Vehicle
Overview
Vehicle – Business Overview
The Vehicle document is used in Dafater to register and manage all company-owned, leased, or controlled vehicles. It serves as the single source of truth for vehicle-related information and supports operational planning, cost control, compliance, and accountability across the organization.
Purpose in Business Operations
The Vehicle document helps businesses: - Maintain a complete and accurate record of each vehicle - Track vehicle availability and assignment - Support transport, delivery, sales, service, or field operations - Monitor vehicle-related costs, usage, and responsibilities - Ensure compliance with internal policies and external regulations
By centralizing vehicle information, businesses can make informed decisions about fleet utilization, maintenance planning, and cost management.
Prerequisites and Setup Requirements
Before using the Vehicle document, businesses should ensure: - Company structure and locations are already defined - Employees, drivers, or departments responsible for vehicles are set up - Vehicle categories or types (such as car, truck, van, motorcycle) are clearly defined internally - Basic policies exist for vehicle usage, assignment, and responsibility
This preparation ensures that vehicle records are consistent and meaningful across the organization.
Typical Workflow and Business Fit
Vehicle Registration
Each vehicle is recorded in Dafater with its key identification and ownership details.Assignment and Usage
Vehicles are assigned to employees, departments, or specific business activities such as deliveries, site visits, or client services.Operational Tracking
The Vehicle record supports daily operations by helping teams know which vehicles are available, in use, or assigned.Ongoing Review and Updates
Vehicle information is updated over time to reflect changes such as reassignment, condition updates, or status changes.
The Vehicle document acts as a foundational setup record that supports many operational and administrative processes.
Key Business Scenarios Where Vehicle Is Essential
Logistics and Delivery Operations
Managing vehicles used for transporting goods or services.Sales and Field Teams
Assigning vehicles to staff who travel for client visits or site work.Service and Maintenance Operations
Tracking vehicles used by technicians or service personnel.Cost and Asset Control
Understanding how company vehicles are distributed and utilized.Compliance and Accountability
Clearly identifying who is responsible for each vehicle at any time.
Important Considerations for Users
- Always keep Vehicle records accurate and up to date to avoid confusion or misuse.
- Assign clear responsibility for each vehicle to improve accountability.
- Review vehicle usage regularly to identify underutilized or overburdened assets.
- Use consistent naming and categorization for easier reporting and analysis.
- Treat the Vehicle document as a long-term business asset record, not a one-time entry.
In summary, the Vehicle document is a critical setup record in Dafater that supports efficient fleet management, operational clarity, and responsible use of company vehicles across the business.
Basic Information
- Module: Setup
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| license_plate | License Plate | Data | ✓ | - | Official registration number identifying the vehicle. |
| make | Make | Data | ✓ | - | Manufacturer or brand of the vehicle. |
| model | Model | Data | ✓ | - | Specific model name of the vehicle. |
| last_odometer | Odometer Value (Last) | Int | ✓ | - | Most recent recorded odometer reading. |
| acquisition_date | Acquisition Date | Date | - | Date the vehicle was acquired by the company. | |
| location | Location | Data | - | Current physical location or branch of the vehicle. | |
| chassis_no | Chassis No | Data | - | Unique chassis identification number for the vehicle. | |
| vehicle_value | Vehicle Value | Currency | - | Current monetary value of the vehicle. | |
| employee | Employee | Link | Employee | Employee assigned primary responsibility or usage of the vehicle. | |
| insurance_company | Insurance Company | Data | - | Name of the insurance provider covering the vehicle. | |
| policy_no | Policy No | Data | - | Insurance policy number associated with the vehicle. | |
| start_date | Start Date | Date | - | Insurance coverage start date for the vehicle. | |
| end_date | End Date | Date | - | Insurance coverage end date for the vehicle. | |
| fuel_type | Fuel Type | Select | ✓ | Petrol, Diesel, Natural Gas, Electric | Type of fuel used by the vehicle. |
| uom | Fuel UOM | Link | ✓ | UOM | Unit of measure for tracking fuel consumption. |
| carboncheckdate | Last Carbon Check | Date | - | Date of last carbon emission compliance check. | |
| color | Color | Data | - | Exterior color of the vehicle. | |
| wheels | Wheels | Int | - | Number of wheels on the vehicle. | |
| doors | Doors | Int | - | Number of doors available on the vehicle. | |
| amended_from | Amended From | Link | Vehicle | Original vehicle record from which this entry was amended. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Delivery User | ✓ | |||||
| Fleet Manager | ✓ | ✓ | ✓ | ✓ | ||
| Delivery Manager | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Delivery Trip | Linked from | Stock |
| Vehicle Log | Linked from | HR |
| Employee | Links to | Setup |
| UOM | Links to | Setup |
| Vehicle | Links to | Setup |