Fleet Quick Start: Onboard a Vehicle and Log Services

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Fleet Quick Start: Onboard a Vehicle and Log Services within SmartERP.

Step-by-step 15-minute walkthrough to register a vehicle, assign a driver, log fuel, schedule service, and set insurance.

{screenshot:quick-start-overview-dashboard}

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.

{screenshot:quick-start-app-switcher-navigation}

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.

{screenshot:quick-start-record-creation-form}

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.

{screenshot:quick-start-transaction-processing-state}

Prerequisites & Target Objective#

Before beginning this walkthrough, ensure you have:

1. User rights assigned for Fleet / User or Fleet / Administrator.
2. An active driver partner record created in Contacts / Employees.
3. A vehicle model configured (e.g., Toyota Land Cruiser 76 Hardtop).

Expected Result: A fully registered vehicle master record with baseline odometer reading, assigned driver, active insurance policy alert, and an initial maintenance schedule.

Step 1: Register the Vehicle Master#

1. Navigate to Fleet > Vehicles > Vehicles and click New.
2. Model: Select Toyota Land Cruiser 76 Hardtop.
3. License Plate: Enter the official registration plate (e.g., 3-B12345 AA).
4. Driver: Select the designated primary driver (e.g., Alemayehu Tadesse).
5. Chassis Number (VIN): Enter the 17-character VIN (e.g., JT111JA7608012345).
6. Odometer Value: Enter current baseline reading: 14,500 km.
7. Click Save.

[fleet-vehicle-lifecycle]

Step 2: Configure the Preventative Service Interval#

1. On the vehicle form, switch to the Services tab and click Add a line (or open Fleet > Configuration > Service Types).
2. Select Standard Oil & Filter Service (5,000 km).
3. Set the trigger rule: Every 5,000 km or Every 3 Months.
4. The system calculates the next scheduled service target at 19,500 km.

Step 3: Record a Fuel Log Entry#

1. In the vehicle header, click the Fuel Logs smart button.
2. Click New.
3. Date: Today's date.
4. Liter: 85.0 Liters.
5. Total Price: 8,500.00 ETB.
6. Odometer: 15,100 km.
7. Fuel Vendor / Station: Select TotalEnergies Bole Roundabout.
8. Click Save. SmartERP calculates consumption: $600\text{ km} / 85\text{ L} = 7.06\text{ km/L}$.

Step 4: Record Third-Party Insurance Policy#

1. Return to the vehicle form and click Insurance / Contracts.
2. Click New.
3. Contract Type: Third-Party Insurance.
4. Insurer: Ethiopian Insurance Corporation (EIC).
5. Policy Number: TP/2026/09874.
6. Start Date: 2026-09-11, Expiration Date: 2027-09-10.
7. Annual Premium: 4,250.00 ETB.
8. Click Save. The system activates automated renewal reminders 30 days prior to expiration.

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#