Configure Vehicle Master Records and Plate Registry

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Configure Vehicle Master Records and Plate Registry within SmartERP.

Vehicle master setup: Ethiopian plate categories (Code 1/2/3/UN/ET), VIN verification, GPS tracking, and technical specifications.

{screenshot:vehicle-master-and-asset-tagging-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:vehicle-master-and-asset-tagging-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:vehicle-master-and-asset-tagging-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:vehicle-master-and-asset-tagging-transaction-processing-state}

Ethiopian License Plate Classification#

SmartERP categorizes vehicles according to Federal Transport Authority registration plates:

• Code 1 (Red / Yellow): Government and public service vehicles.
• Code 2 (Blue / White): Commercial passenger vehicles (taxis, city buses).
• Code 3 (Green / White): Commercial freight trucks and privately owned business vehicles.
• ET (Blue / Yellow): Federal Ethiopian Government ministries and state-owned enterprises.
• UN / CD (Red / Green): United Nations agencies and accredited diplomatic missions.

Procedure: Creating an Asset-Linked Vehicle#

1. Navigate to Fleet > Vehicles > Vehicles and click New.
2. Identification Section:
   • Enter License Plate with regional prefix (e.g., 3-B45210 AA for Addis Ababa).
   • Enter Chassis / VIN Number and Engine Number.
3. Asset Tagging & Fixed Asset Link:
   • In the Accounting tab, link the vehicle to its Fixed Asset Card (account.asset).
   • SmartERP synchronizes monthly depreciation schedules directly with vehicle TCO reports.
4. Engine & Fuel Parameters:
   • Transmission: Manual 5-Speed / Automatic.
   • Fuel Type: Diesel / Gasoline / Electric.
   • Fuel Tank Capacity: 130 Liters.
   • Target Fuel Consumption: 8.5 km/L.
5. Click Save.

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#