Fleet

Before you start: fleet account setup

Purpose: before the first posting, the module must be linked to the chart of accounts from the Accounts settings screen. Without these two accounts the system refuses to post, with a clear message.

Vehicles

Route: Fleet › Vehicles — /fleet/vehicles

Purpose: an identity card for each vehicle in the fleet. Create it once when the vehicle enters service, then return to update registration/insurance dates and operating status. Every trip and every expense is later recorded against a vehicle from this list.

List columns

Add / edit screen fields

Buttons: Save / Save & New / Back, plus a record notes panel beside the form for follow-up notes on the vehicle.

Expiry alerts

The registration expiry and insurance expiry dates are permanent columns in the list. Make reviewing them a monthly habit: sort the list ascending on either column so the vehicles closest to expiry come first, and renew before the deadline. The system does not block operating a vehicle with an expired registration — monitoring is the fleet supervisor's responsibility.

FAQ

I sold a truck — should I delete it? If it has any expenses the system refuses deletion to preserve history — untick "Active" and set the status to "Out of service".

Does setting a vehicle to "In maintenance" block recording trips on it? No; the status is descriptive, for tracking. What hides the vehicle from pickers is deactivating it.

Where does the "Expenses total" column come from? It is the sum of the "Vehicle expenses" documents recorded against this vehicle (it does not include trip expenses recorded inside trip documents).

Drivers

Route: Fleet › Drivers — /fleet/drivers

Purpose: the driver register. A driver is linked to his usual vehicle from the Vehicles screen, and each trip is attributed to its driver so you know who drove every load — and can track driving-license expiries.

Fields

Expiry alerts

The License expiry column is always visible in the list — sort on it regularly to spot licenses close to expiry before assigning trips to their driver.

FAQ

Is the driver mandatory on a trip? No, the trip's driver field is optional — but filling it is a prerequisite for driver performance reports.

A driver left the company — what should I do? Unassign him from the vehicle, then untick "Active". His historical trips stay attributed to him.

Does a driver get a custody account in the chart of accounts? The module does not create an account per driver; cash advances are handled from the cash box and settled with actual expenses when the trip is closed (see the example on the Trips screen).

Trips (loads)

Route: Fleet › Trips — /fleet/trips

Purpose: the trip is the revenue unit — the load notebook, digitized: each load has Freight (revenue) lines, Trip expenses lines and a Net after the load strip. The document has two states: an editable, deletable Draft, then Posted after pressing "Post", which locks it and generates its journal entry.

Trip list

Columns: trip no (TRIP-00001…), start date, vehicle, trip description, freight total, expenses total, net (with totals under the numeric columns), and status. Row buttons: edit/view; View entry for posted trips; delete for drafts.

Document header fields

Freight lines and expense lines

Below the two grids sits the totals strip: Freight total − Expenses total = Net after the load (updated live).

Workflow

1. From the trip list press Create — a draft document opens; its number is generated on save.
2. Pick the vehicle and driver, and enter the trip description and the route (from / to).
3. Enter the freight lines (the trip fare) and any expenses spent on it.
4. Save keeps it an editable draft — convenient until the trip is finished and actual expenses are known.
5. When delivery is complete, fill the end date, update expenses with actuals, then press Post.
6. After posting the document is locked; review its entry with the View entry button.

Journal entry on posting (Dr/Cr)

The net cash effect equals the net after the load. If the trip has no revenue (or no expenses), only the existing leg is created.

Full worked example: a trip with a driver advance

A steel load from Riyadh to Jeddah with a fare of 4,500. Before departure the cashier hands the driver a 600 fuel advance. The driver returns with actual fuel receipts of 540 and hands 60 back to the cash box.

1. Create the trip: vehicle, driver, description "Steel haul", from "Riyadh" to "Jeddah", and save it as a draft on departure day.
2. Freight line: "Steel load fare" for 4,500.
3. After return and settlement: one expense line of type Fuel, description "Trip fuel – advance settlement", amount 540 (the actual, not the 600 handed over).
4. The strip shows: freight total 4,500 − expenses total 540 = net after the load 3,960.
5. Fill the end date and press Post.

The generated entry:

Validation and common mistakes

FAQ

I posted a trip with a wrong amount — how do I fix it? A posted document is locked. The accountant makes an adjusting/reversing entry from the journal entries screen, and you create a correct trip if needed.

The freight is on credit to a customer, not cash — how do I record it? The trip's entry hits the chosen cash box. For credit freight, record the trip when it is collected, or let the accountant handle the receivable with a manual entry on the customer's account.

Can a trip have only expenses and no revenue? Yes (an empty return leg, for example) — one expense line is enough, and the net will be negative.

When is the trip number generated? On first save, as a TRIP-00001 sequence per branch. The activity log (who created, who edited) shows at the bottom of the document.

Vehicle expenses

Route: Fleet › Vehicle Expenses — /fleet/expenses

Purpose: record expenses that belong to the vehicle itself rather than to a specific load: periodic maintenance, tyres, insurance, workshop repairs, general refueling… Expenses of a specific trip belong in the "Trip expenses" lines inside the trip document itself.

List columns

The only row button is View entry — because the document is posted the moment it is saved (see the warning below).

Add screen fields

Journal entry (Dr/Cr)

FAQ

Do I record trip fuel here or on the trip? If it belongs to a specific load, inside the trip (so it enters its net); if it is a general refuel or maintenance, here. Never record it in both places.

The expense is on credit from a workshop (supplier)? This screen pays from a cash account only. For a credit expense use the purchasing cycle or a manual entry on the supplier's account.

Where do I see each vehicle's total expenses? The "Expenses total" column in the vehicle list, and the "Expenses by type" chart on the module dashboard.

Reading profitability: a full month for one truck

Purpose: this is how the three screens combine to tell you whether a truck is really profitable. Example: truck VEH-003 (plate 1234 TRK) during January:

1. Open the trip list and filter by the vehicle and the date range — the totals rows under the columns give you freight, expenses and net directly.
2. Open vehicle expenses and filter by the same vehicle and month — the amount column's total is the operating cost.
3. Subtract: trips' net − vehicle expenses = the truck's true profit.

On the module dashboard (Home › fleet dashboard) you get, for the chosen period: KPIs for freight, expenses (trips + vehicles combined), net and active-vehicle count, a "net per trip" chart, an "expenses by type" donut, and the latest trips.

The module's journal-entry summary