TRANMAN REL8 USER MANUAL V4.0 JAN 2016

Selecting Parts to Reorder

Within the Auto Parts Reorder screen, there is a single click button called “Select Parts to
Reorder”

This button actually does the selecting of parts for the user once the required fields and
details have been entered.

● First and Last Location These are the workshops that the user
● For Supplier / Supplier Description wishes to order parts for.
● Default Ordering Sect
● Default Reorder Flag Which supplier on the system would the
user like the parts to be ordered from?
● Print File
● Process No You can select an alternative location for
delivery if required

If selected, this will mark all low stock
parts for reorder, any that are unwanted
will have to be unselected.

This box cannot be filled in, it is a system
completed field

This box cannot be filled in, it is a system
completed field

Having entered all the fields that are wanted, selecting “OK” will bring up the print screen
option showing how many parts have been located that are under the required stock level.

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This then needs to be exited out of by the Cancel . You do not print the list/order from
this screen; it is done at a later stage.
Also exit out of the Select Parts to Re-order (click the red X in the top right hand corner)..

Having closed this screen, prior to the items found showing on the screen “Refresh”
will have to be selected.

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This will pull the data back from the server as shown:

The tick boxes show the items that have been selected to create an order from, if any is
no longer required, un-ticking the box will cause that item to be ignored on the orders.

Processing the Order

Once all the parts to be ordered have been ticked, clocking “Re-Order Now” will bring up a
secondary confirmation screen.

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Nothing needs to be filled in on this confirmation unless the user would like to print a copy,
however the orders will still require approving and printing from the main order record.

Both of these should then be closed so the user can return to the Orders / Suppliers
record.

Upon returning to the Orders / Suppliers record, the user will see there is a new order
showing on the system.

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With the new order on the system, this will still need to have the Agora number added by
double clicking into the order approved and sending to the supplier.

Once approved, the Status will change to O for Ordered and the Order Print option
becomes available to print and send to the supplier in the usual manner.

NB No-Stock Order parts can be added to this order to save time instead of raising
two orders (as long as the Supplier remains the same)

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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 B:

Stores and Automatic
Reordering

4 - Warranty / Levels

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Warranty / Levels

The ‘Warranty / Levels’ can be used as a convenient cell entry grid method for updating
certain stock card details in bulk or as a useful browsing function.

The browser has the standard Tranman filter and grouping capability available to be used
on any of the columns displayed in the browser so it would be easy to list and filter down
using a combination of search criteria to parts across a single or multiple locations.

To update any of the permissible cells simply click into the cell required and make the
required amendments. The down arrow keys can be used to enter down a column of
multiple cells or the Tab or Enter keys used to move across to the right from cell to cell on
the same row.

Once any data changes are entered into a cell the system automatically makes the ‘Save’

button available to be pressed.

In the example above the following columns are available for amendment:

● Part Desc
● Maximum Level
● Reorder Level
● Reorder Qty
● Warranty Miles
● Warranty Months
● Cost

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● the data displayed within the browser could if required to be exported to a
spreadsheet for example by pressing the ‘Export’ button.

The file name and output destination folder is confirmed and the ‘OK’ button will invoke
the Export Data function:

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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 B:

Stores and Automatic
Reordering

5 - Stock Taking

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Stock Taking

Within the ‘Tools’ menu the ‘Stock’ option can be found:

This option gives access to the ‘Stock Taking’ and ‘Rename Parts’ facilities.

The ‘Stock Taking’ main summary – with no current/previous stock takes showing
appears as seen below:

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Step 1 – Create Bin List

Step 1 – is to use the ‘Create Bin List’ option which will display the ‘Create
bin list criteria for entry:

The fields could be entered for example as below (Bin Code ZZZZZZZZ is used to run a

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stock take on all Bins):

● First – Last Location refers to the actual store locations for which the stock take
is to be undertaken.

● First Bin – Last Bin refers to the range of Bin Numbers held against the stock
cards that are going to be subject to the stock take.

Note – there can only be 1 bin list for a store location at any one time.
● Percentage to Check would usually be entered as 100% the first time a check is

being undertaken as part of the Tranman system implementation. Subsequently
only a small % may be checked each time.
● Rotate Zero has 2 drop down values to select:

‘R’ can be used so that for example 10% of the store could be checked based on
the last stock check date held against the parts on a rotational basis.

‘Z’ can be used to show parts where there is a Qty on Stock of “0” in the bins.
● Overwrite Previous is selected to delete any outstanding/completed stock taking

lists for this location/bin number range.

Pressing the ‘OK’ button produces the stock checking list for printing in Bin No. order:

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Step 2 – Enter Actual Quantities

Step 2 - next the actual stock quantities found are entered in the lower panel ‘List of
Bins’:

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● As each ‘Actual Stock’ value is input the tick automatically appears to show that
the amount has been entered.

Note - If the actual stock quantity is zero, you still need to enter 0 (otherwise the tick is not
populated and the zero quantity will not be passed to the stock card at the point of
adjusting).

Step 3 – Produce Discrepancy Report

The ‘Discrepancy Report’ is produced by pressing the option. Example
report is shown below – this can be printed and saved.
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Step 4 – Adjust the Stock Levels

The stock check quantities are accepted and committed by pressing the
option.

The ‘Adjust Stock Levels’ process will update the stock cards with their new ‘Quantity in
Stock’ values and create a ‘Parts Movement’ to record the adjustment. A print to confirm
how many bins have been updated is also displayed.

The movement records created to show the stock take details can be seen by going to the
main ‘Stock | Stock Details’ view where they appear within the ‘Parts Movements’ panel
for any individual part.

The ‘Trans Type’ will be displayed as ‘STOCK-TAKE and ‘Originator’ will be ‘PARTS’.

Rename Parts

The ‘Rename Parts’ function enables the user to change the Part Type, Location or Bin
No of an existing stock card. It can be used to amend a single item or several changes
can be entered and ‘renamed’ at the same time in batch.

The process will search through the system and update ALL of the history associated with
the amended part.

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● To rename an item the appropriate ‘Part Type’ is selected in the ‘Rename Part,
Loc, Bin’ browser shown above, and then the ‘Add’ button is used in the
panel to enter the ‘New Part Type, ‘New Loc’ or ‘New Bin’.

In the example below the ‘Part Type’ (part code) is in the process of being changed:

● ‘Save’ the record will put an entry into the ‘Parts to Rename’
panel ready for processing:

● To commit the changes for either a single part or several parts at the same time

the appropriate options are pressed. The system will

display a confirmation report showing the process searching through the system

and making the changes to the history.

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When the process has completed the ‘History’ tab folder will display a record of the
rename operation – showing the old data values and the new amended values the part
was changed to, along with the user name and date:

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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 C:

Job Cards

1 - Raising a Job Card

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Live Jobs (also ‘Jobs Processing’)

The Live Jobs tab is for adding, updating and managing live jobs. A job remains live from the
moment it’s created until it has been closed and archived, whereupon it moves to the ‘Archived
Jobs’ tab.

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Add Jobs

To create a new job, in the ‘Add Jobs’ (or ‘Update Jobs’) tab click on the ‘Add’ button.

A dialogue box then opens:

● Select Job Type: Standard is automatically populated in the field, this need to remain the
same.

● Select Item Reference Type: choose whether the job is for a vehicle based on:
o Fleet No: The fleet number assigned to a vehicle on the inventory.

o Account: Used for External Customers or for non-vehicle jobs.

● Select Item Reference: Select the vehicle or account from the dropdown list or type it in
(the predictive text feature will jump down the list).

Click on ‘OK’.

Any job messages relevant to that vehicle may appear such as Warranty Expiry, MOT Due Date or
Recalls and Defects.

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Take note of any of these and after clicking ‘OK’ a new blank job screen opens.

In the ‘Booked In’ (‘Job Details’) tab fill in any information known about the job, keeping in mind the
following:

● Job Title - should be a brief but meaningful resume of the nature of the problem or work to
be undertaken. There is space elsewhere in the Work Description and Labour sections to
provide in-depth information if necessary.

● Workshop - usually a mandatory field and linked to the auto-generation of job numbers
(other fields may also be set as mandatory depending on the organisation).

● Invoice To - used when the work is being carried out by a workshop and charged out to
another Veolia Depot or Third party.

● Odometer - this should be populated with the Mileage of the vehicle in all cases.

● Defect No - this should be populated with the Driver defect number where appropriate.

● Repair Class – this should always be filled in to improve reporting.

● Cost Centre – ensure that the correct cost centre is populated, if not change the field
accordingly.

● Booked In, Work Started, Work Complete and other Date-Time fields: the time portion
of the field is formatted “hh:mm” and based on a 24-hour clock. For example, 9am should
be entered “09:00” and 1.15pm “13:15”. (If you require the current date and time use “=”,
then “ENTER” keys and this will automatically populate the fields).

● Booked out - when this is entered a pop up box will appear asking if you wish to send an
email to advise the work on the vehicle is complete and ready for collection. If you wish to
override this click “No”.

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● Authorised By - this should be the name of the person raising the Job Card.
● Contractor - this drop down box can be populated if the work is being carried out by a third

party repairer (this is a mandatory field).
● Job Description - this field should be used to add further details of the work being carried

out on the vehicle.
The Labour panel and other tabs below the main screen will be explained further on.
Click on the ‘Save and Exit’ button.

A confirmation box appears:

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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 C:

Job Cards

2 - Updating a Job Card

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Update Jobs

Once a job has been created it will appear in the list of Live Jobs and can be updated at any time
until it has been archived. From the Live Jobs summary, search for and highlight the relevant job
and click the ‘Update’ icon.

This will bring up the Job Header screen in edit mode.

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Update any fields as required in the Job Header section as outlined below:

In the lower panel of the job header there are a series of tabs giving additional information about
the job and the vehicle. They include:

● Labour: details of technician time spent on the job.

● Stock Issues: details of any stocked parts issued to the job.

● Direct Issues: details of any specially-ordered parts issued to the job.

● Defects/Recalls: if the Defects/Recalls module is being used, details of any outstanding
recalls that affect the vehicle.

● Services Due: if the scheduling module is being used, details of any services scheduled
for the vehicle.

● Services Completed: if the scheduling module is being used, details of any past services
on the vehicle.

● Maintenance History: a list of all other jobs of all statuses recorded for that vehicle
available for reference.

● Work Description (‘Job Notes’): additional lines of description available for documenting
the job.

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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 C:

Job Cards

3 - Adding Labour to a Job Card

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Labour

To add labour to a live job from the Job Header screen click on the ‘Add’ button in the Labour
section:

A new spreadsheet-entry row appears in which the user can enter the relevant labour details (pre
populated to ‘S’tandard. If you wish to select another Fitter Grade, click on the drop down to select
it.

NB When entering data in the fitter grade field you will see the following message, this is specific to
the Croydon workshop and you can click ‘OK’ to continue

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Please note: When entering service labour ensure that the Odometer field has been filled in
properly on the Job Header so that the ‘Last Service Odo’ fields and Scheduling records (if used)
update with the proper mileage.
It is recommended that all the labour fields be filled in where possible. Some fields may auto-fill
based on system settings or information given on the Job Header while most others have
dropdown lists. Here are some guidance notes on completing labour lines:

● Dates and dropdown fields: click in the field and a dropdown arrow appears which opens

either a calendar or a list of options. Users may also type ‘=’ to enter today’s date or reveal
the dropdown options.

● Navigation: use the ‘Return/Enter’ key to progress from one field to the next.
● Labour Hours: input the amount of time spent on a task in the format “h:mm”, e.g., ‘three

and a quarter hours’ would be “3:15” and twenty minutes “0:20”.

● Labour Cost: for internal work the hours are multiplied by the rate linked to the ‘Chg

Grade’ and the cost calculated automatically.

● Notes: are for recording additional details about the task. For example, if the ‘Task

Description’ is ‘Brakes’, the ‘Notes’ field may specify ‘Front and rear pads’.

● Save: click the ‘Save’ button at the top of the Job Card when you complete each labour

line.
NB if you receive the following message, the system expects a different odometer
reading from the service sheet data already in existence; therefore please check the
odometer reading. If the reading is correct, then click OK to continue or adjust the
odometer reading accordingly.

● Adding More Labour Lines: after saving the previous line simply click on the ‘Add’ button

and proceed as above.

● Update: to change or update an existing labour line, highlight it, click on the ‘Update’

button, enter the required information, then click ‘Save’ again.

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Creating a Labour Line for a Scheduled or Non-Scheduled Service

When a job is raised for a Scheduled or Non-scheduled Service you need to create the line in a
specfic way for the Upload Portal to request the Inspection sheets etc.

To add labour to a live job from the Job Header screen click on the ‘Add’ button in the Labour
section:

A new spreadsheet-entry row appears in which the user can enter the relevant labour details (pre
populated to ‘S’tandard.

Populate the fields as described in the sections above with the exception of the ‘Repair Type’ field.

Create the Labour line with the S01 for Safety Inspection, S05 for Body Inspection and S19 for
Brake Inspection etc. This will create the request in the Upload Portal for the Safety Inspection
sheet etc. to be uploaded.

If more than one fitter works on a Scheduled Service, the individual fitter hours have to be shown
separately. However, you only need to raise one line as S01 etc. otherwise it will create the request
for the Service Sheet to be uploaded twice. In cases such as this raise the labour lines as the
screen shot below:

You have one as S01 repair type and the other as chassis repair type. This will now show all the
allocated fitter hours without duplicating the Upload request.

Creating a Labour line for a Scheduled/Non-Scheduled Service for a Third
Party Repairer

If a Third Party Repairer carries out a Service, you are still required to upload the Service
documents.
Once the costs have been added via Direct Issue through a Requisition to the Job (this will be
explained in (C) (6) Adding Orders to Tranman), then the labour line needs to be created.

Add the labour line as previously explained, with the exception of:

• The Fitter Grade: Select ‘X’ for external on the Fitter Grade
• Tech: If you are depot or workshop that user External Suppliers to do your servicing, then

please contact the Tranman Helpdesk and they will create you a Third Party Fitter as the

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example above (‘723X’). This will be made up of your three digit Depot Code and an X.
Once created this can be selected from your drop down list and the labour line created
correctly to enable you to upload the document without incurring charges to your vehicle.
If you have a breakdown of the labour hours on your Invoice/Delivery Note, you can add
the correct hours worked. Alternatively, you can leave the labour hours as blank.

NB For instructions on how to complete a job card for a scheduled service conducted by a
third party repairer, please see Section (C) (13) – Adding a Third Party Labour Line to
Scheduled Job Cards

Deleting a Labour Line

To delete a labour line, highlight it and click on the ‘Delete’ button and click ‘Yes’ on the
confirmation box that appears.

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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 C:

Job Cards

4 - Adding Stock to a Job Card

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Stock Issues

To issue stocked parts to a live job from the Job Header screen click on the ‘Stock Issues’ tab and
then click on the ‘Add’ button:

A list of all the parts and spares held in stock appears. Search or filter for and highlight the part
required and click ‘OK’. As there may be multiple entries for the same part, take care to ensure that
the Location and Bin are correct and that there are enough available in Qty Free Stock:

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When you click on ‘OK’, the part details are transferred to the Stock Issues pane:

● Enter the Quantity Issued and the Total Cost

will be calculated automatically.

● If the Quantity Issued exceeds the amount in

stock an error message appears when you try
to save the document:

Click ‘OK’ and either change the quantity to a
valid number or click on the ‘Cancel’ button and
start again with a different part.

● Fill in any other blank fields and click on the ‘Save’ button at the top of the Job Card.

● Adding More Parts: after saving the previous line simply click on the ‘Add’ button and

proceed as above.

● Update: to change or update an existing stock issue line, highlight it, click on the ‘Update’

button at the top of Job Card, enter the required information, then click ‘Save’ again.

● Delete: to return all items on a stock issue line back to stock, highlight it and click on the

‘Delete’ button in the Stock Issue tab. The stock item will turn red to show it has been
deleted. You will then need to save the job card before allocating a further stock item.

● Safety Levels. A pop up box will appear to indicate if a stock level is low and needs

reordering.

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NB: When the last part is used on Job Card and is showing a balance of zero, the
cost will go to zero also until the parts are reordered via Requisitions and the cost
added (please see (C) (6) Adding Orders to Tranman)

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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 C:

Job Cards

5 - Adding Direct Issues to a Job Card

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Direct Issues

A Direct issues is a direct issue part to a job (i.e. where an Agora PO has not been raised or a
Tranman Requisition Order)

Go to the ’Direct Issues Tab’ and ‘add new Part’.

● Date Issued - will auto fill with the current date.

● Part Description – add a clear description of part.

● V Order No – Purchasing Request number which will automatically infill from Tranman.

● Cat Desc – catalogue description of part purchased (only applicable if an order previously
completed – if this is not applicable the field will be greyed out).

● Qty Issued - type in quantity ordered.

● Repair Type - select this from the drop down list.

● Order Status - this will automatically infill from Tranman (only applicable if a non-stock
order previously completed – if this is not applicable the field will be greyed out).

● Unit Cost - type in value.

● Click the ‘Save’ button at the top of the Job Card.
● Adding More Parts: after saving the previous line simply click on the ‘Add’ button and

proceed as above.

● Update: to change or update an existing stock issue line, highlight it, click on the ‘Update’

button, enter the required information, then click ‘Save’ again.

● Delete: to delete a direct issue (i.e. Veolia owned stock) highlight the row and click on the

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‘Delete’ button. The item will turn red to show it has been deleted. You will then need to
save the job card before allocating a further stock item.

Services Due and Services Completed

Any scheduled and completed services recorded in the Scheduling module are displayed primarily
for reference on the Services Due and Services Completed panels.

Defects/Recalls

If there are any outstanding Recalls that affect the vehicle (see the Defects User Handout for more
information) these will be displayed on the Defects/Recalls tab:

Clicking ‘Include’ will fill the ‘Job Number’ field with the current job number, update the Defect
record and include the Recall number and description in the Work Description tab.
NB It is recommended that you review the Defects User Handout before adding in any
Defects to your Job Cards

Job Notes

Users can record any additional information about a job that may be relevant in the Job Notes tab:

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This tab functions like a note pad which can be edited by clicking ‘Update’ and then ‘Save’ when
finished. It is often used for:

● Communications and arrangements between the workshop, user, driver and/or external
workshops.

● Detailed description of work undertaken, including Recall details.

● Notes on the vehicle condition or follow-up work.

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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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THIS PAGE IS INTENTIONALLY BLANK

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Tranman Release 8
User Handout C:

Job Cards

6 - Adding Orders to Tranman

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Parts Orders for Jobs

Parts that are required and need to be ordered for a specific job card, invariably non-stock
items, are raised within the ‘Orders’ functionality.
Orders are created in the same way as other functionality in that you need to create the
order using the ‘Add’ icon.
This will open the new Order Header as shown below:

As a minimum the order header will require the following:

● Agora No. the Agora Purchase Order number is a mandatory field to be
completed in all cases (unless the part is Veolia owned stock and should be issued
to the Job Card as a Non Stock part via the Job module)

● Supplier Code is entered either by entering the code or from a lookup search
window on Supplier Code or alternatively the search can be done from the
‘Supplier Description’ field and its search window.

● Exp Del Date - the expected delivery date can be entered.

● Ordering Section - the three digit character code for your location.

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