Issue Vehicle Spare Parts via Ethiopian Model 20 SIV

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Issue Vehicle Spare Parts via Ethiopian Model 20 SIV within SmartERP.

Integrating workshop maintenance with inventory stores, issuing spare parts via Model 20 SIV, and recording core returns.

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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.

{screenshot:spare-parts-and-store-vouchers-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:spare-parts-and-store-vouchers-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:spare-parts-and-store-vouchers-transaction-processing-state}

Statutory Spare Parts Issuance#

Workshop mechanics must never obtain vehicle spare parts, tires, or lubricants from central enterprise stores without an official Store Issue Voucher (Model 20 SIV) authorized by the workshop supervisor.

Procedure: Requisitioning Parts on a Job Card#

1. Open the active Fleet Maintenance Order.
2. Switch to the Required Parts tab.
3. Click Add a line and select required items:
   • Brake Pad Set Front - Toyota LC76: Quantity 1.
   • Heavy Duty Shock Absorber Rear: Quantity 2.
   • Engine Oil 15W40 CI-4: Quantity 8 Liters.
4. Click Generate Store Requisition (SIV).
5. The central warehouse receives the picking transfer stamped with the vehicle plate number and project analytic account.
6. The Storekeeper validates the picking, printing official Model 20 SIV documentation.
7. Costs are expensed directly against the vehicle's maintenance ledger.

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#