Vehicle Database Professional

Vehicle Database Professional for Windows

2018 Vehicle Database Professional – Comprehensive record keeping system for Windows suit home mechanics, caravaners or anyone who wishes to keep a record of everything related to your vehicle.

A comprehensive software system for keeping records of everything to do with your motor vehicles and trips.

Ideal program for DIY home mechanics.

Click on any screenshot below or above to open the image in a new window, then click on the image again to view at full size. This webpage is best viewed using Google Chrome. Videos are best viewed at full screen by clicking on the full screen control at the bottom right of the video.

Also suitable for travellers and accommodates trailers and caravans.

There is no other program available that has all of these features.

No monthly pricing, just buy once and use forever. No limit on the number of vehicles or items that can be entered. 

Simple and straight forward user friendly operation. Designed with as many items as possible on each form which saves a lot of looking around when you need to find or enter your records.

Ideal for increasing the value of your vehicle upon resale as the records can be supplied to a prospective buyer showing full service history as printed reports or pdf files.

Comprehensive user manual included. Unlimited support by phone or email.

Suitable for cars, trailers, caravans, trucks, 4WD, motor bikes, generators and many other applications.

Record your full service and repair history which can be then supplied to any prospective buyer increasing your vehicle value and chance of sale.

Also record expenses such as registration and insurance, accessories including their weight which is used in combination with the payload records, fuel records including consumption, separate parts and consumables records for each vehicle, tool records, payload records, trip planner records and contacts and supplier records.

Automatically calculate your payloads easily. Combine vehicle and trailer/caravan using payload records with visual warnings if limits are exceeded. Subforms are included where you can list the actual cargo items for the vehicle and trailer independently.

Unlimited vehicles, trailers and equipment may be entered into the program.

The program can be used with either the Metric or Imperial systems. Examples shown below are metric, but by selecting Imperial in the settings, designations will use imperial descriptions such as miles and gallons. Can use kilometers, miles or hours as odometer readings.

  • Automatic currency format selection for the country of use.
  • Automatic total calculations on each form.
  • Direct indexes allow quick and easy navigation to any record.
  • Fast navigation to any vehicle on relevant forms using the Vehicles drop down index.
  • Field drop downs automatically remember what is typed into them.
  • Export records to an excel spreadsheet.

Save reports to a PDF file. Multiple professional looking report types allow you to extract records as desired to view or print. Save reports as a pdf file which you can then transfer to a portable device such as an android or apple device or make the file available online for prospective buyers.

Separate forms are included for the following:

Forms have a large size to suit a Full HD resolution monitor (1920 x 1080) or larger. Smaller forms are also provided for users with a smaller monitor size of 1024 x 768 or larger. Both form sizes are displayed in the animation at the top of this form. Clicking on the animation will open the displayed form in another window.

Also can be used for recording maintenance of items such as generators, line trimmers, mowers or any other mechanical item which requires maintenance by hours in service.

View or create records easily.

Plan and keep records of your trips using the trip planner. Also use the payload calculator and trip checklist to record weight compliance and everything you need to take with you.

Use the payload calculator to quickly find out if your proposed loads and fitted accessories are within legal weight including trailer and trailer payload and accessories. Calculate your GCM, GVM and towing limits easily. Many people are confused when it comes to working out their payloads and towing limits, not to mention the safety and legal ramifications of being overweight if involved in an accident and possible loss of insurance coverage.

Vehicle Records

  • Enter your vehicle, trailer and equipment details including images.
  • Entering the vehicle and trailer weights here will allow for payload calculations to be done on other forms.
  • Direct navigation to other associated related records with a record counter for each.
  • Record totals including pricing displayed including for other associated forms with direct navigation to those records.
  • Filter by selection feature where you may filter by any desired field.
  • 9 images can be entered to each record.
  • 3 file links where you can link each record to relevant documents or other files.
  • Record current odometer readings here which are used by other forms automatically when checking or creating records.
  • Separate records may be created for your vehicle and trailer which allows each to have its own history when using the other forms. For example your trailer or generator will have its own service records.
  • Direct vehicle navigation index – navigate to your desired vehicle directly.
  • Smart looking reports for single or all records which can also be saved to a pdf file. All records report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.

 

Service and Repair Records

  • Record all aspects of servicing or repairing your vehicle, trailer or equipment, whether you do it yourself or have it serviced elsewhere. Each record is designed to record when a service is done and when it is next due all in the one record.
  • Just create each service type record once which can then be duplicated when repeating the same service type.
  • Subform which displays key record fields with next due fields displayed as green if pending or red if overdue. Also allows direct navigation to a record by clicking on the desired record within the subform. Automatically applies the active filter to the subform.
  • Filtering features allow you to view when services are due, overdue or pending* based on odometer readings and/or dates. Also filter records by type of service, date of service or follow up.
  • Next service dates and odometer due text are colour coded green if yet due and red if due or overdue allowing the user to see at a glance what is due or overdue.
  • User editable increment tool to add a selectable distance/hours and/or date to set when a service is next due.
  • User programmable Check What’s Due feature where the user can preset how many days or odometer distance to look ahead for what is due.
  • Separate parts and labour subforms allow multiple parts and labour entries for each service record including supplier, with an accessible parts list** for each vehicle.
  • Tools used subform: If you are a home mechanic you may even record the tools that you use for each service and the relevant settings such as torque, clearances etc.
  • Cost totals automatically calculated and also reflect any applied filter.
  • 3 file links where you can link each record to relevant documents or other files.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view service and repair records.
  • Direct service record navigation index – navigate directly to your desired service and repair record. Automatically applies the active filter to the index list.
  • Smart looking reports for single or all records for the current vehicle which can also be saved to a pdf file. All records report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.
  • A duplicate record feature where you can duplicate the applicable fields of an existing record to a new record.

*Based on creating a starting record for each service type. **Based on your own entries.

 

Expense Records

  • Record items such as registration, insurance, leasing fees and any other expense.
  • Each record is designed to record when an expense has been paid and when it is next due all in the one record.
  • Subform which displays key record fields with the expiry date field displayed as green if pending or red if overdue. Also allows direct navigation to a record by clicking on the desired record within the subform. Automatically applies the active filter to the subform.
  • Filtering features allow you to view when expenses are overdue or pending or by a purchase date range.
  • User programmable Check What’s Due feature where the user can set how many days to look ahead for what is due.
  • Cost totals automatically calculated and also reflect any applied filter.
  • 1 file link where you can link each record to a relevant document or other file.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view expense records.
  • Direct expense record navigation index – navigate directly to your desired expense record.
  • Smart looking reports for single or all records for the current vehicle which can also be saved to a pdf file. All records report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.
  • A duplicate record feature where you can duplicate the applicable fields of an existing record to a new record.

 

Accessory Records

  • Record all non standard items fitted to your vehicle including separate purchase and fitting details.
  • Weight of each item is also recorded and used in conjunction with the Payload Calculator.
  • Subform which displays key record fields. Also allows direct navigation to a record by clicking on the desired record within the subform. Automatically applies the active filter to the subform.
  • Filtering features allow you to view expense records by a purchase date range.
  • Cost totals automatically calculated and also reflect any applied filter.
  • 2 file links where you can link each record to relevant documents or other files.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view accessory records.
  • Direct accessory record navigation index – navigate directly to your desired accessory record.
  • Smart looking reports for single or all records for the current vehicle which can also be saved to a pdf file. All records report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.
  • A duplicate record feature where you can duplicate the applicable fields of an existing record to a new record.

 

Fuel Records

  • Record all fuel purchases and have your fuel economy figures automatically calculated.
  • Automatic distance calculator works out the number of km or miles since last fill up (based on full tanks).
  • Will automatically display figures as kilometers, miles or hours based on selections. Same for litres or gallons.
  • Fuel economy figures are automatically calculated.
  • Pricing automatically calculated based on quantity and price.
  • Cost totals automatically calculated and also reflect any applied filter.
  • Filtering features allow you to view fuel records by a purchase date range or purchased by.
  • 1 file links where you can link each record to a relevant document such as a fuel receipt or other files.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view fuel records.
  • Direct fuel record navigation index – navigate directly to your desired fuel record.
  • Smart looking reports for single or all records for the current vehicle which can also be saved to a pdf file. All records report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.
  • A duplicate record feature where you can duplicate the applicable fields of an existing record to a new record.

 

Consumables Records

  • Record regular consumable items for each vehicle such as oils, filters, spark plugs etc including part number and price.
  • Usage field where items such as quantity and where used may be entered.
  • Usual suppler field selectable from contacts and suppliers records.
  • There are 3 consumable lists per vehicle: Engine, Transmission and Other.
  • Consumables records are available for selection when creating service and repair records.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view consumable records.
  • Smart looking report for all consumable records for the current vehicle which can also be saved to a pdf file.
  • Various buttons for record navigation including adding, deleting, exporting and editing records.

 

Parts Records

  • Record parts for each vehicle including part number and price.
  • Usage field where items such as where used may be entered.
  • Usual suppler field selectable from contacts and suppliers records.
  • Records are displayed in list format and can be entered directly into the list.
  • This list is automatically updated when entering a new part into a service record or you can enter your parts here directly.
  • Parts records are available for selection when creating service and repair records.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view parts records.
  • Smart looking report for all parts records for the current vehicle which can also be saved to a pdf file.
  • Various buttons for record navigation including adding, deleting, exporting and editing records.

 

Business Logbook Records

  • Record your vehicle trips and allocate each trip as business or private use.
  • Total distances and business and private percentages are automatically calculated and also reflect any applied filter.
  • Filters and reports allow a range of dates for records to be viewed or printed which can be used for accounting purposes.
  • Records are compiled to the requirements set by the Australian Tax Office including start and end income year odometer.
  • Direct vehicle navigation index – navigate to your desired vehicle directly to view logbook records.
  • Direct logbook record navigation index – navigate directly to your desired logbook record.
  • Smart looking report for all records for the current vehicle which can also be saved to a pdf file. Report will automatically apply the active date range filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.

 

Update Odometers

  • Allows you to update the current odometer for all your vehicles, trailers or equipment directly from a single form.

 

Contacts and Suppliers Records

  • Record details of all contacts and suppliers relevant to your vehicle and trips.
  • Hyperlink fields are included for website and email address.
  • Filter by selection feature where you may filter by any desired field.
  • Direct contact record navigation index – navigate directly to your desired contact record.
  • Smart looking reports which can also be saved to a pdf file. Report will automatically apply the active filter.
  • Various buttons for record navigation including adding, deleting, exporting, editing and finding records.

 

Trip Planner Records

  • Plan your trips like never before. You can create multiple trip planner records for each vehicle.
  • Automatically sorts entries by date and time and displays past entries as red, today as green, and future entries as white text.
  • Easily increment dates by 1 day at a time from any point forward. Handy if you need an extra day or 2 in a location or a detour to slot in.
  • Date change carry forward feature allowing a date change to propagate forward through the records and adjust all dates from the point of selection.
  • Assign an average speed, fuel consumption, and fuel price per litre/gallon for every leg of the trip. This lets you estimate the fuel cost with the best possible accuracy.
  • Pop up Subform where you can list all permits relative to the trip with their current status and a hyperlink to use if your permit is a computer file.
  • Subform where you can enter the estimated cost of other items relative to the trip.
  • Smart looking report which can also be saved to a pdf file.

 

Payload Calculator and Trip Checklist Records

This allows you to list items you will carry in/on your vehicle and/or trailer, and their weight, and combined with the weight totals for the vehicle and/or trailer accessory records will display a total payload and whether the total is above or below the allowable payload for the vehicle including a percentage figure.

  • Work out whether you are over or under your GCM, GVM and towing limits easily.
  • Create multiple payload and trip checklists for each vehicle. A trailer can also be added and combined GCM weight also calculated.
  • You may also print the checklist using the inbuilt report.
  • You may also use this form as a trip checklist and also allows you to order payload items by pack location to aid when packing and checking payload items and where they are located.
  • Payload and weight totals change colour to amber when 85% of limits are approached and if exceeded totals will change colour to red and flash to indicate overload.
  • Weight entries can be entered using 1 decimal place for example 23.8 kg or 23.8 lbs, or can be entered as zero for checklist items of insignificant weight.
  • Move items between vehicle and trailer easily.

 

Tool and Equipment Records

Allow you to keep a record of your tools and equipment used for your vehicle. These can be selected when creating a service record including tool settings used for that service job.

Settings allow you to select whether you wish to use Imperial or Metric, 12 or 24 hour time, large or small forms, and the various check what’s due settings.

Select from 2 different sized forms to suit your display. Use the small forms if you have a display that is a minimum 1024 x 768 pixels. Use the large forms if you have a display that is a minimum 1920 x 1080. (Contacts and Suppliers and Tools and Equipment forms are only small size using either selection due to their minimal requirements)

Duplicate record function on most forms where applicable where you may duplicate applicable fields of an existing record and just change required details which saves much data entry.

All above screenshots and videos are example records only. The program is not supplied with any data.

Unlimited vehicles, trailers, equipment and other entries can be made into the program (up to the maximum allowable size of the database file which is 2 Gigabytes. Thgis represents a capacity at least several hundred thousand records).

Hardware Requirements:

Processor:

  • 500Mhz or faster
  • Memory: 256Mb or greater
  • Display: Minimum 1024 x 768 (must use small forms). Preferred 1920 x 1080 or larger to use large forms.

Software Requirements:

The program will work with any of the following operating systems:

  • Windows XP with Service Pack 3 (SP3) (32 bit only)
  • Windows Vista with Service Pack 1 (SP1) (32 and 64 bit)
  • Windows 7 (32 and 64 bit)
  • Windows 8 (32 and 64 bit)
  • Windows 8.1 (32 and 64 bit)
  • Windows 10 (32 and 64 bit)
  • Windows Server 2003 Service Pack 2 (SP2), MSXML 6.0 (32 bit only)
  • Windows Server 2003 R2 (32 bit only)
  • Windows Server 2008 (32 and 64 bit)
  • Windows Server 2008 Service Pack 2 (SP2) (32 and 64 bit)
  • Windows Server 2008 R2 (32 and 64 bit)
  • Windows Server 2008 R2 Service Pack 1 (SP1) (32 and 64 bit)
  • Windows Server 2012 (32 and 64 bit)

*Will not function with any RT version of Windows

Price $49.95AUD

Cheque, money order or bank deposit payment available to Australian purchasers.

Please email me at sales@databasebase.com.au for details.

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