Vehicle Management

Enterprise fleet and transport operations covering vehicles, drivers, trips, live GPS tracking, fuel management, maintenance, smart dispatch, compliance alerts, and automated GL posting for operating costs.

Overview

The Vehicle Management System (VMS) in EGKits SaaS V10 delivers a complete fleet operations platform connected to General Ledger, HR, Inventory, and the platform notification engine. It supports multi-company operations with seeded master data, Arabic and English UI, live map tracking, and export-ready reports.

Open the module from the Apps menu — it routes directly to the Fleet Dashboard at /vms.

Master data setup

Before planning trips, confirm the following master data is in place (seeded automatically for new companies):

Area	Purpose
GL posting rules	Fuel expense, maintenance expense, and fleet clearing accounts mapped to chart of accounts
Vehicle types and statuses	Classification for utilization, compliance, and lifecycle reporting
Route templates	Reusable routes with waypoints for recurring deliveries or service runs
Maintenance plans	Preventive service intervals by date or odometer

Navigate to VMS → Vehicles, Drivers, Routes, and Maintenance to review or extend seeded values for your organization.

Vehicles and drivers

Vehicle register

Each vehicle supports:

• Vehicle code, plate number, make/model, and status (Active, In Maintenance, Out of Service, Retired)
• Odometer tracking with service-due alerts by date or kilometer
• Compliance documents (license, insurance, registration) with expiry monitoring
• Document attachments and full audit history

Driver management

Drivers include license number and expiry, assignment history, violation records (with severity), and performance scorecards blending safety, punctuality, and trip completion reliability.

Trip creation and start are blocked when a vehicle is unavailable or a driver is ineligible (expired license, suspended status, or already on an active trip).

Trip lifecycle

Stage	Description
Plan	Schedule vehicle, driver, route, and time window with planning-time eligibility checks
Start	Confirm availability, update odometer, and begin GPS position ingest
In progress	Live telemetry, route adherence, and SLA monitoring
Complete	Record actual distance, duration, and costs; release vehicle and driver
Cancel	Capture reason and audit trail

Smart dispatch

When planning a trip, use Smart Suggest to rank available vehicle + driver pairs by availability, maintenance headroom, license compliance, proximity to route start, utilization balance, and driver conduct.

SLA automation

A background alert sweep detects trips overdue to start or complete (configurable grace period) and expired or expiring vehicle documents and driver licenses. Delay alerts are sent once per trip to avoid duplicate notifications.

Live GPS and routes

• Live map shows active vehicle positions from search and telemetry data
• Route templates define waypoints for recurring operations
• Telemetry ingest accepts GPS positions during active trips for map replay and distance validation

Fuel management

Record fuel fills with liters, cost, odometer, and fuel type. The system detects anomalies (unexpected consumption patterns) and surfaces:

• Fleet-wide and per-vehicle efficiency (km/L)
• Deviation from expected consumption
• Trend direction and actionable recommendations
• Recent anomaly list on the Fuel Logs page

Fuel transactions post automatically to General Ledger through configured posting rules.

Maintenance

• Work orders for corrective and preventive maintenance with labor and parts cost
• Service due alerts when next service date or odometer threshold is reached
• Stalled work order detection in the Fleet Action Center for orders open more than seven days
• Completed work orders post maintenance expense to GL

Fleet Action Center

The dashboard Action Center aggregates everything needing attention into a prioritized worklist:

Severity	Examples
Critical	Expired documents or licenses, service overdue, trip running late
Warning	Expiring compliance items, service due soon, overdue trip start, fuel anomalies, stalled work orders
Info	Idle vehicles with no recent trips

Each item links directly to the relevant VMS page (Vehicles, Drivers, Trips, Maintenance, Fuel).

Reporting and analytics

Report	Location	Notes
Dashboard	/vms	Utilization, fuel cost, maintenance cost, compliance counts, cost trends
Daily trips	/vms/reports	Trip volume and on-time performance
Vehicle usage	/vms/reports	Distance and utilization by vehicle
Route performance	/vms/reports	Planned vs actual metrics
Driver activity	/vms/reports	Trips, distance, and violations
Driver scorecards	/vms/reports	Safety, punctuality, and composite ratings
Maintenance	/vms/reports	Work order cost and downtime

All report tabs support Export CSV for offline analysis. Reports integrate with the platform Report Center for scheduled delivery.

General Ledger integration

VMS posts automatically to GL through configured posting rules:

• Fuel expense on fuel log posting
• Maintenance expense on work order completion
• Fleet clearing accounts for cost allocation

Ensure fiscal periods are open in General Ledger before posting fleet transactions.

Permissions and navigation

Assign VMS permissions (dashboard, vehicles, drivers, trips, routes, fuel logs, maintenance, reports, live map) through Identity & Access Management.

The module uses a single Apps menu entry point with in-module navigation — consistent with Fixed Assets and other enterprise modules.

Recommended rollout

1. Review seeded GL posting rules and fleet master data.
2. Register vehicles with compliance documents and service schedules.
3. Onboard drivers with valid licenses and assignments.
4. Create route templates for recurring operations.
5. Run a pilot trip with telemetry and validate fuel/maintenance GL postings.
6. Train dispatchers on Smart Suggest and the Fleet Action Center.

Troubleshooting

Issue	Resolution
VMS page not found (/vms)	Confirm the module is enabled and the user has VMS permissions; clear browser cache after platform updates
Trip start blocked (409 Conflict)	Check vehicle status, driver license expiry, and overlapping active trips
Fuel or maintenance GL not posted	Verify posting rules and open fiscal period in General Ledger
Live map shows no positions	Confirm trip is started and telemetry ingest endpoint is receiving positions
Action Center empty but alerts expected	Review expiry notice days and idle-day thresholds on the action-center API
Child entity save error (concurrency)	Ensure platform is on the latest VMS build with EF child-entity configuration fixes

Related guides

• Material Control — Inventory and warehouse operations
• General Ledger — Chart of accounts, journals, and period close
• Fixed Assets — Asset lifecycle and maintenance linkage
• HR & Payroll — Employee records and driver HR context
• Reports — Report Center and scheduled reporting

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