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J. J. Keller Support Center

Manual Setup - Vehicle Records

Methods for Getting in Vehicle Records

Like Drivers, there are other methods for getting vehicles into the system:

Of these three options, manually entering vehicles is the most time-consuming.  However, if you only have a few vehicles, it may be your preferred method. 

About Vehicles

You can add vehicles, equipment, trailers and any manner of asset in the system. It should be noted, though, you'll need to have your powered vehicles in the system in order to align it with the ELD.  


The system tends to call vehicles "Units"; the terms are interchangeable.  


You'll notice that there is a myriad of fields you can enter vehicle information for.  But required fields are very few (for towed vehicles or equipment especially).   Powered Units (Vehicles) are aligned with Vehicle types and may require additional information depending on what product configuration you've got on.   Types of Vehicles include:

  • Automobile
  • Bus 
  • Charter Bus
  • Converter Gear
  • Double Bottom 
  • Equipment Hauler 
  • Farm Implement 
  • Full Trailer
  • Motor Home
  • Pickup
  • Road Tractor
  • Semi-Trailer
  • Tractor
  • Truck
  • Truck-Tractor
  • Van
  • Wrecker


You can have additional types of Vehicles added if this list isn't sufficient.  But only your System Administrator can actually set these up.  


Vehicle Types that are considered "Powered" and will require the additional fields for Fuel Tax:

  • Bus
  • Charter Bus
  • Equipment Hauler
  • Motor Home
  • Road Tractor
  • Tractor
  • Truck
  • Truck-Tractor
  • Wrecker

Though automobiles, pickups and vans might be powered, they typically don't weigh enough to warrant Fuel Tax tracking.  


Add a New vehicle (Unit)

  1. Start from the Vehicle Management | Units Tab
  2. Click "Add a Unit" (under "Common Tasks")
  3. Enter General Information
    • Enter the Unit Code.  This can be the VIN (or partial VIN) or the truck number.  Note: There is a limit of 18 characters.
    • Enter a Description.  Though this isn't required, this field helps with list views and reports.
  4. Enter additional information as you need. 
  5. SAVE
  6. View Success Message


Additional Fields Required If Entering Fuel Tax:

  1. IFTA Base Jurisdiction
  2. #Axles
  3. Fuel Type
  4. Unladen Weight
  5. Gross Vehicle Weight
  6. Combined Gross Weight


All the Sections You Can Enter Unit Information For

These are the main sub-sections where you can enter unit information.  There are about 65 fields involved, but only the unit code is actually required unless you're also using the Fuel Tax feature:

  • General Information -- i.e., Unit Code, Description, Location, Unit Type, Unit Model, Unit Make, et al.
  • State Information -- i.e., License Plate State, Title, IFTA Base Jurisdiction
  • Unit Specs -- i.e., Axle#, Odometer, Fuel Type, and others
  • Additional Specs -- i.e., Tire information, Rim information
  • Ownership Information -- i.e., Owner, Lease, Lien
  • Fixed Yearly Costs -- i.e., Depreciation, License Fees, Insurance, Rental Fees
  • Weights -- i.e., Unladen Weight, GVW, CGVW
  • Powered Unit Info -- i.e., CMV Vehicle, Cab Type, Number of Seats


Typical Fields for an Equipment List

NOTE: This may not include ALL the fields you may be asked to provide.  But these are commonly used for an equipment list.

  1. Unit Code
  2. Description
  3. License Plate Number
  4. Vehicle Type
  5. Vehicle Model
  6. Vehicle Year
  7. VIN and Secondary VIN (if applicable)
  8. Fuel Type
  9. #Axles
  10. Tire Size
  11. Owner information (if not the motor carrier) 
  12. Weights (Unladen, Gross Vehicle Weight, Combined Gross Vehicle Weight)
  13. Commercial Motor Vehicle (Flag)



Short Instructional Video - Adding a Vehicle

NOTE: If you do only have E-Logs (no Fuel Tax) the additional fields for Fuel Tax will not be required.

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