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Transport — user documentation

This documentation describes how to work with the “Fleet” section: maintaining vehicles, assigning drivers, recording vehicle services and related expenses, and configuring reference directories.

Contents​

Sections:

Quick start​

A typical scenario “add a vehicle and start tracking”:

  1. Open “Fleet” → “Operations” → “Vehicles”.
  2. If required values are missing in selection lists (for example, a model, category, or fuel type), first fill in the directories under “Fleet” → “Configuration” (see Configuration).
  3. Click New and fill in the main fields (usually: vehicle model, license plate, company).
  4. If needed, add tags and attach files (photos/scans of documents).
  5. Assign a driver (see “Fleet” → “Operations” → “Drivers”) and specify the assignment period.
  6. When work/service is performed, create a vehicle service record (see “Fleet” → “Operations” → “Vehicle services”) and record the date, Type, and Odometer value.

A typical scenario “record service expenses”:

  1. Click New to create a vehicle service record and enter the cost (price/amount).
  2. If your system uses Bill documents, specify the Vendor and the Bill (if it is used in your organization).
  3. To review history, use the vehicle card: it collects driver assignments, services, and related contracts.

The “Fleet” section usually contains groups:

  • Operations — day-to-day work (vehicles, drivers, services, contracts).
  • Reporting — reports and views (the set depends on configuration).
  • Configuration — parameters and directories of the section.

Menu items and available actions depend on configuration and user permissions.

User roles and permissions​

The exact set of permissions depends on your organization settings. A typical responsibility split:

  • Fleet specialist — maintains vehicles, driver assignments, and records services.
  • Accountant / cost controller — controls expense accounting and linking services to settlement documents (if used).
  • Administrator — configures directories and section parameters.

If some actions are not available (new/edit/delete, attaching files), this is usually due to permission limitations or section settings.

Most often the restrictions look like this:

  • there are no New/Edit/Delete buttons in lists;
  • you cannot add or delete a file in a card;
  • you cannot create related records (for example, a driver assignment or a vehicle service) from the vehicle card.

Terms​

Vehicle​

A vehicle card with the main characteristics and related history (driver assignments, services, contracts).

Driver​

An employee assigned to a vehicle for a specific period.

Vehicle service​

A record of works/services performed for a vehicle with the date, Odometer value, and cost.

Vehicle service type​

A directory for classifying services (for example, scheduled maintenance, repair, tire service, etc.).

Odometer value​

The mileage value at the time of an event (for example, driver assignment or service).

Vehicle tag​

An additional tag for a vehicle (for example, “Leasing”, “Reserve”, “Company car”).

Vehicle contract​

A contract document/record linked to a vehicle (for example, rent, leasing, insurance) with dates and amounts.

Card​

A screen for viewing and editing a selected record (for example, a vehicle, a service, or a driver assignment card).