How to add a truck in Alvys

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Overview

Adding a truck (also called creating a truck record, adding a vehicle, or registering a tractor) to Alvys creates a record your team can assign to drivers, trips, and fleets. Each truck record holds identification details, license and registration information, insurance data, ELD provider settings, and optional notes, documents, and asset events. To add a truck in Alvys, navigate to Assets > Trucks, click New Truck, fill in the required fields, and click Add Truck. Once saved, the truck is available for dispatch assignment and trip planning. You must have the “EditAsset” permission to add or edit trucks.

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Before You Start

You must have the “EditAsset” permission assigned to your user account. Without it, the New Truck button does not appear on the Trucks list page. You need to know which subsidiary the truck operates under. Subsidiary is a required field and cannot be left blank. Have the truck number ready. Truck numbers must be unique within your company.

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Steps

1. Open the Trucks list.
   • In the left navigation bar, select Assets.
   • From the Assets menu, click Trucks.
     Shows the Assets menu in the left navigation bar with Trucks highlighted beneath Drivers.
     Shows the Assets menu in the left navigation bar with Trucks highlighted beneath Drivers.
2. Open the new truck form.
   • In the top-right corner of the Trucks list, click New Truck.
     Shows the Trucks list page with the New Truck button highlighted in the top-right corner
     Shows the Trucks list page with the New Truck button highlighted in the top-right corner
3. Fill in the required fields. The form requires two fields before you can save.
   • Truck Number: a unique identifier for this truck within your company.
   • Subsidiary: the subsidiary this truck operates under.
   • You can also fill in any of the optional fields at this stage or return to add them later: License details (license number, license state, license country, plate expiration date, and license expiration date); Vehicle details (year, make, model, VIN number, color, number of axles, gross weight, empty weight, fuel type, and MPG); Insurance details (insurance company, policy number, insurance expiration date, and inspection expiration date); ELD settings (ELD provider and provider-specific identifiers for real-time tracking); Additional identifiers (registered name, loss payee, lease details, and custom warnings).
     Shows the new truck form with the Truck Number and Subsidiary fields visible, along with the optional fields sections
     Shows the new truck form with the Truck Number and Subsidiary fields visible, along with the optional fields sections
4. Add notes, documents, or asset events (optional). While still on the new truck form, you can attach Notes (free-text notes about this truck), Documents (supporting files such as registration certificates or insurance cards), and Asset events (scheduled or completed events such as maintenance or inspections).
   Shows the notes, documents, and asset events tabs at the bottom of the new truck form.
   Shows the notes, documents, and asset events tabs at the bottom of the new truck form.
5. Save the truck.
   • Click Add Truck to save the record.

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Result

The truck is created and appears in the Trucks list. It is now available for assignment to drivers, trips, and fleets from anywhere in Alvys that references truck assets.

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Variations

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Bulk import trucks from a file

If you need to add many trucks at once, use the import option instead of creating them one at a time:

1. On the Trucks list page, click the overflow menu (the three-dot menu icon at the top right).
2. Click Import trucks.
3. Follow the import dialog to upload your file. The import supports CSV format and validates each row before saving.

Users need the “EditAsset” permission to access the import option.

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Troubleshooting

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Why is the New Truck button not visible?

The New Truck button only appears for users who have the “EditAsset” permission. If the button is missing, your user account does not have this permission. Contact your company administrator to have the “EditAsset” permission added to your role. If the permission has already been granted and the button still does not appear, contact Alvys support.

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Why is the truck number already in use?

Truck numbers must be unique within your company. If you receive an error stating the truck number is already taken, check the Trucks list for an existing record with that number. If the existing record is inactive or a duplicate, contact your administrator to resolve it before creating the new truck.

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Why is the Subsidiary field missing or empty?

The Subsidiary field is required and must be selected from the list of subsidiaries configured for your company. If no subsidiaries appear in the dropdown, your company profile may not have any subsidiaries set up. Contact your company administrator to confirm at least one subsidiary exists before adding trucks.

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FAQs

Q: Can I add a truck without an ELD provider? A: Yes. ELD provider details are optional. You can add a truck with only the Truck Number and Subsidiary fields and configure ELD settings later by editing the truck record. Q: Can I edit a truck’s details after saving? A: Yes. Open the truck from the Trucks list and update any field. You need the “EditAsset” permission to save changes. Q: Who can add trucks in Alvys? A: Any user with the “EditAsset” permission can add trucks. If you need this permission, contact your company administrator. Q: What is the Subsidiary field used for? A: The Subsidiary field links the truck to a specific operating entity within your company. This affects how the truck appears in reporting, dispatch, and driver settlements. Each truck must be assigned to exactly one subsidiary.

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Go Deeper

• Adding Trailers