Vehicle Log

Overview

Vehicle Log — Business Overview

Vehicle Log is a business document used to record and manage the daily usage of company-owned or company-managed vehicles. It helps organizations maintain control over vehicle movements, monitor usage patterns, and ensure accountability for fuel, mileage, and driver responsibility. In Dafater, Vehicle Log supports transparent vehicle operations and reliable reporting for administrative and HR-related decisions.

Purpose in Business Operations

Vehicle Log is used to: - Track when and how company vehicles are used
- Record driver details, trip purpose, distance traveled, and time
- Support cost control related to fuel, maintenance, and vehicle wear
- Provide documented evidence for audits, reimbursements, and internal reviews

By maintaining accurate vehicle records, businesses can reduce misuse, manage operating costs, and improve fleet efficiency.

Prerequisites and Setup Requirements

Before using Vehicle Log effectively, the following should be in place: - Company vehicles should be identified and assigned for business use
- Employees or drivers responsible for vehicles should be clearly defined
- Basic policies for vehicle usage, fuel responsibility, and approvals should be established
- Responsibility for reviewing and approving vehicle records should be assigned

These preparations ensure that Vehicle Log entries are consistent, reliable, and useful for decision-making.

Typical Workflow and Business Process Fit

A vehicle is assigned for a specific business purpose (official visit, delivery, client meeting, etc.).
The driver or responsible employee records trip details in the Vehicle Log.
Information such as date, purpose, start and end readings, and driver name is captured.
The record is reviewed by a supervisor or administrator for accuracy and compliance.
Approved logs are later used for expense tracking, vehicle performance analysis, or audits.

This workflow integrates smoothly into daily operations involving transportation, logistics, fieldwork, or administrative travel.

Key Business Scenarios Where Vehicle Log Is Essential

Employee transportation tracking for sales teams, field staff, or site visits
Fleet management to monitor usage frequency and vehicle workload
Fuel and cost analysis to identify inefficiencies or excessive usage
Compliance and audit support with documented travel history
Dispute resolution related to vehicle damage, misuse, or unauthorized trips

In these scenarios, Vehicle Log serves as a trusted operational record.

Important Considerations for Users

Entries should be recorded promptly to ensure accuracy
Trip purpose should be clearly stated to justify business use
Mileage and time details must be consistent to support cost analysis
Regular reviews help detect misuse or unusual patterns
Clear internal guidelines improve employee compliance and data quality

When used consistently, Vehicle Log becomes a valuable management tool rather than just a record-keeping form.

In summary, Vehicle Log in Dafater helps organizations maintain visibility, accountability, and control over vehicle usage, supporting better operational planning and cost management across the business.

Basic Information

Module: HR
Document Type: Document

Fields

Field Name	Label	Type	Required	Options	Description
naming_series	Series	Select	✓	HR-VLOG-.YYYY.-	Auto-generated Dafater reference series for vehicle log records
license_plate	License Plate	Link	✓	Vehicle	Vehicle identification linked from Dafater vehicle master
employee	Employee	Link	✓	Employee	Employee responsible for or using the vehicle
model	Model	Read Only		-	Vehicle model fetched automatically from Dafater vehicle record
make	Make	Read Only		-	Vehicle manufacturer fetched automatically from Dafater vehicle record
date	Date	Date	✓	-	Date of vehicle usage, fueling, or service activity
odometer	Current Odometer value	Int	✓	-	Current vehicle odometer reading at time of entry
last_odometer	Last Odometer Value	Int	✓	-	Previous recorded odometer reading for comparison
fuel_qty	Fuel Qty	Float		-	Quantity of fuel filled during this transaction
price	Fuel Price	Currency		-	Total fuel cost recorded for this log entry
supplier	Supplier	Link		Supplier	Fuel or service supplier linked from Dafater supplier records
invoice	Invoice Ref	Data		-	Supplier invoice or receipt reference number
service_detail	service_detail	Table		Vehicle Service	Detailed vehicle service items recorded in Dafater
amended_from	Amended From	Link		Vehicle Log	Original vehicle log reference if this entry amends earlier record

Child Tables

service_detail (Vehicle Service)

Field Name	Label	Type	Required	Options	Description
service_item	Service Item	Link	✓	Vehicle Service Item	Linked Dafater vehicle service item to be performed
type	Type	Select	✓	, Inspection, Service, Change	Defines Dafater service category such as inspection or change
frequency	Frequency	Select	✓	, Mileage, Monthly, Quarterly, Half Yearly, Yearly	Specifies Dafater service recurrence based on time or mileage
expense_amount	Expense	Currency	✓	-	Estimated Dafater cost incurred for this vehicle service

Permissions

Role	Read	Write	Create	Delete	Submit	Cancel
Fleet Manager	✓	✓	✓	✓	✓	✓

DocType	Relationship	Module
Expense Claim	Linked from	HR
Employee	Links to	Setup
Supplier	Links to	Buying
Vehicle	Links to	Setup
Vehicle Log	Links to	HR