Fleet Operations

Fleet Operation is used to manage the day-to-day activities and expenses related to fleet operations. Users can record accidents, manage fuel consumption, receive and pay fleet bills, and request parts or tires for vehicles. The feature also allows users to use approved parts for fleet servicing and maintain the related records.

Reg an accident

Field	Action
Fleet Group	Select the fleet group involved in the accident.
Assigned Driver	Select the driver assigned to the fleet.
Fleet	Select the fleet involved in the accident.
Duty Purpose	Select the purpose for which the fleet was being used.
Plate No	Select or enter the vehicle plate number.
Department	Select the department associated with the fleet or trip.
Location From	Select the starting location of the trip.
Location To	Select the destination of the trip.
Sub Location	Select the relevant sub-location of the route.
Accident Date	Select the date of the accident.
Assigned Shipment	Select the shipment assigned to the trip, if applicable.
Accident Place	Enter the location where the accident occurred.
Note	Enter additional information about the accident.
Entry Date	Enter the date the accident record is created.

After registering an accident, it will appear in the Fleet Accident List. Users can search for accident records using the available filters and review the accident details, including the fleet, driver, date, place, and note. Users can also edit or delete an accident record when required.

Consume Fuel

Field	Action
Schedule	Select the fleet schedule associated with the fuel consumption.
Serial No.	Enter the serial number of the fuel record.
Fleet Group	Select the fleet group.
Reg. Fleet	Select the registered fleet.
Driver	Select the driver assigned to the fleet.
Odo. Before Filling	Enter the odometer reading before refueling.
Fuel Before Filling	Enter the amount of fuel available before refueling.
Refill Date	Select the date of refueling.
Entry Date	Select the date the fuel record is entered.
Type	Select the fuel consumption type.
Inventory	Select the inventory from which the fuel is issued.
Fuel	Select the fuel product.
Refill Unit	Enter the quantity of fuel refilled.
Note	Enter any additional information about the fuel entry.

After adding a fuel consumption record, it will appear in the Fuel Consume List. Users can use the available search fields to find a specific fuel consumption record and view its details.. A voucher is automatically created after adding the fuel consumption record, and users have to accept the voucher to complete the process. Users can also edit or delete a fuel consumption record when required.

Receive Lease Bill

Field	Action
Select Fleet	Select the fleet for which the lease bill is received.
Due Date	Select the payment due date.
Bill Amount	Enter the lease bill amount.
Bill Receive Date	Select the date the bill is received.
Next Due Date	Select the next due date for the lease bill.
Other Charges	Enter any additional charges.
Party Type	Select the party type.
Vendor	Select the vendor associated with the lease bill.
Address	Enter or select the vendor address.
Discount	Enter the applicable discount amount.
Net Payable	Displays the payable amount after applying the discount and adding other charges.
Branch	Select the branch associated with the lease bill.
Description	Enter additional information about the lease bill.
Debit Account	Select the account to be debited for the lease bill.
Credit Account	Select the account to be credited for the lease bill.

Pay Fleet Bill

Field	Action
Select Fleet	Select the fleet for which the bill is being paid.
Entry Date	Select the date of payment entry.
Amount	Enter the amount to be paid.
Party Type	Select the party type.
Vendor	Select the vendor receiving the payment.
Branch	Select the branch associated with the payment.
Description	Enter additional information about the payment.
Debit Account	Select the account to be debited for the payment.
Credit Account	Select the account to be credited for the payment.

After receiving and paying a fleet bill, a voucher will be created. Users have to accept and complete the voucher to finalize the transaction.

Add Parts/Tire Requisition

Field	Action
Reg. Fleet	Select the registered fleet for which the parts are being requested.
Requisition Type	Select the type of parts requisition.
Level	Select the requisition level.
Branch	Select the branch associated with the requisition.
Driver	Select the driver assigned to the fleet.
Entry Date	Select the date of the requisition entry.
Expected Date	Select the expected date for receiving the requested parts.
Parts Code	Select the required part using its parts code.
Parts Description	Displays the description of the selected part.
Quantity	Enter the required quantity of the part.

After adding a parts requisition, it will appear in the Parts Requisition List. Users can use the available search fields to find a specific requisition and open its details. From the Parts Requisition Information page, users can review the requested parts and update the Status from Pending. Users can enter the Approved Quantity for each requested part and change the requisition status to Completed after the parts have been approved.

Use Parts

After adding a Parts Requisition and getting approval, users can use the approved parts for the selected fleet. When a user selects the Request No, most of the related information will be loaded automatically. Users can then enter the required usage and cost information and add the parts.

Field	Action
Request No	Select the approved parts requisition.
Mnf.	Enter the manufacturer information based on the selected requisition.
Driver	Select the driver associated with the selected requisition.
Advance	Enter the advance amount, if applicable.
Use Date	Select the date the parts are used.
Entry Date	Select the date the parts entry is created.
Service Charge	Enter the applicable service charge.
Note	Enter additional information about the parts usage.
Unit Cost	Enter the cost per unit of the part.
Total Cost	Displays the total cost based on the quantity and unit cost.

After adding parts, the record will appear in the Parts List. Users can use the available search fields to find a specific parts record and open it to view the details. From the details page, users can review the fleet, requisition, usage date, driver, service charge, and parts details.