Execute Three-Tier Maintenance Approvals and Sign-Off

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Execute Three-Tier Maintenance Approvals and Sign-Off within SmartERP.

Multi-tier approval workflow based on estimated repair costs: Dispatcher, Fleet Manager, and Finance/General Manager authorization.

{screenshot:three-tier-maintenance-approval-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:three-tier-maintenance-approval-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:three-tier-maintenance-approval-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:three-tier-maintenance-approval-transaction-processing-state}

Internal Control Governance on Fleet Repairs#

To prevent fraudulent repair inflation and unauthorized external garage expenses, SmartERP enforces a strict three-tier financial approval hierarchy based on estimated repair quotation amounts:

Tier 1: Up to 15,000 ETB    -> Fleet Dispatcher / Workshop Supervisor Approval
Tier 2: 15,001 - 75,000 ETB -> Fleet Operations Manager Approval
Tier 3: Above 75,000 ETB    -> Finance Director / General Manager Approval

Procedure: Submitting for Higher Approval#

1. The Head Mechanic inspects the vehicle and enters estimated labor and spare parts costs on the maintenance job card.
2. If total cost is 92,000 ETB, the system automatically routes the order to Waiting for GM Approval.
3. The General Manager reviews the external garage pro-forma invoice and vehicle service history.
4. Click Approve. The work order status advances to Approved for Repair.
5. Upon completion, the Workshop Supervisor conducts a road test and clicks Validate & Close.

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#