Maintenance

Introduction

The Maintenance Module is used to manage vehicle maintenance activities, repairs, service schedules, spare parts replacement, maintenance expenses, vendor records, and supporting documents. It helps fleet administrators track vehicle health, control maintenance costs, and maintain service history.

The module supports preventive maintenance, scheduled servicing, breakdown repairs, document management, and maintenance cost tracking.

Accessing the Maintenance Module

Navigation

1. Login to the Admin Console.
2. Open the Main Menu.
3. Navigate to Masters.
4. Click Maintenance.

The Maintenance List page will open.

Maintenance List Page

The Maintenance List displays all maintenance records.

Available Information

Field	Description
Start Date	Maintenance start date
End Date	Maintenance completion date
Type	Maintenance type
Order No	Service order/reference number
Odometer	Vehicle kilometer reading
Fuel	Fuel level at maintenance time
Part Name	Parts repaired/replaced
Category	Maintenance category
Amount	Maintenance cost
Discount	Discount applied
Notes	Additional remarks
Action	Edit/Delete

Understanding Maintenance Types

Planned Maintenance

Scheduled maintenance performed as part of preventive servicing.

Examples:

• Periodic servicing
• Oil change
• Brake inspection

Seasonal Maintenance

Maintenance performed based on seasonal requirements.

Examples:

• AC servicing before summer
• Tire replacement before monsoon
• Battery inspection before winter

Breakdown Maintenance

Repairs performed due to unexpected failures.

Examples:

• Tire puncture
• Engine issues
• Electrical failures

Creating a New Maintenance Record

Steps

1. Open Masters > Maintenance.
2. Click the + Add Maintenance button.
3. Complete the maintenance form.
4. Click Save.

The maintenance record will be created.

Maintenance Information Fields

Vehicle

Select the vehicle undergoing maintenance.

Mandatory: Yes

Driver

Select the assigned driver.

Mandatory: Yes

Maintenance Type

Select the maintenance category.

Examples:

• Planned
• Seasonal
• Breakdown

Mandatory: Yes

Fuel Level

Record fuel status when maintenance begins.

Example:

• Full Tank
• 3/4 Full
• Half Tank
• Low Fuel

Approved By

Select the approving authority.

Example:

• Fleet Manager
• Operations Manager

Status

Defines the current maintenance stage.

Available Statuses:

• Pending Approval
• Approved
• In Progress
• Done
• Cancelled

Mandatory: Yes

Start Date

Maintenance start date.

Mandatory: Yes

End Date

Maintenance completion date.

Mandatory: Yes

Vendor

Service center or workshop performing maintenance.

• Example: Tata Kolkata Service Center

Order Number

Vendor service order reference number.

• Example: ON4546

Duration

Total maintenance duration in minutes.

• Example: 45 Minutes

Odometer

Vehicle kilometer reading at maintenance time.

• Example: 234,567 KM

Notes

Additional maintenance remarks.

Examples:

• Seat torn and repaired.
• Tire replaced.
• Vehicle serviced successfully.

Managing Parts

The Parts section allows administrators to track replacement or repair items.

Adding a Part

1. Open Maintenance Record.
2. Click + Add Part.
3. Complete part information.
4. Save.

Part Information

Part Name

Name of repaired or replaced part.

Examples:

• Seat
• Tire
• Windshield
• Battery
• Brake Pad

Category

Part category classification.

Examples:

• Interior
• Exterior
• Engine
• Electrical
• Puncture

Reason

Reason for maintenance.

Examples:

• Seat was torn.
• Tire worn out.
• Windshield cracked.

Units

Quantity used.

• Example: 1

Unit Cost

Cost per unit.

• Example: ₹2,500

Labour

Labour charge for the repair.

• Example: ₹200

Next Checkup (KM)

Defines the next maintenance reminder.

• Example: 274,567 KM

Maintenance Cost Calculation

The system automatically calculates maintenance expenses.

Parts Total

Total cost of all parts.

Formula: Part Cost + Labour Charges

Discount

Any discount provided by the vendor.

• Example: ₹500

Total Amount

Final maintenance cost.

Formula: Parts Total − Discount

Maintenance Documents

The Documents section stores maintenance-related files.

Supported Document Types

• Service Invoice: Vendor service invoices.
• Bills: Maintenance bills and receipts.
• Warranty Documents: Replacement warranty records.
• Inspection Reports: Service inspection reports.

Uploading Maintenance Documents

1. Open Maintenance Record.
2. Scroll to Documents.
3. Click Add Document (+).
4. Select document type.
5. Upload file.
6. Save.

Supported File Types

• PDF
• JPG
• JPEG
• PNG

Maximum File Size: 100 MB

Document Information

Each uploaded document contains:

• Type: Document category.
• Issue Date: Document issue date.
• Expiry Date: Document validity date (if applicable).
• Uploaded File: Attached file reference.

Viewing Maintenance History

Steps

1. Open Maintenance Module.
2. Search vehicle.
3. Review maintenance records.

Administrators can see:

• Previous repairs
• Service costs
• Vendor history
• Replaced parts
• Maintenance frequency

Editing Maintenance Records

Steps

1. Open Maintenance List.
2. Click Edit (✏️).
3. Update information.
4. Save changes.

Deleting Maintenance Records

Steps

1. Open Maintenance Record.
2. Click Delete.
3. Confirm deletion.

Important Note

Deleted records may not be recoverable. Always verify before deletion.

Searching Maintenance Records

Administrators can search using:

• Vehicle Number
• Driver Name
• Vendor Name
• Maintenance Type
• Order Number

Steps

1. Open Maintenance Module.
2. Use Search Bar.
3. Enter keyword.
4. View results.

Filtering Maintenance Records

Maintenance records can be filtered by:

• Date Range
• Vehicle
• Vendor
• Status
• Maintenance Type

Monitoring Vehicle Maintenance Costs

Administrators can review:

• Total Maintenance Cost: Total repair expenditure.
• Parts Cost: Total parts expenditure.
• Labour Cost: Total labour expenditure.
• Vendor Cost: Costs incurred by service providers.

Maintenance Best Practices

Always record:

• ✓ Vehicle Number
• ✓ Odometer Reading
• ✓ Vendor Information
• ✓ Maintenance Type
• ✓ Service Dates
• ✓ Parts Replaced
• ✓ Labour Charges
• ✓ Supporting Documents
• ✓ Next Checkup Reading

Recommended Maintenance Workflow

1. Create maintenance record.
2. Select vehicle and driver.
3. Define maintenance type.
4. Record odometer reading.
5. Add vendor information.
6. Add parts replaced.
7. Record labour charges.
8. Upload invoices and bills.
9. Update status.
10. Save record.

Maintenance Status Management

• Pending Approval: Maintenance request awaiting approval.
• Approved: Maintenance approved and ready to proceed.
• In Progress: Maintenance work currently ongoing.
• Done: Maintenance completed successfully.
• Cancelled: Maintenance request cancelled.

Module Summary

The Maintenance Module serves as the fleet maintenance management system. It helps administrators track vehicle servicing, manage repair activities, monitor maintenance expenses, record spare parts replacement, maintain vendor records, store invoices and supporting documents, and ensure vehicles remain operational, safe, and compliant throughout their lifecycle.