Maintenance and Fuel
Track vehicle maintenance, fuel consumption, and related incidents to keep your fleet running smoothly.
Accessing Maintenance Features
- Click Inventory in the main navigation
- Choose from the available tabs:
- Vehicle Information - Vehicle records
- Driver Information - Driver documentation
- Attendant Staff - Attendant personnel
- Stock Management - Parts and supplies inventory
- All Stock Movements - History of stock transactions
- Accidents - Incident records
- Maintenance - Repair and service records
- Third Party - External service records
- Fuel Payments - Fuel purchase tracking
- Reports - Fleet analytics and reports
Maintenance Records
What is a Maintenance Record?
Maintenance records track:
- Vehicle repairs
- Scheduled service
- Parts replaced
- Service costs
Adding a Maintenance Record
- Select the Maintenance tab
- Click Create New Record
- Fill in the details:
| Field | Description | Required |
|---|---|---|
| Vehicle | Which vehicle was serviced | Yes |
| Date | When service occurred | Yes |
| Type | Type of maintenance | Yes |
| Description | What was done | Yes |
| Cost | Service cost | No |
| Mileage | Odometer at time of service | No |
- Click Save
Types of Maintenance
Common maintenance categories:
- Oil Change
- Tire Service
- Brake Service
- Engine Repair
- Electrical Work
- Body Work
- Inspection
- Other
Viewing Maintenance History
For each vehicle, view:
- All past maintenance
- Total maintenance costs
- Service frequency
- Upcoming scheduled service
Fuel Tracking
Recording Fuel Purchases
- Select the Fuel Payments tab
- Click Create New Record
- Enter fuel purchase details:
| Field | Description | Required |
|---|---|---|
| Vehicle | Which vehicle | Yes |
| Date | Purchase date | Yes |
| Amount | Liters/gallons purchased | No |
| Cost | Total cost | Yes |
| Mileage | Current odometer | No |
- Click Save
Fuel Analysis
Track fuel efficiency:
- Cost per vehicle
- Consumption rates
- Monthly fuel expenses
- Fuel cost trends
Fuel Reports
Generate reports showing:
- Total fuel costs by period
- Fuel costs per vehicle
- Efficiency comparisons
Accident Records
Recording an Accident
- Select the Accidents tab
- Click Create New Record
- Enter incident details:
| Field | Description | Required |
|---|---|---|
| Vehicle | Which vehicle | Yes |
| Date | When it occurred | Yes |
| Description | What happened | Yes |
| Location | Where it occurred | No |
| Damage Assessment | Extent of damage | No |
| Cost | Repair costs | No |
- Click Save
Accident Documentation
Keep records of:
- Police reports
- Insurance claims
- Photos
- Witness information
Third-Party Services
Track services from external providers:
- Select the Third Party tab
- Record external services:
- External maintenance
- Contracted repairs
- Specialty services
- Track costs and vendors
Stock Management
Parts and Supplies
Track inventory of:
- Spare parts
- Supplies
- Tools
- Equipment
Adding Stock Items
- Go to Stock Management
- Click Create New Stock Item
- Enter item details:
- Name
- Quantity
- Unit cost
- Reorder level
Stock Movements
Track when items are:
- Added to inventory
- Used for maintenance
- Transferred between locations
All Stock Movements
The All Stock Movements tab provides a comprehensive view of all stock transactions across your inventory.
Viewing Stock Movements
- Select the All Stock Movements tab
- View the complete history of stock transactions
- Filter by date, item, or movement type
Movement Types
| Type | Description |
|---|---|
| In | Stock added to inventory |
| Out | Stock removed/used |
| Transfer | Stock moved between locations |
| Adjustment | Manual inventory correction |
Movement Details
Each movement record includes:
- Date and time of movement
- Stock item affected
- Quantity changed
- Movement type
- Notes or reason
Using Stock Movements
Stock movements help you:
- Track inventory usage patterns
- Identify discrepancies
- Audit stock changes
- Plan reorders based on usage
Low Stock Alerts
Set minimum levels:
- Get notified when stock is low
- Ensure parts are available
- Plan purchases ahead
Reports
Access the Reports tab in the Inventory module for comprehensive fleet analytics.
Maintenance Reports
View:
- Maintenance costs by vehicle
- Service frequency
- Cost trends
- Scheduled vs. unscheduled repairs
Fuel Reports
View:
- Fuel expenses by vehicle
- Monthly consumption
- Cost per kilometer/mile
- Fuel efficiency comparisons
Comprehensive Fleet Reports
Combine data for:
- Total fleet costs
- Cost per vehicle
- Efficiency metrics
- Budget planning
Accessing Inventory Reports
- Go to Inventory > Reports
- Select the report type
- Choose date range and filters
- View or export the report
Best Practices
Regular Recording
- Log maintenance immediately after service
- Record fuel purchases promptly
- Document accidents right away
Accurate Data
- Enter correct mileage readings
- Track actual costs
- Include detailed descriptions
Scheduled Maintenance
- Set up maintenance schedules
- Track when service is due
- Prevent breakdowns with regular care
Cost Analysis
- Review costs regularly
- Compare vehicles
- Identify high-cost vehicles
- Plan replacements
Common Issues
"Vehicle not in dropdown"
- Check the vehicle exists in inventory
- Verify it's set to active
- Add the vehicle if missing
"Report totals seem wrong"
- Check date filters
- Verify all records are entered
- Look for duplicate entries
"Stock levels incorrect"
- Review recent movements
- Check for unrecorded usage
- Perform physical inventory count
Next Steps:
- Vehicle Management - Manage vehicle records
- Driver Details - Track driver information
- Accounting Reports - Financial reporting