Keep your fleet register in sync with your ERPNew
Read your ERP's fleet register into Vectis, review the first sync, and see which vehicle details your ERP then manages.
If your ERP holds the master fleet register, Vectis can read it so both systems list the same vehicles. Vectis matches register assets to your vehicles, proposes changes, and applies them once you have approved the first sync.
The Fleet register tab only appears on connections that read a register. You need the Manage ERP connections permission to run a sync, approve or reject changes and change settings. People with view access can see the results.
Run and review the first sync
The first sync is a dry run. Nothing in Vectis changes until you approve it.
Open the Fleet register tab
Go to Settings → Integrations → ERP connections, open the connection and select Fleet register.
Select Sync now
Vectis reads the register and lists what it would change. Pick a sync from the list to see its changes.
Review the changes
Changes are grouped as described in the table below. Approve or reject each change, or select Approve all to approve everything waiting.
Approve
Approved changes are applied. Approving the dry run turns on automatic syncing.
| Group | What it means |
|---|---|
| Links to create | Vectis vehicles matched to a register asset, to be linked to it. |
| Fields to change | Linked vehicles whose register details differ from Vectis. |
| Register assets not in Vectis | Approving creates the vehicle in Vectis. |
| Vehicles to deactivate | The register lists these as inactive or disposed. |
| Unknown codes | Department or cost centre codes Vectis does not have. Approving creates them. |
| Vehicles in Vectis not in the register | For information only. Nothing is changed. |
How vehicles are matched
Vectis tries, in this order:
- The asset link the vehicle already has.
- The registration, ignoring upper or lower case, spaces and dashes.
- The VIN.
After the first approval
Later syncs apply links and field changes automatically. Under After the first approval you choose what else may happen without waiting for you:
- Create new vehicles without waiting for approval
- Deactivate vehicles without waiting for approval
- Department or cost centre codes Vectis doesn't have: Hold them for approval or Create them in Vectis.
If you leave the first two off, new vehicles and deactivations wait on the Fleet register tab for you to approve them.
Sync schedule
Under Sync schedule, tick Sync the register on a schedule, choose Daily or Weekly (and the day, for weekly) and a time, then select Save schedule. Times are in your organisation's time zone. You can still select Sync now at any time.
Details your ERP manages
After the first approval, these vehicle details are read-only in Vectis: registration, VIN, make, model, year, department and cost centre. Editing one shows a message such as “… is managed in <connection> and can't be changed in Vectis”. Change it in your ERP and it comes across on the next sync.
Audit log
Every change a sync applies is recorded in the audit log.