User Base Records
Different User Records in Vehicle Booking Module
In the Vehicle Booking Module of ERPNext, different user records play a critical role in the management of vehicle bookings, ride orders, and related activities. This page outlines how to create and manage user records, external travel agencies, and related settings in the ERP system.
1. Vehicle Department Management
Purpose: Manage vehicle department details and mark a department as disabled if necessary.
Steps:
- Go to the Vehicle Booking Module in ERPNext.
- Find the Vehicle Department section.
- Click on Add to create a new vehicle department.
- Enter the Department Name.
- If you need to disable a department, tick the checkbox for Disabled.
Actions:
- Save: Click Save to create the department record.
2. Vehicle Booking Users
Purpose: Add users to the Vehicle Booking module with necessary details.
Steps:
- Go to the Vehicle Booking Module and select Vehicle Booking Users.
- Click on Add User to create a new user.
- Fill in the following user details:
User Fields:
- Name: Enter the name of the user.
- Contact: Enter the contact number of the user.
- Email: Enter the user’s email address.
- Department: Select the department from the list of Vehicle Departments.
- Employee Type: Select the employee category:
- Category A: GM/VP
- Category B: Manager Devotee
- Category C: Executive
Important Note: The user must be created in ERPNext with the same email ID as entered here.
Automatic Approval:
- If the user has the Admin department and Category A designation, their Ride Order will be automatically approved.
Actions:
- Save: Click Save to create the user record.
3. External Travel Agency Vehicle
Purpose: Manage external travel agencies that provide vehicles for booking.
Steps:
- Go to the External Travel Agency Vehicle section in the Vehicle Booking Module.
- Click on Add to create a new travel agency record.
- Fill in the following details:
Travel Agency Fields:
- Travel Agency: Enter the name of the travel agency.
- Travel Agency Number: Enter the contact number of the travel agency.
- Owner Name: Enter the name of the travel agency owner.
4. Driver Management
Purpose: Add and manage driver records associated with external travel agencies.
Steps:
- Go to the Driver section under External Travel Agency Vehicle.
- Click on Add to create a new driver record.
- Fill in the following details:
Driver Fields:
- EMP ID: Enter the driver’s employee ID.
- Driver Name: Enter the driver’s name.
- Mobile: Enter the driver’s mobile number.
- DOB: Enter the driver’s date of birth.
- Driver License Number: Enter the driver’s license number.
- Disable: If the driver should be disabled, tick the Disable checkbox.
- Driver License Issue Date: Enter the issue date of the driver’s license.
- Driver License Expiry Date: Enter the expiry date of the driver’s license.
- Cost Center: Select the cost center for the driver.
- Email: Enter the driver’s email address.
Important Note: The driver must be created in ERPNext with the same email ID as entered here.
5. Vehicle Booking Settings
Purpose: Configure system settings for vehicle booking notifications and approvals.
Settings:
- Enable Email Notifications: Select Yes or No to enable email notifications for ride orders and bookings.
- Enable WhatsApp Notifications: Select Yes or No to enable WhatsApp notifications.
- Emergency Contact Number: Enter the emergency contact number for urgent issues related to vehicle bookings.
- Ride Order CC: Specify the email addresses to be CC’ed on ride orders.
Different User Records in Vehicle Booking Module
Overview
In the Vehicle Booking Module of ERPNext, different user records play a critical role in the management of vehicle bookings, ride orders, and related activities. This page outlines how to create and manage user records, external travel agencies, and related settings in the ERP system.
1. Vehicle Department Management
Purpose: Manage vehicle department details and mark a department as disabled if necessary.
Steps:
- Go to the Vehicle Booking Module in ERPNext.
- Find the Vehicle Department section.
- Click on Add to create a new vehicle department.
- Enter the Department Name.
- If you need to disable a department, tick the checkbox for Disabled.
Actions:
- Save: Click Save to create the department record.
2. Vehicle Booking Users
Purpose: Add users to the Vehicle Booking module with necessary details.
Steps:
- Go to the Vehicle Booking Module and select Vehicle Booking Users.
- Click on Add User to create a new user.
- Fill in the following user details:
User Fields:
- Name: Enter the name of the user.
- Contact: Enter the contact number of the user.
- Email: Enter the user’s email address.
- Department: Select the department from the list of Vehicle Departments.
- Employee Type: Select the employee category:
- Category A: GM/VP
- Category B: Manager Devotee
- Category C: Executive
Important Note: The user must be created in ERPNext with the same email ID as entered here.
Automatic Approval:
- If the user has the Admin department and Category A designation, their Ride Order will be automatically approved.
Actions:
- Save: Click Save to create the user record.
3. External Travel Agency Vehicle
Purpose: Manage external travel agencies that provide vehicles for booking.
Steps:
- Go to the External Travel Agency Vehicle section in the Vehicle Booking Module.
- Click on Add to create a new travel agency record.
- Fill in the following details:
Travel Agency Fields:
- Travel Agency: Enter the name of the travel agency.
- Travel Agency Number: Enter the contact number of the travel agency.
- Owner Name: Enter the name of the travel agency owner.
4. Driver Management
Purpose: Add and manage driver records associated with external travel agencies.
Steps:
- Go to the Driver section under External Travel Agency Vehicle.
- Click on Add to create a new driver record.
- Fill in the following details:
Driver Fields:
- EMP ID: Enter the driver’s employee ID.
- Driver Name: Enter the driver’s name.
- Mobile: Enter the driver’s mobile number.
- DOB: Enter the driver’s date of birth.
- Driver License Number: Enter the driver’s license number.
- Disable: If the driver should be disabled, tick the Disable checkbox.
- Driver License Issue Date: Enter the issue date of the driver’s license.
- Driver License Expiry Date: Enter the expiry date of the driver’s license.
- Cost Center: Select the cost center for the driver.
- Email: Enter the driver’s email address.
Important Note: The driver must be created in ERPNext with the same email ID as entered here.
5. Vehicle Booking Settings
Purpose: Configure system settings for vehicle booking notifications and approvals.
Settings:
- Enable Email Notifications: Select Yes or No to enable email notifications for ride orders and bookings.
- Enable WhatsApp Notifications: Select Yes or No to enable WhatsApp notifications.
- Emergency Contact Number: Enter the emergency contact number for urgent issues related to vehicle bookings.
- Ride Order CC: Specify the email addresses to be CC’ed on ride orders.
6. Ride ALM (Approval Level Management)
Purpose: Configure the approval process for ride orders by adding departments, employee types, and approvers.
Steps:
- Navigate to Ride ALM in the Vehicle Booking Settings section.
- If it's your first time setting up, click Add to configure the approval levels.
- If you have already configured approval levels, click Add Row to add a new department or category.
- Define the following details:
- Department: Select the department responsible for approval.
- Employee Type: Choose the category of employee for approval (e.g., Category A, B, C).
- Ride Type: Specify the ride type (e.g., Local, Intercity).
- L3 Approver: Select the L3 approver (Level 3 Approver).
- Final Approver: Select the Final Approver who will give the final approval for the ride order.
Actions:
- Save: Click Save to apply the changes.
Additional Notes:
- User Creation: Ensure that every user, driver, and external travel agency is also created in ERPNext with the same email ID.
- Department-Based Approvals: Ride orders will follow the approval flow based on the department and employee category settings.
- External Agencies: External travel agency vehicles are handled separately, and drivers associated with them must be managed within the system.
Quick Recap:
- Vehicle Departments: Create and manage vehicle departments, with the option to disable departments.
- Vehicle Booking Users: Create and manage users within the vehicle booking module, ensuring the user exists in ERPNext with the same email ID.
- External Travel Agencies: Manage external agencies and their associated vehicles and drivers.
- Ride ALM: Configure the approval levels for ride orders, based on departments, employee types, and approvers.