---
title: "Fleet Set Up | Marlin Orders"
slug: "fleet-set-up"
description: "Learn about Fleet Set Up in Marlin Tyre and Mechanical Workshop Software by Megabus."
updated: 2026-05-26T04:59:42Z
published: 2026-05-26T04:59:42Z
canonical: "help.megabus.com.au/fleet-set-up"
---

> ## 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.

# Fleet Set Up

**Marlin Tyre and Mechanical Workshop Software**'s external fleet functionality require the following set up to use.

To use external fleet functions the [settings and permissions](/workshop/docs/fleet-set-up#settings-and-permissions) at the end of this document need to be enabled.

You also need to **add the following** [accounts](/workshop/docs/fleet-set-up#fleet-accounts), [suppliers](/workshop/docs/fleet-set-up#fleet-suppliers), [fleet owners](/workshop/docs/fleet-set-up#fleet-owners) and [customers](/workshop/docs/fleet-set-up#fleet-customers) to your system (or already have them set up).

## Fleet Accounts

Add the following accounts, with **Allow Purchases** and **Allow Sales** disabled for both:

- An [asset GL account](https://help.megabus.com.au/docs/chart-of-accounts#adding-accounts) (e.g. "Pending Fleet Claims"), to hold the value of the pending claims
- An [expense GL account](https://help.megabus.com.au/docs/chart-of-accounts#adding-accounts) (e.g. "Fleet Price Variances"), for any variances to be posted to

Note

If you are using the [Xero Accounting integration](/workshop/docs/xero-integration), ensure the GL accounts for the **Pending Fleet Credits** and **Fleet Variance** are also added in Xero.

## Fleet Suppliers

Add [normal suppliers](https://help.megabus.com.au/docs/supplier-master-files#adding-suppliers) with [accounts](https://help.megabus.com.au/docs/supplier-accounts#adding-supplier-accounts), to represent the fleet owner.

## Fleet Owners

**Add external fleet owners:**

- Select **System > Customers > Fleet Owners**
- Click **Add** (top right)
  - Set **Type** to **External**
  - Enter a **Code** to identify the fleet owner
  - Use the **Owner** Picker to select the relevant [supplier](/workshop/docs/external-fleet#fleet-suppliers) (set up above)
  - Assign the **GL accounts** [added above](/workshop/docs/fleet-set-up#fleet-accounts)

### Branch Supplier Overrides

If **branches within a company have separate accounts** with the supplier, add the accounts for each branch using the **Branches** list below:

- Click **Add** (top-right of list)
  - Select **Branch**
  - Select **Supplier**

These suppliers will **override the Owner** selected above (if no specific supplier is set for a branch, it will use the default Owner).

Note

**Separate asset and expense accounts** can be set up and used for each fleet owner, if desired.

### Fleet Customers

**Add a fleet customer:**

- Set the **Type** drop-down in the details tab to **Fleet customer**
- In the **Accounting** tab, select the **fleet owner** [added above](/workshop/docs/fleet-set-up#fleet-owners)

Note

**No other account information** is required.

## Settings and Permissions

To use external fleet functionality, the **Fleet.Enable** [enterprise setting](/workshop/docs/enterprise-settings) must be enabled.

After enabling this settting, End and Start your session again via Daily Activity > Logout for the new menu options to be visible.

The following [user permissions](/workshop/docs/user-permissions) are related to the fleet process.

| Permission | Description |
| --- | --- |
| **View Fleet Owners** | Read-only access to the Fleet Owners setup screen. Required to assign a fleet owner on a customer file. |
| **Edit Fleet Owners** | Add and modify Fleet Owner records, including supplier assignments, GL accounts, and branch overrides. |
| **Edit Fleet Customers** | Add and edit customers of type Fleet. Without this, users cannot change a customer's type to Fleet or set the fleet owner on their Accounting tab. |
| **View Fleet Credits** | Access the Fleet Credits module to view pending and processed supplier credits. |
| **Edit Fleet Credits** | Process supplier fleet credits, including using the +Fleet Credit button on supplier credit orders and completing the credit note. |
| **View Fleet Credits Report** | Access the Fleet Credits Report, which lists supplier fleet credits grouped by supplier. |