--- title: "External Fleet | Marlin Orders" slug: "external-fleet" description: "Learn about External Fleet Work in Marlin Tyre and Mechanical Workshop Software by Megabus." updated: 2026-05-26T05:00:00Z published: 2026-05-26T05:00:00Z canonical: "help.megabus.com.au/external-fleet" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.megabus.com.au/llms.txt > Use this file to discover all available pages before exploring further. # External Fleet Work ****Marlin Tyre and Mechanical Workshop Software**** enables management of external fleet work. For **external fleet**, work is performed for fleet customers, and credits will be issued by a supplier in return for completed work. This is opposed to **internal fleet** work, where payment will be received from the business's head office company, who operates within the same Marlin system. **For external Fleet work:** - [Fleet jobs](/workshop/docs/external-fleet#recording-external-fleet-work) are recorded as customer orders against fleet customers, generating a pending fleet credit balance against the relevant supplier. - [Credits received](/workshop/docs/external-fleet#receiving-external-fleet-credits) from the fleet company are recorded as supplier credits and matched against the original fleet deliveries. - [Fleet activity](/workshop/docs/external-fleet#fleet-reporting) is visible using the Fleet Credits Report and Transaction Explorer's Fleet Activity tab To enable external fleet work in your Marlin system, please [contact the Megabus Support Team](https://www.megabus.com.au/support) and follow this [set up document.](/workshop/docs/fleet-set-up) Note Marlin's external fleet functionality does not currently support suppliers who are part of [centralised purchasing groups](/workshop/docs/centralised-purchasing-groups). ## Recording External Fleet Work Fleet work can be recorded by adding and invoicing a [customer order](/workshop/docs/customer-orders) for a fleet customer, as usual. This adds - An **unallocated fleet delivery transaction** for the customer - A **pending fleet credit balance** for the supplier ## Marking External Fleet Work as Submitted Once the fleet credit has been submitted to the relevant fleet portal (outside of Marlin) it can **be optionally marked as submitted**, for your records. **To mark fleet credits as submitted:** * Select **Daily Activity > Fleet Credits** from the menu bar * **Select** the credit order in the list * Click **Submitted** top right ## Receiving External Fleet Credits Received fleet credits can be recorded as [Supplier Credits]((https://help.megabus.com.au/docs/supplier-credits#adding-supplier-credit-orders)). Once the **fleet credit is received**: - Add a **supplier credit order** for it (Daily Activity > Supplier Orders): - Select **Credit** as the order type - Select the **Fleet Supplier** associated with the customer - Set the **Credit Note Reason** to **Fleet Credit** In the **Order Details** tab: - Click **+Fleet Credit** (top-right of details list) Tip Multiple fleet jobs can be **added to a single supplier credit order**, for suppliers that provide fleet credits in bulk. In the **Select** pop-up that opens: - **Tick the fleet jobs** to credit - Click **Select**: - **If the received credit value is different than the original invoice:** Change the Unit Cost in the details list To finalise the credit note: - Click on the **Credit** button at the top-right of the module window, as usual: - Enter the **Supplier Reference** and **Total Amount** - Click **Commit** (top-right of module) Note The **tax will be $0**, since the credit note is recording a payment, rather than the return/exchange of goods. Any variance between the original fleet delivery invoice and the credit value will include a **Tax Collected Adjustment** posting. ### Allocating Fleet Credits Once the fleet credit is committed: - The **payment is automatically allocated** against the original fleet delivery invoice. - The **supplier credit remains outstanding** on their account, and can be [allocated](https://help.megabus.com.au/docs/supplier-payments#allocating-supplier-payments) toward future purchases. ### Delivery Advice Credits (DAC) Some suppliers, such as Bridgestone or Michelin, may provide an electronic **DAC (Delivery Advice Credit)** to save data entry. These can be commited as usual from the [Supplier Inbox](https://help.megabus.com.au/docs/supplier-inbox). For more information or to enable DAC handling in your system, please [contact the Megabus Support Team](https://www.megabus.com.au/support). ## Reversing Fleet Orders If a mistake was made on a fleet customer order, and the supplier credit has not been recorded yet, you can [reverse the order as usual](https://help.megabus.com.au/docs/reversing-customer-invoices), by **cloning it as a credit note**. Warning **Do not adjust the prices on the cloned credit note** to ensure it accurately reverses the original mistake. The supplier credit will be **automatically allocated** against the original fleet delivery invoice once completed. A **$0 customer payment is therefore not required** to allocate the fleet delivery and fleet return, unless there is a problem. ### Potential Problems If any of the below occur, a **warning** will appear, advising that the credit note cannot be automatically allocated against the original fleet delivery invoice. The original order **should be corrected before proceeding**, using the below methods. | Problem | Solution | | --- | --- | | The credit note was created without an original order to allocate against | **Void** the current credit note **Clone** the original order | | The cloned credit note details or prices do not match the original | **Fix the details** so they match Or, **void** the current credit note and **clone it again** without changing the details | | A supplier fleet credit has already been recorded against the original fleet delivery invoice | **Reverse** the fleet credit | If you **receive the warning and proceed with the reversal anyway**, you can manually close off the fleet transactions by following these steps: - Add a **supplier credit order** for the relevant supplier - Click **+Fleet Credit** on the Order Details tab A positive and a negative transaction in the list can be selected to allocate them against each other. - **Commit** the credit note which will have a total of $0 ### Reversing Fleet Delivery Advice Credits (DAC) **If a mistake was made in the supplier's DAC:** - **Clone** the supplier credit order as a purchase. - **Do not change the details or costs** to ensure it correctly reverses the original credit note - **Commit** the transaction **Once committed:** - The new credit note will be **automatically allocated** against the the original supplier invoice - A **new fleet delivery record** will be added, with the same reference number as the original ## External Fleet Reporting The **Fleet Credits Report** in the [Report Centre](/workshop/docs/reports-centre) can be used to check on outstanding and completed fleet work along with any credits that have been received. The **Fleet Activity** tab in the [Transaction Explorer](/workshop/docs/transaction-explorer) also shows all fleet delivery and fleet return transactions, along with their current status.