Vehicle

The Vehicle is a crucial component of the Vehicle Booking Process in ERPNext. Vehicles need to be created in the system before they can be assigned to any ride. The vehicle details should be accurately entered to ensure proper management and assignment.

Steps for Creating and Managing Vehicles in ERPNext

1. Navigate to the Vehicle Module

• Open ERPNext.
• Go to the Vehicle Module.
• You can either:
  • Click on VCM Vehicle under the module.
  • Or search for VCM Vehicle in the Awesome Bar to access the vehicle section.

2. View Existing Vehicles

• In the VCM Vehicle, you can view all the vehicles that are or were part of the Vehicle Booking.

3. Add a New Vehicle

To add a new vehicle to the system, follow these steps:

a. Enter Vehicle Details

• Registration Number: Enter the vehicle's registration number.
• Registration Date: Select the date the vehicle was registered.
• Chassis No: Enter the vehicle's chassis number.
• Engine Number: Enter the vehicle's engine number.
• Curb Weight: Enter the total weight of the vehicle along with its equipment.
• Wheelbase: Enter the horizontal distance between the centers of the front and rear wheels of the vehicle.
• Engine Capacity (CC): Enter the engine's capacity in cubic centimeters (CC).
• Fitness Upto: Select the date until the vehicle's fitness is valid.
• Make: Select the Company name of the vehicle.
• Model: Enter the model of the vehicle.
• Body Type: Choose the body type (e.g., Sedan, SUV, Hatchback).
• Fuel Type: Select the fuel type (e.g., Petrol, Diesel, EV, CNG).
• BS Category: Select the BS (Bharat Stage) category (e.g., BS-3 or below, BS6, Hybrid).
• Color: Select the vehicle's color.
• Seating Capacity: Choose the seating capacity (e.g., 5-Seater, 7-Seater).

b. Attach Image

• Attach Image: Upload an image of the vehicle.

c. Additional Vehicle Information

• Cost Center: Assign a cost center to the vehicle if necessary.
• Owner Name: Enter the owner's name.
• Actual Cost: Enter the actual cost of the vehicle.

d. Hypothecation Details (Optional)

• If the vehicle is under hypothecation (pledged as collateral for a loan):
  • Check the box Vehicle under Hypothecation.
  • Enter the following details:
    • Loan Start Date: Select the start date of the loan.
    • Loan End Date: Select the end date of the loan.
    • Loan Tenure (Months): Enter the loan tenure in months.
    • Bank Name: Enter the name of the bank that issued the loan.
    • Bank City: Enter the city where the bank is located.

e. Other Vehicle Information

• NCR Entry Allowed: Check the box if the vehicle is allowed to enter NCR (National Capital Region).
• Condition: Rate the condition of the vehicle (e.g., Excellent, Good, Fair, Poor).
• Status: Select the vehicle's current status (e.g., Active, Inactive, Maintenance).
• Location: Enter the location where the vehicle is parked or belongs (e.g., Vrindavan, Noida).

4. Save and Submit the Vehicle

• After entering all the details, click Save to save the vehicle information.
• Once saved, click Submit to complete the process and make the vehicle ready for assignment.

5. Vehicle Ready for Assignment

• After the vehicle is successfully created and submitted, it will be available for assignment to a ride order.

Additional Notes

• Vehicle Condition should be updated regularly to reflect the actual state of the vehicle (Active, Inactive, or under Maintenance).
• Ensure that all details (such as Registration Number, Chassis No, Engine Number, and Hypothecation Information) are accurate and complete for proper vehicle management.
• If the vehicle is under hypothecation, the loan details must be provided to avoid discrepancies.
• The Location field is important to track where the vehicle is physically located.