TRANMAN REL8 USER MANUAL V4.0 JAN 2016

Pressing the ‘Save’ button will save the new order header record.

Order Status
The Order Status within Tranman will progress through the following sequence:

● ‘N’ – for ‘New’ is automatically assigned when a new order is created. Details can
only be amended while the order is at this status.

● ‘O’ – for ‘Outstanding’. The order will be automatically assigned this status once
the order has been ‘Approved’ (see later section). It will remain at this status while
items are received up until the point the order is ‘fully received’. If an amendment
needs to be made to the order at this stage then the ‘Change Status’ function
could be used to revert back to ‘N’ew status.

● ‘D’ – for ‘Delivered’. Automatically assigned once ALL order lines have been fully
received. If an amendment needs to be made to the order at this stage then the
‘Change Status’ function could again be used to revert back to ‘N’ew or
‘O’utstanding status.

● ‘C’ – ‘Closed’. Automatically assigned when the order has been fully invoiced
matched.

There is a difference in the Non-Stock Order Detail lines in that each line is associated
with a specific workshop job card number. Several order lines can cover items needed

The process for adding in the order lines starts the same as normal by pressing the
‘Add’ button situated within the ‘Non-Stock Details’ button tool bar.

● Job No. is the first item required to be entered or can be selected from the ‘Live
Jobs’ find browser:

The required job number is selected and the ‘OK’ button pressed.

The user is then returned back to continue with the order line data entry within the cell
entry grid with the job number selected populated.

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● Repair Type is selected next – this can be keyed in or selected from the drop
down lookup. Note – the lookup list can be sorted by code or by ‘Description’ by
clicking on the column heading.

● Ordered Qty – the required qty for that particular job is entered.
● Cost is at this point the ‘estimated’ or ‘quoted’ cost or actual cost at receipting

stage.
● Chg Code – this will default to Y in all cases.
● Part Description is entered free text.
● Cat Desc – is another short description field and is typically used for recording the

actual part number being ordered.

● the ‘Save’ button is pressed after each part is entered on the job card

NB: Please be aware that if a Stock part is at a quantity of zero it will remove the
cost price on the Stock Card and will appear the order as zero. You will need to
add the price of the part to the requisition when raising and receipting. This will in
turn update the Stock Card with the new price. Failure to complete this will result in
an inaccurate value for the requisition.

Once you have finished adding all your Non Stock ordered parts and you
have saved the order, you should exit the Order using the Exit icon

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Approving a Non-Stock Part Order

Once a ‘N’ew order has been raised the next stage is to ‘Approve’ the order. This will set
the Order Status to ‘O’utstanding.
It is not possible to receive in items against an order unless it is at a status of ‘O’.
The ‘Open Orders’ view shown below displays the example order from the previous
section: It is still at Status ‘N’ew. The associated ‘Order Details’ are displayed in the
lower right hand panel.
As items are received the delivery notes will start to appear in the ‘Order Documents’
panel.
By clicking on each order the panels on the side will automatically display the associated
order details and order documents for that order.

Order Approval
To approve the order, drill into the View Order window by double clicking on the order in
the Open Orders view.

Before it is approved and printed - if a free text ‘Delivery Address’ is required to be
available then it can be entered on the Order Delivery Address tab folder:

The button tool bar displays the Approval and print buttons at the top of the window.

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● is used to ‘Approve’ the order and set the Order Status to ‘O’utstanding.

Note - The Order Status within Tranman will progress through the following sequence:

● ‘N’ – for ‘New’ is automatically assigned when a new order is created. Details can only be
amended while the order is at this status.

● ‘O’ – for ‘Outstanding’. The order will be automatically assigned this status once the order
has been ‘Approved’. It will remain at this status while items are received up until the point
the order is ‘fully received’. If an amendment needs to be made to the order at this stage

then the ‘Change Status’ function could be used to revert back to ‘N’ew status.

● ‘D’ – for ‘Delivered’. Automatically assigned once ALL order lines have been fully
received. If an amendment needs to be made to the order at this stage then the ‘Change

Status’ function could again be used to revert back to ‘N’ew or ‘O’utstanding status.

● ‘C’ – ‘Closed’. Automatically assigned when the order has been fully invoiced matched.

Once the Order Status has been changed to ‘O’, the ‘Add Documents’ button becomes
available on the View Order window. The ‘Add Documents’ option will be used later to
receive items.
The order can pre-viewed and printed using the same print buttons as a stock order.

Receiving In Orders
The method for receiving non-stock parts against a direct purchase order is the same as
for normal stock receipts in that an ‘Order Document’ is entered for a ‘Doc Type’ of
“Delivery Note”.

the ‘Add Document’ button can be used either from the actual order window
or at the top of the main ‘Open Direct Orders’ view – by selecting the order and then
pressing the button without actually drilling into the order window. (i.e. the same as for
normal stock orders).

● Doc Type from the drop down ‘Delivery Note’ is selected.
● Doc No. the delivery note number is entered.

The system will then display the outstanding order lines for confirmation of receipt.

Similar to the behaviour for stock orders if the non-stock Direct Order has been fully
received then the system will prompt the user with the message that the order has been
fully receipted and hence the ‘Order Status’ is being set to ‘D’elivered.

The final state of the non-stock direct order is that the Order Status is at ‘D’ and Received
Qty updated to ‘1’ and the ‘Order Document’ appearing in the ‘Order Documents’ panel as
shown in the Stock Orders above.

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The Effect of Part Orders When Viewing Workshop Job Details

The effect of direct ordering and receipting against a job card number can be viewed
directly within the jobs view window:

Accessing the ‘Direct Issues’ tab folder will display the order lines when the direct order
has been ‘Approved’. The following should be noted:

● Date Issued: If the non-stock part has already been received a date will appear
here otherwise it will be blank.

● Order Status: shows the order number preceded by one of the following symbols:
o O: the item has been delivered, invoiced and the order has been closed.
o %: the item is outstanding and has not been delivered or invoiced.
o ?: the item has been delivered but not invoiced so the cost is still not
confirmed.

Below is shown a typical ‘Live Jobs’ view within the ‘Workshop Jobs’ menu option – the
actual detailed layout configuration will be different from one customer implementation to
another. By clicking on the required job within the ‘Job Processing’ tab folder the panels
on the right hand side will display the job’s associated ‘Stock Issues’ and ‘Direct Issues’.

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Returning Parts to the Supplier

Returns to supplier for direct parts are handled in the same way as stock order returns.
Returns to supplier of received direct items is done by entering in ‘Credit Note’ via the
‘Add Documents’ facility in the same manner as when entering in the delivery notes
previously.

Note: Firstly, we will need to change the status of the order back to ‘D’elivered
(for when you are not expecting any further item(s)) or ‘O’rdered (used when
you are expecting a replacement item(s))

● the ‘Add Documents’ button is available on the ‘Open Orders Last 12
Months’ button tool bar as well as the individual View Order window.

On selecting the ‘Add Documents’ button the document drop down list will be displayed
from which the option ‘Credit Note’ should be selected.

Enter:
● Doc No the credit note number (or internal returns note number) is entered.

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Using the tick-boxes, select the item(s) to be returned from the list of order lines and enter
the quantity to be returned.

● Include - The ‘Include All’ selection box can be used to automatically select all
the order lines – or the appropriate parts can be selected to ‘Include’ on the credit
return individually.

● Qty enter the quantity being returned to the supplier (note – it is not possible to
‘return more parts than have been ordered and received to date).

●
When all the details have been entered one of the save buttons is pressed.

will save the details and leave the window open on screen.

will save the details and close the window.

Important Note: The status of the order determines how credit returns are handled
within Tranman:
If the order status is:
Outstanding – returned quantity is added to the field ‘Returned Qty’ and also added
to the ‘Quantity Outstanding’. The system assumes that the part(s) will be re-
receipted at a later stage.
Delivered – Returned quantity is added to the field ‘Returned Qty’ and the system
assumes that the part has been returned and will not be replaced.

The credit note details can now be seen in the order documents pane on the right-hand
side of the screen and the order detail records have been updated to reflect the returned
quantities entered.
These details may also be seen on the Main Order summary view.
The effect of returning the direct part to supplier can be seen in the Direct Issues tab in
jobs.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

TM8(C) (6) - JOB CARDS - Rel 8 - Adding Orders to Tranman.docx 10 of 10

Tranman Release 8
User Handout C:

Job Cards

7 - Closing Jobs

TM8(C) (7) - JOB CARDS - Rel 8 - Closing Jobs.docx 1 of 4

Closing Jobs

NOTE: YOU MUST ENSURE THAT ALL DIRECT AND STOCK ISSUES ARE
RECEIPTED IN AS PER THE PROCESS SHOWN IN THE ‘STOCK USER GUIDE’ AS

THE JOB WILL NOT ARCHIVE IRRELEVANT OF ITS STATUS

SCHEDULED SERVICE JOBS: YOU MUST ENSURE THAT THE RELEVANT SERVICE
DOCUMENT HAS BEEN UPLOADED VIA THE WEB PORTAL AS FAILURE TO DO

THIS WILL RESULT IN YOU BEING UNABLE TO CLOSE YOUR JOB CARD AND THE
COSTS RELATING THERETO WILL REMAIN AS IN WORK IN PROGRESS

When all the relevant information has been input on a job record it can be closed. This action
leaves the job in the ‘Live Jobs’ list but changes its Job Status to ‘U, Uncosted’ and places it in the
queue to be archived (this is detailed below). NB until the job is closed, it will show a Job Status of
‘F,Finished’ as per the screenshot below:

Before closing a job a quick check should be made to ensure that there are no outstanding items or
data conflicts that will cause the job to fail to archive and that the job has been ‘Booked Out’ and
saved. This can be done from the ‘Update Jobs’ (or ‘Live Jobs’) tab. Search for and highlight the
job. All the labour, stock issues and direct issues are displayed on the left and can be checked from
one screen:

TM8(C) (7) - JOB CARDS - Rel 8 - Closing Jobs.docx 2 of 4

Once the job has been checked and any outstanding issues resolved, the job can be closed.
Search for and highlight it in the ‘Update Jobs’ tab and click on the ‘Close Job’ button.

TM8(C) (7) - JOB CARDS - Rel 8 - Closing Jobs.docx 3 of 4

Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

TM8(C) (7) - JOB CARDS - Rel 8 - Closing Jobs.docx 4 of 4

Tranman Release 8
User Handout C:

Job Cards

8 - Changing Job Status & Deleting Jobs

TM8(C) (8) - JOB CARDS - Rel 8 - Changing Job Status & Deleting Jobs.docx 1 of 4

Changing Job Status and Deleting Jobs

If a job needs to be edited or updated after it has been closed (but before it has been archived) this
can be done by first changing the ‘Job Status’. Highlight the job and click on the ‘Change Status’
button:

A dialogue box appears with a dropdown box to choose a different status:

To edit a job, choose ‘I, In-progress’ and proceed to update it as required. Upon completion, close
the job again.

To delete a job entirely, follow the above instructions to change the status to ‘N, New’.

Then highlight the job and click on the ‘Delete’ button:

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Click ‘Yes’ on the confirmation box that appears.

Note: It is not possible to delete jobs which have stock issues or labour lines – these issues must
be returned to stock prior to deleting the job (see STOCK USER GUIDE).

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

TM8(C) (8) - JOB CARDS - Rel 8 - Changing Job Status & Deleting Jobs.docx 4 of 4

Tranman Release 8
User Handout C:

Job Cards

9 - Other Reference Screens

TM8(C) (9) - JOB CARDS - Rel 8 - Other Reference Screens.docx 1 of 4

Other Reference Screens

For ease of reference, users can view or open a variety of other screens from the Job
Details screen while working without having to close it:

• Vehicles: displays summary details from the vehicle inventory; clicking on the tab
opens the full vehicle screens.

• Maintenance History: contains a list of all other jobs, both live and archived, for
that vehicle.

• Part Details: allows the user to view stock and non-stock issues at the same time.

• Issue History: lists all parts that have ever been issued to the vehicle.

• Labour History: lists all labour that has ever been undertaken on the vehicle.

When multiple screens are open, use the ‘Windows’ menu to navigate between them:

TM8(C) (9) - JOB CARDS - Rel 8 - Other Reference Screens.docx 2 of 4

Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

TM8(C) (9) - JOB CARDS - Rel 8 - Other Reference Screens.docx 3 of 4

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TM8(C) (9) - JOB CARDS - Rel 8 - Other Reference Screens.docx 4 of 4

Tranman Release 8
User Handout C:

Job Cards

10 - Repair & Service Codes

TM8(C) (10) - JOB CARDS - Rel 8 - Repair & Service Codes.docx 1 of 4

Tranman Rel

Service & Rep

Code Ref Service Type Description Code Ref Repair Type Description Co
CL1 SCHEDULED BD1 BODY
CL2 NON-SCHEDULED C01 CONSUMABLES
CL3 ACCIDENT CH1 CHASSIS
CL4 DAMAGE/ABUSE LF1 LIFT
CL5 WARRANTY S01 SAFETY INSPECTION
CL6 REFURBISHMENT S02 B CHASSIS SERVICE
CL7 BIN REPAIRS S03 B+ CHASSIS SERVICE
S05 BODY INSPECTION
S07 LEZ TEST
S09 RPC TEST
S10 MOT TEST
S11 TACHO CHECK
S13 LOLER INSPECTION
S14 VAC TANK TEST
S15 LINING TEST
S16 LOLER TAIL LIFT
S17 LOLER T/L WEIGHING
S19 BRAKE INSPECTION
S27 CHALWYN VALVE
S30 NO CHARGE REPAIRS
S31 SUB CONTRACT REPAIRS
S32 COLL/RET VEH CHARGE
S33 CHARGEABLE REPAIRS
S34 BREAKDOWN CHARGE
S35 CALL OUT CHARGE
S36 ELECTRICAL WORK
S37 GARAGE DUTIES
S39 LOA/UNLOAD VEHICLES
S40 DIAGNOSTIC CHECK
S41 DAMAGE

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l 8 User Guide

pair Code Table

ode Ref Repair Reason Description Code Ref Work Done Description
R** REPAIR REASON CODES W** WORK DONE CODES
R04 MOT/HGV TEST W01 CLEAN
R07 PRE DELIVERY INSPE W02 INSPECT
R08 SERVICE W03 REPAIR
R11 GENERAL REPAIRS W04 MOT/HGV TEST
R12 BODY INSPECTION W05 REPLACE
R21 CAPITAL REFURB. W06 ADJUST
R40 DAMAGE REPAIRS W07 SERVICE
R41 LANDFILL DAMAGE W08 OVERHAUL
R43 RECOVERY W09 REPLACE WITH USED
R44 ACCIDENT DAMAGE W10 RECOVERY
R50 BIN LIFTING EQUIP W11 TRAVEL
R51 BRAKE TEST W12 BRAKE TEST
R52 REMOVE W13 REMOVE
R53 VEHICLE COLLECTION W14 BODY INSPECTION
R54 VEHICLE DELIVERY W15 VEHICLE COLLECTION
R55 MOT W16 VEHICLE DELIVERY
R56 GARAGE DUTIES W17 HGV FEE
W18 LANE FEE
W19 4 POINT MOT CHECK
W20 VEHICLE RETEST
W21 GARAGE DUTIES
W22 COLLECTION OF PARTS
W23 WHEEL RETORQUE

11/03/2015

Further Help Needed?
If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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3 of 4

Tranman Release 8
User Handout C:

Job Cards

11 - Consumables List

TM8(C) (11) - JOB CARDS - Rel 8 - Consumables List.docx 1 of 4

Consumables – What is a Consumable?

Examples of Consumables::

 Small bulbs (under £2)
 Grease cartridges
 Emery cloth
 Gloves
 Hand cleaning fluids
 Nuts, bolts, screws and fasteners if not specialised or direct orde
 U-Clamps and jubilee clips if under £1.50 each
 Cable ties
 Spray lubricants and penetrating fluids
 Drills if not specialist or one offs
 Paper roll
 Connectors
 Electrical connectors and wire if not one off specials
 Disposable batteries if being used for workshop equipment only
 Disposable hand tool such as cleaning brushes, hacksaw blades
 Cleaning and absorbent consumables
 Cutting and grinding discs
 Fuses if non specialised
 Masking tape
 Masking paper
 Brake cleaner
 Welding consumables including gas

A CONSUMABLE CHARGE ON A JOB CARD SHOULD B
DEPENDING ON THE

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Example of Non Consumable Items:

er items × Ad blue
s × Lubricants such as top ups – these will NOT be

recorded in Tranman for NON WORKSHOPS
× Ric Clips or wheel nut indicators
× Any bulb over £2.00
× Any silicone or locking type products over £5.00 if

being used on a single job
× De-Icier and screen wash unless the screen wash is

being used for service top up
× Non disposable hand tools
× Wiper blades
× 1st aid kits
× Mirror glasses
× Office consumables
× Wheel nuts and studs
× Garage equipment
× Workshop maintenance
× Marker boards

BE A MINIMUM OF £10.00 OR MULTIPLES THEREOF
SIZE OF THE JOB

Further Help Needed?
If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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THIS PAGE IS INTENTIONALLY BLANK

3 of 4

Tranman Release 8
User Handout C:

Job Cards

12 – Overdue Services & Missed Actions

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Check Overdue Services

Go to Records > Scheduling > Services Overdue

This will display all the Overdue Services. Filter out your depot/workshop and export the data into
excel.

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Missed Action Forms

Once the Overdue Services have been saved to your desktop you can work through them and
raise Missed Action forms. This form can be found on the BMS at the following location:
http://teamworks.vesuk.local/sites/VeoliaDocuments/Fleet/T2/Forms/Fleet_T2.aspx?RootFolder=%
2fsites%2fVeoliaDocuments%2fFleet%2fT2%2fTRANMAN%20REL8%20-
%20USER%20GUIDE&FolderCTID=0x01200071C401CA3DB6AB4582169FFCC3C1E8A8&View=
%7b3B13906F-0514-440D-8F31-775045AA7341%7d

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If a vehicle has missed several Services/MOTs etc at one time for a vehicle, one form can be
completed providing an explanation as to why the service(s) were missed.
These need to be signed off by the Area Engineer as a minimum.

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Creating a Job Card for a Missed Action

Raise a new job card as normal
• Job Title: Missed Action for Scheduled Service/Services
• Select Repair Class: Scheduled
• Booked In: Select the date the Services/Services should have been carried out.
• Job Description: Missed Action Form for Safety, Body etc. (depending on what services
have been missed) and the week commencing it should have been carried out.
• Contractor: This is mandatory; add your location code or the Contractor who would have
completed the work.

Save the job card as normal. You will not be able to create the labour line until you have a job
number.

Adding a Missed Action Labour Line

Create a new labour line in the usual way by clicking the ‘Add’ button in the labour tab.
• Repair Date: Select the date the Service should have been carried out.
• Repair Type: S99 Missed Action.

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• Reason Description: Scheduled Service
• Tech: MISSED
• Notes 1: Explain what service(s) have been missed.
NB You do not need to add any information into Recorded Hours.
Save the job card as normal.

Uploading the Missed Action Form

Upload the Missed Action in the usual way via the Upload Portal (see Section G) selecting the
vehicle registration and the job card number raised for the Missed Action.
As long as you put ALL the information on the Missed Action Form for all the missed services, you
only need to raise one labour line and upload one document.
Central Fleet will run a report every month to check the Missed Actions and clear down the
corresponding overdue services. This will provide your location with KPI analysis for your
services.

Closing your Job Card

Your job card should be Booked Out in the usual way and subsequently closed – NB the job card
will not close or archive until you have successfully uploaded the corresponding
documents

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Further Help Needed?
If you need any further help or have a query with this User Guide, please contact the

Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

7 of 8

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8 of 8

Tranman Release 8
User Handout C:

Job Cards

13 - Adding a Third Party Labour
Line to Scheduled Job Cards

TM8(C) (13) - JOB CARDS - Rel 8 - Adding a Third Party Labour Line to Scheduled Job Cards.docx 1 of 4

Adding Third Party Repair Costs to a Job Card

When a depot/workshop need to create a job card for a scheduled job that has been completed by
a third party, e.g. Safety Inspection, Brake Test and Body Inspection, the labour lines will need to
be created on the job card so that the Inspection Sheets can be uploaded.
As the cost for this work is added to the job card by a Requisition via Orders/Suppliers, the
labour line has to be added as a zero value otherwise you will be double entering the costs against
the vehicle (i.e. as labour and as direct issues)

To Add a Labour Line

Create the job card header as shown in Section (C) (1). Select the contractor from the drop down
box in ‘Contractor’. (If your contractor is not listed here, contact the UK Tranman Helpdesk with
the full contractor name and Agora vendor code and this can be added for you.

Save the job card header
Click the Add button in the labour tab at the bottom of the job card. A new line will display for you to
add the data.

● Repair Date: the ‘date in’ on the service sheet.

● Tech: the external fitter reference is entered here (e.g. XTR723 – this is made up of the

characters ‘XTR’ indicating the work has been conducted by a third party repairer and your
locations three character Tranman code. If your XTR code is not listed, please contact the
UK Tranman Helpdesk and we can create one for you). Select this from the drop down
box or type in manually if you know it.

● Repair Type: Select the scheduled service carried out – this will be an ‘S’ Code (S01 to

S19). Please do not select CH1 for chassis or BD1 for body, these will not work for
scheduled services and you will not be able to upload the documents.

● Repair Type Description: Populates automatically from the Repair Type.

● Reason: Click on drop down box and select reason, Scheduled Service.

● Reason Description: This will populate automatically.

● Work: Select the type of work carried out.

● Description: This will populate automatically.

● Rec Grade: Click on the drop down and select ‘X’ for External

● Chg Grade: Click on the drop down and select ‘X’ for External

The rest of the fields have to be left blank as we do not want to put a value against the labour
line.

Save the job card

Below is a screenshot of how the job card will now display when you have completed adding your
labour lines. If the vehicle has had another inspection, i.e. tacho etc, then you would simply add
another labour line for service S11.

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You should now raise and receipt a Requisition via Orders/Suppliers to add the cost of the job to
the job card (see Section (C) (5))

Once you have raised your Requisition, you should now upload the document(s) via the Web Portal
at https://tranmanupload.veolia.co.uk (see Section (G) (1) - you will need to login using your
Tranman login details in lower case).

Once the documents have been uploaded (a document for each labour line on the Job Card) book

out the job card by completing the ‘Booked Out’ date and close - the status will change to U
(as below)

The job card is now ready for month end archive.

TM8(C) (13) - JOB CARDS - Rel 8 - Adding a Third Party Labour Line to Scheduled Job Cards.docx 3 of 4

Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

TM8(C) (13) - JOB CARDS - Rel 8 - Adding a Third Party Labour Line to Scheduled Job Cards.docx 4 of 4

Tranman Release 8
User Handout C:

Job Cards

14 - Adding R&M Contract Costs
to Job Cards

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R & M Contracts paid by Direct Debit

At the beginning of the month follow the procedure below:

● Raise one job card for each vehicle on the R & M contract
● Create a Requisition in Tranman for the supplier (see section (C)(6))
● In the Agora Number field enter in the R & M current month Period e.g. 20151201 (date in

reverse format)

● In the Non Stock order tab add a line for each job you have raised for the monthly amount

per vehicle and add the corresponding job number

● Receipt the Requisition - ensure you have enough money on your Agora PO to cover the

costs

● Use the same job card during the month for any scheduled services for your R&M vehicle,

create the labour lines for the services carried out and upload the document(s) (see
sections (C)(3) and (G)(1)

● Prior to month end archive ensure the R & M cost is receipted and all documents have

been uploaded

● Close the job card to a status of U

R & M Contracts paid by Agora PO

At the beginning of the month follow the procedure below:

● Raise one Service Order in Agora for the monthly contract charge for all vehicles on R & M

Contract at your site e.g. if each vehicle costs £100.00 a month and you have 10 vehicles
on R&M contracts raise an Agora PO for £1,000

● Receipt the Service Order in Agora
● Raise one job card for each vehicle
● Create a Requisition in Tranman on the Non Stock order tab for the monthly amount

adding a line for each job you have raised and add the corresponding job number

● Receipt the Requisition - ensure you have enough money on your Agora PO to cover the

costs

● Use the same job card during the month for any scheduled services for your R&M vehicle,

create the labour lines for the services carried out and upload the document(s) (see
sections (C)(3) and (G)(1)

● Prior to month end archive ensure the R & M cost is receipted and all documents have

been uploaded

● Close the job card to a status of U

Any Vehicles costs that are not covered by the R & M Spend, individual job cards have to be raised
for each job with the corresponding requisitions. These are not be added to the R & M Job card.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout D:

Defects & Recalls

1 - Adding Defect / Recall Record

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Adding Defect/Recall Record

This allows you to add defect that will be flagged for attention next times a job is raised for
certain vehicles.
From the records bar select Defects/Recalls

Outstanding Defects Tab: All outstanding defects Records (This displays all outstanding
defects for individual vehicles).

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Multi Recalls and Defects Tabs: This displays the defect on the left hand side of the
screen and if you highlight the defect it will display all vehicles that have that current
defect.

Defects/Recalls can be raised for:
• Single or range of Fleet/Registration Numbers
• Single or a range of Vehicle Classes

To add a defect / recall for a single vehicle click the ‘Add’ button within All
Outstanding Defects.

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Description: Title of work that needs to be carried out

To be done by: Required completion date

Campaign Type: Whether the work required is Urgent or Non-Urgent

Date Completed: When the defect was corrected (this can be fill in at a later date).

Job Number: The job number the work was completed on, this will auto populate

when attached to a Job card and Closed off.

Completed by: Which fitter completed the work. (This will be added on the labour

line when adding the Repair. However it can be added here once

the work is carried out.)

Date Originated: Date defect was raised.

Originator: Who sent the notification?

Fleet No: Vehicle Fleet no, this will auto fill Vehicle, Reg number and Chassis

number.

Repeat Instr: Whether the defect should be flagged everytime a job is raised for

that vehicle. If you only wish it to appear on a job card as an

outstanding defect until it has been Included on the Defect Tab put

N in the box. If you say ‘Yes’ it will display a pop up message

reporting the defect when opening a Job until you go back to the

defect and change the ‘Y’ to an ‘N’.

Defect No: The defect number from the Recall or Drivers handbook.

Special Instruction: Extra Description that details the defect.

Populate the fields as listed above and save the Record, This will now be given a unique
defect number and remain in the All Outstanding Defect Records.

To add a defect to a selection of vehicles, select ‘Add’ under the Multi Defects & Recalls
tab

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