Exporting Data

Reports in Gearbox are available in PDF and XLSX format. Use Gearbox’s XLSX reports to for additional columns and the ability to filter results within Microsoft Excel. Each section of Gearbox has a Reports button located at the right-hand side of the menu to access all related reports:

vehicle reports button

Capturing all Data

Throughout Gearbox, assets and their associated records exist with multiple states. An asset or vehicle may be current (active) or sold. Services may be open or closed and Repairs may be Open, Deferred, Monitored, Closed or Cancelled. Below are examples of exporting Vehicles and Services, followed by a summarised table identifying which reports are required in each section of Gearbox to capture all records.

Note: Sections of Gearbox including Fuel and Prestarts are limited to 1,000,000 records per XLSX export. Capturing several years worth of data may need to be date filtered to ensure the record limit is not exceeded.

report records limited

 

Example: Exporting All Vehicles

To capture all vehicles data from your system requires running 2 reports: The Current asset register and the Sold asset register:

vehicle reports

Example: Exporting All Services

To capture all Services, the Open and Closed Services reports are required:

service reports

 

Summary of required reports to capture all Vehicle & Maintenance data

Section Required Report Date Filter Required
Vehicles

Current Asset Register

Sold Asset Register

Yes

Services

Open Services Register

Closed Services Register

Yes

Repairs Open Repair Register

Deferred Repair Register

Monitored Repair Register

Cancelled Repair Register

Closed Repair Register

Yes

Tyres

Open Tyre Register

Deferred Tyre Register

Monitored Tyre Register

Cancelled Tyre Register

Closed Tyre Register

Yes

Fuel Fuel Register Yes
Prestarts Prestart Register Yes
Odometer Not available
Reminders

Vehicle Reminders* (open only)

(located in Vehicles)

Other Other Register

Yes

Summary of required reports to capture all Employee Data

Section Required Report Date Filter Required
Employees

Current Employee Register

Terminated Employee Register

Yes

Diary Pages All Diary Pages Yes
Medicals

Open Medicals Register

Closed Medicals Register

Yes

Training

Open Training Register

Closed Training Register

Yes

Equipment Issue All Equipment Issue Register Yes
Accidents/Events All Accidents/Event Register Yes
Fit For Duty Fit For Duty Register Yes
Employee Reminders

Open Employee Reminder Register

(open only)

Summary of required reports to capture all Compliance Data

Section Required Report Date Filter Required
Books Current Book Register
Load Sheets All Load Sheet Register Yes
Inspection

Open Inspections Register

Closed Inspections Register

Yes

Mass Verifications All Mass Verification Register Yes
Contractors

Active Contractor Register*

(active only)

Permits

Open Permit Register

Closed Permit Register

Yes

Risk Assessments All Risk Assessments
Non Conformances

Open Non Conformances Register

Closed Non Conformances Register

Yes

Reviews

Open Review Register

(open only)

Contractor Reminders All Contractor Reminders

Yes

Summary of required reports to capture all Repairer data

Section Required Report Date Filter Required
Repairers All Repairers

Summary of required reports to capture all Parts data

Section Required Report Date Filter Required
Parts Parts Register
Purchase Orders All Purchase Orders Yes
Stock Adjustments Not Available
Parts Used Used Parts Register – Date Closed

Yes

Summary of required reports to capture all Mechanic / Labour data

Section Required Report Date Filter Required
Mechanics labour Labour Report

Yes