Vehicle Document
Vehicle Document 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, Vehicle
When to Use This Form
- When users need to create, review, or update Vehicle Document.
- 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 Operations / Vehicle Document.
- 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 Document. Use a consistent pattern so users can search and sort the data easily. | Required |
Vehicle
vehicleid |
Vehicle stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Document Type
documenttype |
Document Type stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Document Number
documentnumber |
Document Number stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Issued Date
issueddate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Expiry Date
expirydate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
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 Document. Use a consistent pattern so users can search and sort the data easily. | Required |
Vehicle
vehicleid |
Vehicle stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Document Type
documenttype |
Document Type stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Document Number
documentnumber |
Document Number stores information needed by Vehicle Document. Fill it in according to the company data standard. | Required |
Issued Date
issueddate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Expiry Date
expirydate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Reminder Date
reminderdate |
Date used for recording, filtering, or reporting this data. Check the period before saving. | Optional |
Quantity
amount |
Amount used in calculation and reporting. Review the value before saving. | Optional |
Image
images |
Image stores information needed by Vehicle Document. 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 Operations / Vehicle Document
/form/vehicledocument