Complete Fleet Management Workflow Guide¶

This comprehensive guide walks you through the complete end-to-end process of using the VSD Fleet Management System, from initial setup to trip completion and invoicing.

Prerequisites: Master Data Setup¶

Before handling any customer transactions, ensure all master data is properly configured:

Required Master Data¶

• Trucks: Vehicle details, license plates, fuel warehouses
• Trailers: Trailer specifications and types
• Truck Drivers: Driver profiles with documents and employee links
• Fuel UOM: Fuel measurement units (Liters, Gallons)
• Trip Locations: All pickup and delivery locations
• Trip Location Types: Loading Point, Offloading Point, Border Point, etc.
• Cargo Types: Categories of cargo your fleet handles
• Trip Routes: Predefined routes with steps, distances, and fuel consumption
• Trip Fixed Expenses: Standard costs per route (tolls, permits, driver allowances)
• Transport Settings: System-wide configurations and accounting dimensions

Critical Configuration: Transport Settings¶

The Transport Settings doctype is essential for system operation: - Fuel Item: Default fuel item for stock management - Vehicle Fuel Parent Warehouse: Main fuel storage location - Accounting Dimensions: Map transactions to cost centers and dimensions - Account Groups: Define expense and cash account categories

Customer Service Workflow¶

Phase 1: Cargo Registration¶

When a customer requests transportation services:

1.1 Create Cargo Registration¶

1. Navigate to Transactions → Cargo Registration
2. Click New
3. Enter:
4. Customer: Select from Customer master
5. Transport Type: Cross Border or Internal
6. Posting Date: Auto-filled, read-only

1.2 Add Cargo Details¶

In the Cargo Details child table, add each cargo item:

Critical Planning Note: Each row should represent one vehicle's capacity. If you have cargo requiring multiple vehicles, create separate rows for each vehicle.

For each cargo row, specify: - Container Size: Loose, 20 FT, or 40 FT - Container Number: Required for containerized cargo - BL Number: Bill of Lading reference - Seal Number: For sealed containers - Net Weight (kg): Automatically converts to tonnes - Number of Packages: Count of items - Cargo Route: Link to predefined Trip Routes - Loading/Offloading Dates: Expected dates - Location Details: - Cargo Location Country/City (pickup) - Cargo Destination Country/City (delivery) - Service Charges: - Service Item: Transportation service item - Currency: Billing currency - Rate: Price per unit

1.3 Create Customer Invoice¶

Before proceeding to manifest creation: 1. Select specific cargo rows using checkboxes 2. Click Create Invoice button 3. System generates Sales Invoice with: - Vehicle details (when assigned) - Route information - Service charges - Automatic weight-based billing (if enabled)

Important: Create invoice before submitting Cargo Registration.

Phase 2: Vehicle Assignment via Manifest¶

2.1 Assign Cargo to Manifest¶

From any cargo detail row: 1. Click Assign Manifest button 2. System opens dialog showing: - Existing manifests for the same route - Available manifests with truck and driver details 3. Choose between: - Assign to Existing Manifest: Add to current manifest - Create New Manifest: Start fresh manifest

2.2 Configure Manifest Details¶

In the Manifest form: - Transporter Type: In House or Sub-Contractor - Trip Route: Inherited from cargo - Posting Date: Auto-filled

For In House Operations: - Truck: Select available idle truck - Assigned Driver: Choose active, available driver - Has Trailers: Check if trailers needed - Trailer Selection: Up to 3 trailers supported

For Sub-Contractor Operations: - Sub-Contractor Name: Name of contractor - Truck License Plate: External truck details - Driver Name: Sub-contractor's driver - License Number: External driver's license

2.3 Cargo Allocation¶

In the Manifest Cargo Details section: - Cargo Allocation: Choose Truck or Trailers - Specific Allocation: Select exact truck/trailer - System calculates Manifest Total Weight

2.4 Submit Manifest¶

After configuration, submit the manifest to lock vehicle assignment.

Phase 3: Trip Creation and Management¶

3.1 Create Vehicle Trip¶

After manifest submission: 1. Click Create Vehicle Trip button 2. System automatically creates trip with: - Route steps from Trip Routes master - Fixed expenses from route configuration - Automatic fuel allocation based on route - Truck assignment and status update

3.2 Trip Tabs Overview¶

Tab 1: Trip Details¶

• Basic Information: Manifest, route, dates
• Vehicle Details: Truck/trailer assignments
• Driver Information: In-house or sub-contractor details
• Summary: Total distance and fuel consumption

Tab 2: Route Steps¶

Pre-populated from Trip Routes master: - Location: Each stop along the route - Distance: Kilometers between stops - Fuel Consumption: Liters per segment - Location Type: Loading, offloading, border points - Dates: Fill actual loading/offloading dates

Tab 3: Side Trips¶

For deviations from main route: - Additional stops not in main route - Extra fuel consumption - Additional distance - System recalculates totals automatically

Tab 4: Location Updates¶

Real-time tracking: - Manual Updates: Driver location input - GPS Integration: Automatic location tracking - View on Map: Google Maps integration

Tab 5: Trip Funds¶

Automatic Generation: Based on Trip Routes fixed expenses - Expense Type: Tolls, permits, allowances - Amount: Predefined amounts per route - Currency: USD or TZS - Status: Requested → Approved → Paid - Accounts: Expense and payable accounts

Fund Approval Process: 1. System creates Requested Payment document 2. Accountant reviews and approves/rejects 3. Approved funds show "Approved" status 4. Disburse Funds button creates Journal Entry

Tab 6: Fuel Management¶

Fuel Request Process: 1. Fill fuel requirements: - Item Code: Fuel item from settings - Quantity: Liters needed - Disbursement Type: Cash/Credit - Supplier: Fuel supplier - Cost per Liter: Current fuel price 2. Status: Requested → Approved → Ordered

Fuel Approval Workflow: - Requests appear in Fuel Requests doctype - Supervisor approves/rejects requests - Create Purchase Order: Generate PO for approved fuel - Reduce Stock: Create stock entry for fuel consumption

Tab 7: Trip Status¶

• Trip Status: Pending → Completed → Breakdown
• Approval Status: Fund and fuel approval summary
• Trip Completion: Mark as completed when finished

Phase 4: Approval Workflows¶

4.1 Fund Approval Process¶

1. Requested Payment document created automatically
2. Accountant receives notification
3. Review each fund request:
4. Approve: Funds available for disbursement
5. Reject: Request denied with reason
6. Approved funds enable Journal Entry creation
7. Payment tracking through Journal Entries

4.2 Fuel Approval Process¶

1. Fuel Requests document tracks all requests
2. Fuel supervisor reviews:
3. Verify quantities against route requirements
4. Check supplier rates
5. Approve/reject individual requests
6. Approved requests enable:
7. Purchase Order creation
8. Stock entry processing
9. Supplier payment processing

Phase 5: Trip Execution¶

5.1 Pre-Trip Requirements¶

Before trip submission, ensure: - All fund requests approved/rejected - All fuel requests approved/rejected - Approved fuel requests have Purchase Orders - Approved fund requests have Journal Entries - Stock out entry created for fuel

5.2 Trip Submission¶

Submit trip to start journey: - Truck status changes to "On Trip" - Driver marked as "In Trip" - Trip becomes read-only for modifications

5.3 Trip Operations¶

Available actions during trip: - Complete Trip: Mark as finished - Create Breakdown: Handle vehicle breakdowns - Location Updates: Track progress - Return Trip: For round trips

5.4 Breakdown Management¶

If breakdown occurs: 1. Click Create Breakdown Entry 2. Fill breakdown details: - Date and time - Location - Description of issue 3. System creates Allocate New Vehicle Trip option 4. New trip inherits cargo and route details 5. Original trip marked as "Re-Assigned"

Phase 6: Trip Completion¶

6.1 Complete Trip Process¶

1. Update final locations and dates
2. Complete all fuel transactions
3. Click Complete Trip button
4. System updates:
5. Truck status to "Idle"
6. Driver availability
7. Trip completion date

6.2 Financial Reconciliation¶

• Review all Journal Entries
• Confirm Purchase Orders received
• Update stock entries
• Generate expense reports

Reporting and Analytics¶

Standard Reports¶

1. Trip Report and Expenses: Complete trip overview with costs
2. Fuel Expense By Trip: Detailed fuel consumption analysis

Key Metrics¶

• Trip profitability per route
• Fuel efficiency tracking
• Vehicle utilization rates
• Driver performance metrics
• Customer service levels

Best Practices¶

Data Management¶

• Register cargo by vehicle capacity for accurate manifests
• Maintain updated master data for smooth operations
• Regular reconciliation of fuel and expense accounts

Workflow Efficiency¶

• Pre-approve standard route expenses
• Maintain fuel supplier agreements
• Regular vehicle inspections
• Driver training on system usage

Compliance¶

• Ensure all required documents attached
• Regular backup of transaction data
• Audit trail maintenance
• Regulatory reporting preparation

This workflow ensures complete traceability from customer cargo registration through trip completion and financial settlement, providing comprehensive fleet management capabilities for both internal and sub-contractor operations.