Vehicle

Introduction

The Vehicle Module is the central repository for managing fleet vehicles within the transport management system. It allows administrators to add, edit, assign, categorize, track, and manage vehicles used for transportation operations.

The module supports vehicle registration management, supplier assignment, driver assignment, GPS tracking, document management, bulk operations, and fleet reporting.

Accessing the Vehicle Module

Navigation

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

The Vehicle List page will open.

Vehicle List Overview

The Vehicle List displays all vehicles registered in the system.

Available Information

• Supplier
• Make & Model
• Registration Number
• Status
• Manufacturing Year
• Vehicle Tags
• Action Menu

Adding a New Vehicle

Steps

1. Open Masters > Vehicle.
2. Click + Add Vehicle.
3. Complete the vehicle form.
4. Click Save.

The vehicle will be added to the fleet.

Vehicle Information Fields

Ownership Type

Select vehicle ownership.

Available Options:

• Self
• Supplier

Registration Number

Enter the vehicle registration number.

• Example: HR06MB5600
• Mandatory: Yes

Seating Layout

Select the seating configuration.

Examples:

• Sedan Layout
• SUV Layout
• Van Layout
• Bus Layout

Mandatory: Yes

Make & Model

Enter the manufacturer and model.

• Example: Toyota Innova Crysta

Zone

Assign the operational zone.

• Example: North Zone

Manufacturing Year

Enter the manufacturing year.

• Example: 2024

Fuel Type

Select the fuel category.

Available Options:

• Petrol
• Diesel
• CNG
• Electric

GPS Provider

Select the GPS tracking provider.

• Example: VTS Provider

Vehicle Color

Enter vehicle color.

• Example: White

Vehicle Status

Select operational status.

Available Options:

• Active
• Inactive

Compliance Status

Displays vehicle compliance information.

Examples:

• Compliant
• Expired
• Pending Renewal

Mandatory Fields

The following fields must be completed before saving:

• ✓ Registration Number
• ✓ Seating Layout

Assigning a Supplier

Vehicles can be linked to suppliers during creation or editing.

Benefits:

• Vendor Management
• Fleet Ownership Tracking
• Supplier Reporting

Editing Vehicle Information

Steps

1. Open Vehicle List.
2. Locate the vehicle.
3. Click the Edit (✏️) icon.
4. Update required fields.
5. Click Save.

Vehicle Status Indicators

Status indicators provide quick visibility of vehicle availability.

Active

• 🟢 Green Indicator
• The vehicle is operational and available.

Inactive

• 🔴 Red Indicator
• The vehicle is unavailable or retired from service.

Searching Vehicles

Administrators can quickly locate vehicles.

Search Criteria

• Registration Number
• Make
• Model
• Supplier

Steps

1. Open Vehicle List.
2. Use the Search Box.
3. Enter the desired keyword.

The list refreshes automatically.

Filtering Vehicles

Vehicles can be filtered using:

• Make & Model
• Manufacturing Year
• Supplier
• Status

Benefits:

• Fleet Analysis
• Vehicle Segmentation
• Reporting

Vehicle Tags

Vehicle Tags help categorize vehicles.

Examples:

• AC
• Non-AC
• Luxury
• Reserved
• Outstation
• Serviced
• Maintenance Required

Applying Tags

1. Locate the vehicle.
2. Click the Tag (🏷️) icon.
3. Select an existing tag or create a new one.
4. Save changes.

Assigning Drivers

Vehicles can be assigned directly to drivers.

Steps

1. Locate the vehicle.
2. Click the Action Menu (⋯).
3. Select Assign Driver.
4. Choose the driver.
5. Save.

The driver will be linked to the vehicle.

Bird Eye View

The Bird Eye View feature provides live vehicle tracking.

Information Available

• Live GPS Location
• Vehicle Status
• Route Summary
• Current Position

Accessing Bird Eye View

1. Locate the vehicle.
2. Click the Action Menu (⋯).
3. Select Bird Eye View.

The GPS map view will open.

Vehicle Documents

Vehicle records can contain uploaded documents.

Examples:

• Registration Certificate (RC)
• Insurance
• Permit
• Fitness Certificate
• Pollution Certificate

Downloading Vehicle Documents

1. Open Vehicle List.
2. Select vehicles.
3. Click Action Menu (⋯).
4. Select Download Documents.

A ZIP file containing all documents will be generated.

Bulk Operations

The Vehicle Module supports multiple bulk actions.

Bulk Delete

Delete multiple vehicles simultaneously.

1. Select vehicle checkboxes.
2. Open Action Menu (⋯).
3. Select Bulk Delete.
4. Confirm deletion.

Bulk Upload

Import multiple vehicles using an Excel or CSV template.

1. Open Action Menu (⋯).
2. Select Bulk Upload.
3. Download template.
4. Populate vehicle information.
5. Upload completed file.
6. Submit.

The system validates and imports records.

Bulk Edit

Update multiple vehicle records together.

1. Select vehicles.
2. Open Action Menu (⋯).
3. Select Bulk Edit.
4. Download template.
5. Make updates.
6. Upload modified file.

The selected vehicles will be updated.

Exporting Vehicle Data

Administrators can export vehicle records.

Steps

1. Open Action Menu (⋯).
2. Select Download.
3. Choose the export template if applicable.

The report downloads in Excel format.

Customizing Vehicle List Columns

The Vehicle List can be customized to show only relevant information.

Steps

1. Click the Settings (⚙️) icon at the bottom-right.
2. Open the Select Columns window.
3. Move fields between Visible Fields and Hidden Fields.
4. Click Save.

The table refreshes automatically.

Understanding the Action Menu

The Action Menu (⋯) provides advanced functions.

Available Options

• Bulk Delete
• Bulk Upload
• Bulk Edit
• Download Documents
• Download
• Customise
• Assign Driver
• Bird Eye View

Availability depends on permissions and configuration.

Selecting Multiple Vehicles

Steps

1. Use checkboxes beside vehicle records.
2. Select one or more vehicles.
3. Open the Action Menu.
4. Choose the required bulk operation.

Deleting a Vehicle

Single Vehicle Deletion

1. Locate the vehicle.
2. Click the Delete (🗑️) icon.
3. Confirm deletion.

Important Note

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

Recommended Fleet Management Process

1. Add new vehicles as they join the fleet.
2. Upload vehicle documents.
3. Assign suppliers and drivers.
4. Apply vehicle tags.
5. Monitor active and inactive vehicles.
6. Maintain compliance documentation.
7. Export reports periodically.

Best Practices

Always verify:

• ✓ Registration Number
• ✓ Seating Layout
• ✓ Supplier Assignment
• ✓ Driver Assignment
• ✓ Vehicle Status
• ✓ GPS Configuration
• ✓ Compliance Documents
• ✓ Manufacturing Year
• ✓ Fuel Type
• ✓ Vehicle Tags

Module Summary

The Vehicle Module serves as the master fleet management system for transportation operations. It allows administrators to manage vehicle information, assign drivers and suppliers, track vehicle availability, monitor live GPS locations, manage documents, perform bulk operations, and maintain complete fleet records from a centralized platform.