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Version: 7.0

Vehicle contracts

The section is intended for accounting contracts related to vehicles (for example, rent, leasing, insurance — depending on the contract types used in your organization).

A contract can be used as a card for storing conditions: validity dates, partner, amounts (if applicable), and the link to a specific vehicle.

Where to find it​

Open “Fleet” → “Operations” → “Vehicle contracts”.

The list shows contracts whose type allows linking a vehicle.

Vehicle contracts list

Creating a contract​

You can create a contract:

  • from the “Vehicle contracts” list (use Add);
  • from the vehicle card (in the Contracts block — use Add).

The recommended option for “linking to a specific vehicle” is to create a contract from the vehicle card: then the vehicle field will be filled automatically.

When filling in, specify:

  • contract type (if exactly one contract type exists in the system, it is pre-filled automatically; otherwise select the required type);
  • Date (required) and the end date;
  • Number (required);
  • Company and Partner (required; the company is pre-filled with the default one);
  • amounts (for example, Activation cost and Recurring cost with the Recurring period — if provided by the contract type).

The contract card also has the Text tab (for the contract text), the Files block (attachments — scans, annexes), and the Comments panel.

Contract type and availability of the “Vehicle” field​

In some organizations, not all contract types imply a link to a vehicle. Then:

  • the vehicle selection field may be hidden or unavailable;
  • when trying to specify a vehicle for an inappropriate contract type, the system may show a message: “The chosen contract type does not allow to select a vehicle”.

If you encounter such a restriction, check whether the contract type is selected correctly, or contact the administrator to configure types.

Validity dates and expiration control​

To control active contracts, it is important to fill in the start and end dates. If a contract has ended but the end date is not filled in, it may appear in selections as “active”.

If the contract uses periodic payments (for example, a monthly payment), also fill in the Recurring period — this helps interpret the conditions correctly.

Viewing contracts on the vehicle card​

The vehicle card shows a list of related contracts. This is convenient for controlling dates and conditions for a specific vehicle.

From there it is also convenient to:

  • quickly open the contract card;
  • add a new contract related to the selected vehicle (use Add).