Manage Fuel Logs, Vouchers, and Consumption Benchmarks

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Manage Fuel Logs, Vouchers, and Consumption Benchmarks within SmartERP.

Recording fuel purchases, TotalEnergies/NOC/Ola coupons, telematics fuel calibration, and detecting fuel theft.

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2. Prerequisites & Security Access Groups#

• Required Modules: fleet, smarterp_fleet_operations, smarterp_fleet_insurance
• Security Groups:
  • Fleet Operator (Technical ID: fleet.group_fleet_user)
  • Fleet Administrator / Transport Manager (Technical ID: fleet.group_fleet_manager)
• Master Data Dependencies: Vehicle asset cards, license plate registry, fuel cards, driver profiles, scheduled maintenance intervals, and third-party insurance policies.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Fleet app icon.
4. From the top navigation bar, open Fleet → Vehicles → Fleet Registry / Odometer Logs / Service Logs / Insurance Policies.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • License Plate & Vehicle Model (Mandatory): Official Ethiopian registration plate number and chassis VIN
   • Assigned Driver (Mandatory): Licensed company employee or authorized transport driver
   • Current Odometer Reading (Mandatory): Kilometer milestone verified against vehicle dashboard
   • Insurance Policy Reference (Mandatory): Mandatory Ethiopian third-party insurance certificate details
3. Configure optional operational parameters and localized tags as required:
   • Fuel Card Identifier (Optional): Designated commercial petroleum electronic fuel card number
   • Service Workshop Vendor (Optional): Approved maintenance garage or internal fleet workshop
   • Vehicle Department / Cost Center (Optional): Analytic account absorbing vehicle operating expenditures
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Available → Dispatched / En Route → In Workshop → Service Completed → Available).
• Ledger & System Impact: Service invoices and fuel receipts debit fleet vehicle operational expense accounts and credit vendor payables or fuel imprest accounts.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Fuel Expenditure Control#

Fuel represents between 35% and 55% of total fleet operating costs in Ethiopia. Controlling fuel consumption requires strict verification of fuel purchase receipts, corporate fuel card statements, and vehicle fuel efficiency benchmarks.

Procedure: Entering a Fuel Log#

1. Navigate to Fleet > Operations > Fuel Logs and click New.
2. Vehicle: Select the vehicle plate.
3. Purchased Liters: Enter quantity (e.g., 65.0 L).
4. Total Price: Total purchase amount in ETB.
5. Odometer at Fill-up: Enter the odometer reading at the fuel pump.
6. Payment Mode:
   • Corporate Fuel Card (e.g., Total Card, NOC Card).
   • Cash / Telebirr Corporate disbursement.
   • Central Yard Depot Tank pump meter.
7. Click Save.

Anomaly Detection & Theft Investigation#

SmartERP compares actual km/L against the vehicle model's engineering standard:

• Standard: 8.5 km/L.
• Tolerance Threshold: ±15% (allowing for traffic congestion or rough off-road terrain).
• If actual consumption falls below 6.5 km/L, the system flags an Excessive Consumption Alert, routing the log to the Fleet Manager for audit and possible fuel siphon investigation.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Fleet: Trigger preventive maintenance intervals (fleet.ir_cron_service_interval): Runs daily to alert transport officers when vehicles approach service kilometer thresholds
  • Insurance: Alert expiring third-party liability policies (fleet.ir_cron_insurance_alert): Runs weekly to flag insurance policies expiring within 30 days
• Custom Print Templates & Reports:
  • Vehicle Preventive Maintenance Work Order
  • Fleet Fuel Consumption & Mileage Analysis (km/L)
  • Third-Party Liability & Comprehensive Insurance Schedule
  • Driver Incident & Vehicle Lifecycle Cost Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#