Vehicles and Van Stock

Vehicles and van stock locations are a prerequisite for materials management on mobile devices. Without a vehicle and an associated stock location, operatives will not have access to materials functionality on their device.

This topic covers configuration in Job Management (Connect). The steps apply whether your operatives are using Connect Mobile or Mobile Working (Mobilise).

Vehicle Check-In and Check-Out

When operatives log into their mobile device they must check in to the vehicle they are using. At the end of the day, they check out of the vehicle to release it.

• In Connect Mobile, this is done via the built-in van stock screen on the device.

• In Mobile Working (Mobilise), this is done via the "Connect - Select Stores" form, which handles van sign-on and van sign-off.

Checking in allows the system to track material usage against the correct van stock. If a vehicle is assigned to one operative and another needs to use it, the first operative must check out (release) the vehicle before it can be reassigned.

Adding a Vehicle

1. Go to Configuration > Materials Management > View Vehicles.

2. Select Add Vehicle.

3. Enter the Name of the vehicle. This appears as the van name on the mobile device. Most customers use the vehicle number plate.

4. Enter the External ID of the vehicle. This is used in the background only and does not appear on the device. The External ID cannot contain spaces.

5. Ensure Is active is selected to make the vehicle available.

6. Select Save and Exit.

Stock Locations

Each vehicle must be linked to a stock location. The stock location holds the list of material items that the operative has on their van. Without a stock location, the vehicle cannot be used for materials on the device.

1. Go to Configuration > Materials Management > View Stock Locations.

2. Select Add Stock Location.

3. Enter a Name for the stock location.

4. Enter an External ID. The External ID cannot contain spaces.

5. Set the Type to Van Stock.

6. Assign the vehicle created above.

7. Select Save and Exit.

8. Re-open the stock location and add material item codes. Items must already exist in the master materials catalogue (Configuration > Materials Management > View Material Items). If the items you need do not exist, add them to the catalogue first.

9. Select Release to mobile device to sync the stock location to the device.

Each operative who needs to use materials on their device must have a vehicle and a stock location with at least one stock item assigned.

Van Stock Templates

For customers with many operatives in the same trade, for example, 20 plumbers all carrying the same stock, a van stock template can be created. This avoids having to maintain the same material list on every individual stock location.

1. Go to Configuration > Materials Management > View Stock Locations.

2. Select Add Stock Location.

3. Set the Type to Van Stock.

4. Select Is template stock location.

5. Assign a Trade Group. All stock locations linked to vehicles in this trade group will inherit the template's material list.

6. Add the material item codes to the template.

7. Select Save and Exit.

When you update a template and select Release to mobile device, the updated material list is pushed to all linked vans automatically. This is useful for adding or removing items across an entire trade in one step.

Syncing to Mobile Devices

How van stock data reaches the mobile device depends on whether your operatives are using Connect Mobile or Mobile Working (Mobilise).

Connect Mobile

When you create a new vehicle and stock location for the first time, the data is synced to the device during the next overnight cycle. After the initial creation, individual item code updates (adding or removing stock items) can be synced throughout the day by selecting Release to mobile device on the stock location.

If a sync fails, you can check the status under More > Workflow Items.

Mobile Working (Mobilise)

Van stock data is synced to Mobilise via an overnight adapter publisher managed by TotalMobile. After the initial sync, individual item code updates can be synced throughout the day by selecting Release to mobile device on the stock location in the Service Desk.

If the overnight sync does not appear to be running, or if a new vehicle is not appearing on the device after 24 hours, contact your TotalMobile contact to check the publisher status.

Materials on the Device

Once a vehicle and stock location are set up and synced, the operative can use materials on their device.

Action	Connect Mobile	Mobile Working (Mobilise)
Check in to a vehicle (van sign-on)	Built-in van stock screen on the device.	"Connect - Select Stores" form. Must be configured in Web Admin and added to the solution as a home screen application.
Check out of a vehicle (van sign-off)	Built-in van stock screen on the device.	"Connect - Select Stores" form.
Issue materials on a visit	Built-in materials screen within the visit.	"Connect - Issue Materials" form. Must be configured in Web Admin and added to the solution.
Use direct-ordered stock from van	Built-in "Use Materials" option. Allows operatives to select direct-ordered stock once received from a supplier.	This functionality is not currently available in Mobile Working (Mobilise).
Raise replenishment orders	Built-in van stock screen.	Via material forms in Mobile Working (Mobilise).
Refresh van stock list	Automatic on logon and polling.	"Connect - Select Stores" form (van sign-on refreshes the stock list).

Mobile Profile Policy Settings

The following mobile profile policy settings under Materials / Van Stocks affect materials behaviour. Some settings apply differently depending on whether the operative is using Connect Mobile or Mobile Working (Mobilise).

Policy Setting	Connect Mobile	Mobile Working (Mobilise)
Enable van stocks	Controls whether the van stock screen is available on the device. When disabled, operatives cannot check in to a vehicle or issue materials.	Does not apply. Van stock functionality in Mobile Working (Mobilise) is controlled by whether the "Connect - Select Stores" and "Connect - Issue Materials" forms are added to the solution in Web Admin.
Include replenishment supplier orders	Controls whether replenishment orders are available on the van stock screen.	Does not apply. Replenishment orders in Mobile Working (Mobilise) are handled via material forms.
Create requisitions instead of POs	When enabled, stock issues from the device generate Stores Requisitions instead of Purchase Orders.	Still applies. This setting is read by Job Management (Connect) when processing the form result from Mobile Working (Mobilise). It must still be configured on the mobile profile policy tab.
Use Materials (select direct-ordered stock from van)	When enabled, operatives can select direct-ordered stock from their van (once received from a supplier) and record how many they used on a job. Connect Mobile also reminds operatives to use direct stock if it detects a collected purchase order linked to the order.	This functionality is not currently available in Mobile Working (Mobilise).