Vehicle
Vehicle is used to maintain master data that becomes a reference for transactions, reports, filters, or other settings.
Used By
Administrator or module owner
Data Type
master data
Search Keys
Code, Plate Number
When to Use This Form
- When users need to create, review, or update Vehicle.
- When this data needs to be available as a choice in transactions, reports, filters, or settings.
- When existing data needs correction because policies, accounts, prices, contacts, or operating rules have changed.
Before You Start
- Make sure the user has access to this menu and the related reference data has already been prepared.
- Check required fields first, especially codes, names, dates, accounts, customers, suppliers, products, divisions, or departments.
- If the form uses active status, confirm the status before saving so the data appears in the correct selections.
Workflow
- Open Fleet / Fleet Masters / Vehicle.
- Create a new record, or select an existing record when the data needs to be corrected.
- Fill in the required fields and complete supporting information that helps search, reporting, or transaction processing.
- Review the code, name, status, accounts, grouping, and other references before saving.
- Click Save. If the application shows a validation message, follow the message until the data is saved successfully.
Key Fields
| Field | User Explanation | Status |
|---|---|---|
Code
id |
Unique code used to identify Vehicle. Use a consistent pattern so users can search and sort the data easily. | Required |
Plate Number
platenumber |
Plate Number stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Vehicle Model
modelid |
Vehicle Model stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Fuel Type
fueltypeid |
Fuel Type stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Ownership Type
ownershiptype |
Ownership Type stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Vehicle Status
vehiclestatus |
Status that controls whether the data can be used in new transactions or selections. | Required |
Details and Relationships
- Most master-data forms are used as references by other forms. Changes may affect future transactions and reports.
- Audit fields are filled in automatically by the application and help support teams trace changes.
After Saving
- Active data can appear as a choice in transactions, reports, filters, or settings that use this reference.
- Changes are normally used for new activity. Historical documents remain available for review.
- If required data is incomplete or inconsistent, the application rejects the save and shows a validation message.
Common Issues
- Data cannot be saved: complete required fields and read the validation message shown by the application.
- Data does not appear in selection or search: check active status, access rights, filters, and the search keyword.
- Duplicate code or name: use the existing record when it should be corrected, or use a different code for a new record.
- Report values do not match: recheck reference data, accounts, dates, transaction status, and related filters.
Available Fields
The list below summarizes the fields available in this form. Field labels follow the English UI language file used by the application.
| Field | User Explanation | Status |
|---|---|---|
Code
id |
Unique code used to identify Vehicle. Use a consistent pattern so users can search and sort the data easily. | Required |
Plate Number
platenumber |
Plate Number stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Vehicle Model
modelid |
Vehicle Model stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Fuel Type
fueltypeid |
Fuel Type stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Ownership Type
ownershiptype |
Ownership Type stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Vehicle Status
vehiclestatus |
Status that controls whether the data can be used in new transactions or selections. | Required |
Division
division |
Business unit or branch related to this record. Choose the correct division before saving. | Optional |
Department
department |
Department, warehouse, work location, or cost center related to this record. | Optional |
Odometer Unit
odometerunit |
Odometer Unit stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Transmission Type
transmissiontype |
Transmission Type stores information needed by Vehicle. Fill it in according to the company data standard. | Required |
Purchase Date
acquisitiondate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Disposal Date
disposaldate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Insurance Expiry Date
insuranceexpirydate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Registration Expiry Date
registrationexpirydate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Inspection Expiry Date
inspectionexpirydate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Name
name |
Name shown in selections, transactions, and reports. Use wording that is clear for daily users. | Optional |
Default Driver
defaultdriverid |
Default Driver stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Current Odometer
currentodometer |
Current Odometer stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Total Hours Used
hourused |
Amount used in calculation and reporting. Review the value before saving. | Optional |
Manufacture Year
yearmanufacture |
Manufacture Year stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Model Year
yearmodel |
Model Year stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
VIN
vin |
VIN stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Chassis Number
chassisnumber |
Chassis Number stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Engine Number
enginenumber |
Engine Number stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
License Number
licensenumber |
License Number stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Color
color |
Color stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Purchase Value
purchasevalue |
Purchase Value stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Insurance Number
insurancenumber |
Insurance Number stores information needed by Vehicle. Fill it in according to the company data standard. | Optional |
Notes
notes |
Additional explanation for users who need context when reviewing this record. | Optional |
Created By
usercreate |
Audit information filled in automatically when the record is created. | Optional |
Updated By
useredit |
Audit information filled in automatically when the record is updated. | Optional |
Menu Location
- Fleet / Fleet Masters / Vehicle
/form/vehicle
Quick Create from Search Fields
If the + icon appears next to a search field, users can complete vehicle references directly from this form without interrupting fleet setup.
Employee
Available on the Default Driver field. If the assigned default driver does not exist yet in the employee master, click + and continue the same vehicle setup.