-only access to the Fleet Owners setup screen. Required to assign a fleet owner on a customer file. |
| Edit Fleet Owners | Add and modify Fleet Owner records, including supplier assignments, GL accounts, and branch overrides. |
| Edit Fleet Customers | Add and edit customers of type Fleet. Without this, users cannot change a customer's type to Fleet or set the fleet owner on their Accounting tab. |
| View Fleet Credits | Access the Fleet Credits module to view pending and processed supplier credits. |
| Edit Fleet Credits | Process supplier fleet credits, including using the +Fleet Credit button on supplier credit orders and completing the credit note. |
| View Fleet Credits Report | Access the Fleet Credits Report, which lists supplier fleet credits grouped by supplier. |