User Manual: Vehicle Log
1. Overview
The Vehicle Log module in ERPNext's Fleet Management enables users to record and track vehicle usage, fuel consumption, service details, and associated expenses. It ensures accurate data capture for efficient fleet operation and cost management.
2. Key Features
- Log vehicle usage with odometer readings
- Record fuel refilling details and suppliers
- Track vehicle servicing and associated expenses
- Generate expense claims directly from vehicle logs
- Auto-update vehicle odometer records
3. Pre-Requisites
- Vehicle records created in the "Vehicle" DocType
- Employee records created in the "Employee" DocType
- Appropriate permissions for accessing and submitting Vehicle Logs
4. Step-by-Step Usage
Create a New Vehicle Log
- Go to Fleet Management > Vehicle Log > New
- Select License Plate and Employee
- Enter Date and Odometer Reading
Enter Refuelling Details (if applicable)
- Input Fuel Qty, Fuel Price, Supplier, and Invoice Reference
Add Service Details
- Under Service Details, add rows for each service item
- Select Service Item, Type, Frequency, and Expense Amount
Submit the Log
- Click Save, then Submit
- Vehicle's last odometer is updated automatically
Make Expense Claim
- After submission, click Make Expense Claim
- Expense Claim is generated with total cost of fuel and services
5. Script Customizations
- On Refresh: Auto-fetch vehicle make and model based on license plate.
- Expense Claim Button: Triggers creation of Expense Claim document with service and fuel expenses.
- Validation: Ensures all fields in service details are filled if any are provided.
6. Troubleshooting (Common Errors and Resolutions)
| Error | Cause | Resolution |
|---|---|---|
| "Service Item, Type, frequency and expense amount are required" | Incomplete service detail row | Ensure all fields in the service row are filled |
| "Expense Claim already exists for the Vehicle Log" | Duplicate expense claim attempt | Verify existing claims before retrying |
| Vehicle make/model not fetched | License plate not set or invalid | Check license plate entry and vehicle record |
7. User Roles and Permissions
- Fleet Manager: Full access including create, submit, and delete logs, create expense claims.
- Other roles: As per system settings, view-only or restricted access.
8. Key Notes
- Ensure correct and current odometer readings to maintain data accuracy
- One expense claim per vehicle log is allowed
- Service items are selectable from predefined options
- Customization possible for service items and frequency options via DocType settings