Vehicle Records

In ERPNext, the Vehicle Booking Module allows you to manage critical records related to vehicle operations, including Vehicle Challan, Vehicle Maintenance, Vehicle Insurance, and Vehicle Pollution Details. These records are essential for keeping track of vehicle conditions, compliance, and maintenance.

You can access all of these records from the Vehicle Booking Module or search them directly in the Awesome Bar.

1. Vehicle Challan

Purpose: Record and manage challans issued to vehicles.

Fields:

Challan Number: Unique identifier for the challan.
Challan Type: Select the type of challan (e.g., Overspeed, Drunk & Drive, etc.).
Challan Date: Date when the challan was issued.
Status: Current status (e.g., Payable, Paid, In Court).
Location: Location where the violation occurred.
Mode of Challan: How the challan was issued (e.g., CCTV, Physical).
Receipt Upload: Upload the challan receipt if available.
Paid By: Organization or Driver (who paid the fine).
Vehicle: Select the vehicle (system auto-fills related details).
Driver: Select the driver associated with the challan.
Fine Amount: Enter the amount of the fine.
Payment Date: Date when the fine was paid.
Remarks: Additional details or notes related to the challan.

Actions:

Save and Submit after entering details.

2. Vehicle Maintenance

Purpose: Record and manage the maintenance activities for the vehicles.

Fields:

Vehicle: Select the vehicle (system auto-fills related details).
Service Date: Date when the service/maintenance occurred.
Maintenance Type: Type of service (e.g., AC Service, General Service, etc.).
Odometer Reading (in KMs): Odometer reading at the time of maintenance.
Status: Current status of the maintenance (e.g., Scheduled, In Progress).
Workshop Name: Name of the workshop performing the maintenance.
Total Amount: Total cost of the maintenance service.
Attach Bill/Invoice: Upload the bill or invoice for the service.
Problem Description: Brief description of the issue being addressed.

Insurance Claim (Optional):

Insurance Claim Used?: Tick this box if an insurance claim was involved.
- Insurance Company: Name of the insurance company.
- Claim Number: Claim reference number.
- Claim Amount: Amount claimed.
- Claim Status: Status of the claim (e.g., Approved, Rejected).
- Paid by Insurance: Amount paid by the insurance company.
- Paid by Organization: Amount paid by the organization.
- Claim Remarks: Additional remarks on the claim.

Actions:

Save and Submit after entering details.

3. Vehicle Insurance Details

Purpose: Manage vehicle insurance information and coverage details.

Fields:

Vehicle: Select the vehicle (system auto-fills related details).
BS Category: Select the Bharat Stage (BS) category (e.g., BS-3, BS6, Hybrid).
Upload Document: Upload the insurance policy document.
Insurance Company: Enter the name of the insurance company.
Insurance Type: Select the type of insurance (e.g., Third Party, Comprehensive).
Third-Party: Tick if the insurance is third-party.
Policy Number: Enter the insurance policy number.
Policy Start Date: Enter the start date of the policy.
Policy Expiry Date: Enter the expiry date of the policy.
Vehicle IDV: Insured Declared Value (IDV) of the vehicle.
Amount Paid: Total premium amount paid for the insurance policy.

Extra Coverage Options (Optional):

Zero Depreciation Cover
Engine Protection Cover
Return to Invoice (RTI) Cover
No Claim Bonus (NCB) Protection
Roadside Assistance (RSA)
Consumables Cover
Key Replacement Cover
Daily Allowance
Tyre Protect Cover
Loss of Personal Belongings
Passenger Personal Accident Cover
EMI Protection Cover

Actions:

Save and Submit after entering details.

4. Vehicle Pollution Details

Purpose: Track pollution and PUC compliance for vehicles.

Fields:

Vehicle: Select the vehicle (system auto-fills related details).
Emission Standard: Select the emission standard (e.g., BS4, BS6).
PUC Certificate Number: Enter the Pollution Under Control certificate number.
Issued Date: Enter the date when the PUC certificate was issued.
Expiry Date: Enter the expiry date of the PUC certificate.
Document Upload: Upload the PUC certificate document.
Pollution Amount: Amount paid for pollution certification (if applicable).
Validity Period: Select the validity period (e.g., 1 year, 6 months).
Remarks: Additional remarks related to pollution control.

Actions:

Save and Submit after entering details.

Additional Notes:

Regular Updates: Ensure all vehicle records are updated regularly to maintain compliance and ensure smooth operations.
Document Uploads: Always upload clear and legible documents for challans, maintenance invoices, insurance policies, and pollution certificates.
Record Accuracy: Be sure that all fields, particularly those related to financials (fine amounts, maintenance costs, insurance premiums), are accurately filled to avoid discrepancies.

Special Notification

Email reminders for expiry dates are sent as follows:

Insurance, Pollution, Driver License: 30 days, 15 days, 7 days before expiry, then daily from 7 days before until the last date.

Quick Recap:

All records—Challan, Maintenance, Insurance, and Pollution Details—are managed within the Vehicle Booking Module.
Ensure vehicle-related documents are uploaded where required for easy reference and record-keeping.
Save and Submit records to make them active in the system.