Fixes for the fleet problems people actually run into. Where something is a
known issue in PortaPro rather than a setting, it says so; contact PortaPro
Support (Help menu → PortaPro Support) for those.
Vehicles and assignments
A vehicle is missing from the vehicle picker
The vehicle picker used by new DVIRs and fuel logs lists active vehicles
only. A truck set to Maintenance or Retired, or deleted, isn't
offered. Open the vehicle and set it back to Active if it should be
available. If the picker is empty it says all vehicles may be assigned or
inactive; check the statuses on the Vehicles page.
A driver's DVIR says "No vehicle assigned for today"
The driver app inspects the truck the driver is assigned today in
Assignments, using your company's time zone (Settings → Company). Add
today's assignment for that driver and truck, then have the driver reopen the
form. Assignments for another date don't count.
Route planning gave a driver the wrong truck
Route planning takes trucks from that day's Assignments. When the day
has no assignments at all, it uses the drivers who have jobs that day and
gives each the truck they were most recently assigned; a driver with no
assignment history gets the first active, in-service, non-deleted vehicle.
Fill in Assignments for the day to control it. See Vehicles and Assignments.
DVIRs and defects
The pre-trip prompt keeps coming back
The route won't start until there is a submitted pre-trip DVIR for today,
by that driver, for the truck they're assigned today. A pre-trip done
on another truck, by another driver, or yesterday doesn't count. Not Now
only closes the prompt. Have the driver submit the pre-trip from DVIRs →
Pre-Trip.
Submitted DVIRs don't appear on the vehicle's Maintenance → DVIR tab
Known issue: the DVIR tab on a vehicle's Maintenance tab currently
reads No Driver Vehicle Inspection Reports yet even when drivers have
submitted inspections. The inspections are saved. Until it's fixed:
driver app.
"Failed to submit DVIR" when entering a DVIR from the office
Known issue: New DVIR in the office currently fails to save. Have the
driver submit the inspection from the driver app instead.
A defect never goes away
Known issue: there is currently no working way to close a defect. Creating a
work order from it, or completing that work order, leaves the defect open,
so it stays on Issues and in the count beside Issues in the Fleet
menu. Use the defect's work order to track the repair.
The Linked WO column says "unlinked" after I created a work order
Known issue: a work order created from a defect isn't written back to the
defect, so Linked WO keeps reading unlinked. Find the work order on
Work Orders (its description starts with DVIR Defect:).
A vehicle's Maintenance tab shows other trucks' records
Known issue: the DVIR, PM Schedules and Work Orders sub-tabs on
a vehicle's Maintenance tab currently show the whole fleet, not just that
vehicle. Check the vehicle column before acting on a row.
Why isn't a truck with a failed brake inspection marked out of service?
A DVIR flags the report itself, not the vehicle. The vehicle's own
out-of-service flag isn't changed by a DVIR. Create a work order with
Set asset Out of Service on so the repair carries the out-of-service
warning, and set the vehicle's status as needed.
Work orders and mechanics
Saving a mechanic assignment shows an error
Known issue: choosing Mechanic and clicking Save assignment on a work
order, or dragging a work order onto a mechanic's day in Scheduling,
currently fails with an error. Assigning a Vendor or Unassigned
works. Until it's fixed, put the mechanic's name in the work order's
description or tasks.
A mechanic can't find their work order
mechanics included; search by work order number or description.
Work Orders tab) shows only work orders saved with that mechanic, so it
is empty while mechanic assignments can't be saved.
adds them to the roster under Shop Setup → Mechanics; a roster entry
added there by hand has no login.
"Clock in" shows an error, or isn't there
Clock in appears only on a work order assigned to a mechanic. Known
issue: clocking in currently fails with "Work order not found in current
organization". Enter time under Labor when you create the work order
instead.
A work order is missing from the board
The Work Orders board has four columns: Open, In Progress,
Awaiting Parts and Completed. A work order in Vendor,
On Hold, Verification or canceled has no column there. Switch to the
list view to see every work order.
Parts or labor I added to an open work order disappeared
Known issue: changes to Parts & Fluids and Labor on a work order that
is already open aren't saved. Add parts and labor when you create the work
order.
"Complete Work Order" is greyed out
It needs Meter at Close (for a vehicle), Resolution Notes and a saved
Technician Signature. Sign with Technician Signature first; the
button turns on once all three are in.
Work order cards show a long code instead of the truck, and "Unassigned"
Known issue: cards on the Work Orders page show the vehicle's internal id
in place of its name and read Unassigned whatever the assignment. Open
the work order; its header shows the license plate.
Preventive maintenance
A PM template won't save
Known issue: only Mileage-Based templates save today. With
Time-Based (Days), Engine Hours, Job Count or Pump Hours
selected, Save Template does nothing and the sheet stays open. Use a
mileage interval, or track the service as a scheduled maintenance record.
A schedule isn't due when I expected
the vehicle record (updated by a PortaPro tracker that reports the
odometer, or entered on the vehicle). If the vehicle has no current
mileage, the mileage side of the schedule is ignored.
you entered plus the interval. Completing a work order doesn't move it.
Due Soon within 14 days or 500 miles; a vehicle's Active Schedules says
Due Soon within 7 days and looks at the date only.
No Due Date on Active Schedules.
No PM alerts arrive for a truck
Tracker mileage alerts need a PortaPro GPS tracker that reports the odometer
and an active mileage schedule. They go to admins, dispatchers and mechanics
by bell and email when the truck is within 500 miles of due or past due, at
most once a week per schedule.
Fuel
Fuel Analytics shows zeros or leaves a truck out
Cost Per Mile and Fleet Avg MPG need, per truck, at least two retail
fuel logs with odometer readings, with the latest reading higher than the
earliest. A truck with one log,
or with logs missing odometers, is left out. Yard tank deliveries and mobile
vendor services aren't part of these figures.
Vehicle Efficiency doesn't list a truck
Vehicle Efficiency lists active vehicles only. A truck in
maintenance or retired isn't shown. Its MPG also counts the first fill of
the period, so it can differ from the Analytics Overview figure.
A fuel log has no MPG
MPG needs an earlier log for the same truck, from an earlier date, with a
lower odometer reading, and Auto-Calculate MPG switched on under
Settings → Auto-Calculation Rules. A truck's first log, or a second fill
on the same day, has none.
Fuel cost isn't in a job's profitability
Only fuel logs linked to a job with Link to a job become expenses on that
job. Edit the log and link the job.
Fuel exports don't download
Known issues: on Analytics, Export Data says the export succeeded
but no file is downloaded. On All Logs, Export data fails with
"Failed to export data". There is no working fuel export at the moment.
The Overview's gallons seem too high
Overview counts deliveries into your yard tanks as fuel bought, alongside
retail fill-ups and mobile services. A large tank delivery lands in the
Last 30 days totals on its delivery date.