Add an Inspection Record for a Unit in Encompass

Purpose

This article explains how to add an inspection record for a vehicle unit in J. J. Keller® Encompass®, allowing companies to maintain a complete inspection history for each unit.

When to Use This Article

• A customer needs to record a new vehicle, roadside, or general inspection for a unit.
• A customer cannot find the Inspections section in the unit file.
• A customer wants to know what fields are required when adding an inspection.

Steps to Follow

1. Go to Vehicles > Service. Find the unit using search, advanced filters, or the pre-populated list.

2. Click on the unit code to open the unit's file.

3. Click Add New in the Inspections section.

4. Enter the inspection details:
   • Date (required)
   • Type -- select the type of inspection (customizable by the company administrator; can include vehicle inspections, roadside inspections, or other general inspections)
   • Result -- select the result (customizable by the company administrator)
   • Cost of Repair -- if any
   • State -- where the inspection occurred
   • Notes -- any additional information
5. Click Save to store the inspection record.

What Not to Do / Common Pitfalls

• Do not skip the Date field -- it is required and the inspection record will not save without it.
• Do not confuse the Inspections section with the Out of Service or Unit Qualification sections -- each tracks different information for the unit.
• If the needed inspection Type or Result option is missing, the company administrator must add it -- do not use an incorrect type as a workaround.

Escalation Path

• If the Add New button is not available in the Inspections section, check the user's permissions and role. Escalate to an Encompass administrator if needed.
• If the inspection Type or Result dropdown is missing options, contact the company administrator to configure the lists.
• If inspection records are not saving, confirm all required fields are completed and contact J. J. Keller support at 1-800-327-1342 if the issue persists.