Changes for page Fleet Management

Last modified by Zyndly Kent Baja on 2026/06/20 12:49

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From 3.2 to 3.1

From version 3.1

edited by Leo Garcia
on 2026/06/20 12:43

Change comment: Update LiveTable

To version 1.1

edited by Leo Garcia
on 2026/06/20 12:12

Change comment: Update LiveTable

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--Fleet Management
++fleet-management

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Description

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--= Cirquolus Fleet Management System =
++**Cirquolus Fleet Management System** is a module of Cirquolus ERP designed to manage company vehicles, trip tickets, fuel usage, driver assignments, logistics requests, and trip liquidation. It provides a centralized workflow for recording vehicle movement, monitoring trip status, tracking operational expenses, and maintaining accountability across drivers, dispatchers, approvers, and accounting personnel.
--== Overview ==
++The system supports the full fleet transaction cycle, from trip request creation to approval, dispatch, trip completion, liquidation, and reporting. Each trip ticket can include assigned vehicle details, driver information, destination, purpose, mileage, fuel consumption, expenses, attachments, remarks, and approval history.
--**Cirquolus Fleet Management System** is a core module of **Cirquolus ERP** designed to manage the full operational lifecycle of company vehicles, driver assignments, trip tickets, fuel usage, logistics requests, vehicle maintenance, service requests, trip liquidation, and fleet-related reporting. It provides a centralized platform where companies can record, monitor, approve, track, and audit every activity involving company vehicles and transportation resources.
--
--The system is built for organizations that operate multiple vehicles across different branches, departments, warehouses, job sites, delivery routes, or field operations. It helps replace manual logbooks, paper-based trip tickets, scattered approval records, informal driver instructions, and disconnected maintenance files with a structured digital workflow.
--
--Through Cirquolus Fleet Management, every vehicle movement can be properly documented from the moment a trip is requested until it is approved, dispatched, completed, liquidated, reviewed, and reported. The system gives management visibility over vehicle usage, driver accountability, fuel consumption, maintenance activities, operating expenses, vehicle availability, and compliance with company fleet policies.
--
--== Purpose ==
--
--The main purpose of the Cirquolus Fleet Management System is to help companies maintain control over their fleet operations. Vehicles are important company assets, and their use directly affects logistics, operations, delivery performance, customer service, field work, inventory movement, and operating cost. Without a centralized system, it becomes difficult to know where vehicles are assigned, who used them, what purpose they served, how much fuel was consumed, what expenses were incurred, and whether each trip was properly approved and liquidated.
--
--Cirquolus Fleet Management provides a complete digital record of fleet activity. It allows companies to monitor vehicle usage, reduce unauthorized trips, control fuel and maintenance costs, track trip-related expenses, manage vehicle condition, and maintain complete documentation for audit, accounting, and management review.
--
--The system also supports accountability across different users involved in fleet operations, including drivers, requesters, dispatchers, fleet administrators, maintenance personnel, approvers, accounting staff, branch personnel, and management.
--
--== Scope of the System ==
--
--Cirquolus Fleet Management covers the main areas of fleet operations, including:
--
--* Vehicle records and vehicle master data
--* Driver assignment and driver accountability
--* Trip ticket creation and approval
--* Vehicle dispatch and trip monitoring
--* Fuel usage tracking
--* Logistics requests
--* Trip expenses and liquidation
--* Preventive and periodic maintenance
--* Maintenance triage and engineering work
--* Vendor service and outsourced repairs
--* Service requests
--* Vehicle availability monitoring
--* Attachments, remarks, and approval history
--* Fleet reports and operational review
--
--The system is designed to support both daily operational activity and long-term fleet management. It can be used for simple vehicle dispatching, formal trip approval, delivery support, field work, maintenance planning, expense validation, and management reporting.
--
--== Vehicle Management ==
--
--The vehicle record serves as the foundation of the fleet module. Each company vehicle may be registered in the system with important details such as vehicle name, plate number, branch, vehicle type, model, capacity, assigned driver, status, ownership details, registration information, insurance details, odometer reading, fuel type, and remarks.
--
--Having a complete vehicle profile allows the company to monitor which units are active, available, under maintenance, assigned, restricted, or unavailable. It also helps management review vehicle usage history, repair history, fuel consumption, and overall operating cost per unit.
--
--Vehicle records may also be used as reference data in trip tickets, logistics requests, service requests, maintenance records, fuel transactions, and liquidation reports.
--
--== Driver Assignment ==
--
--The system allows vehicles to be linked to drivers, requesters, dispatchers, or responsible personnel. Driver assignment helps establish accountability whenever a vehicle is used for a trip, delivery, transfer, site visit, field work, emergency service, or other operational activity.
--
--Each trip ticket can record the assigned driver, branch, destination, purpose, trip schedule, odometer readings, fuel details, expenses, and completion remarks. This creates a clear record of who used the vehicle, when it was used, where it went, and why it was dispatched.
--
--Driver accountability is important for controlling vehicle misuse, validating fuel consumption, monitoring driving patterns, reviewing trip delays, and supporting investigations when accidents, delays, or unusual expenses occur.
--
--== Trip Ticket Management ==
--
--Trip ticket management is one of the main workflows of the Cirquolus Fleet Management System. A trip ticket is the official record used to request, approve, dispatch, monitor, and close a vehicle trip.
--
--A trip ticket may include the requested vehicle, driver, branch, destination, purpose of travel, schedule, passenger or cargo details, starting odometer, ending odometer, fuel details, expenses, attachments, remarks, and approval history.
--
--The trip ticket process ensures that vehicle movement is authorized and documented. It reduces informal vehicle usage and gives fleet administrators a reliable way to track vehicle assignments.
--
--A typical trip ticket may go through the following stages:
--
--1. The requester creates a trip request.
--1. The request is reviewed by the authorized approver.
--1. The trip is approved, rejected, returned, or cancelled.
--1. The vehicle and driver are assigned.
--1. The vehicle is dispatched for the approved purpose.
--1. The driver completes the trip and records actual details.
--1. Expenses, fuel usage, and supporting documents are submitted.
--1. The trip is liquidated and reviewed.
--1. The completed trip becomes part of the vehicle and driver history.
--
--== Trip Approval and Dispatch ==
--
--The approval process helps the company control vehicle usage before dispatch. Depending on company policy, trip tickets may require approval from a supervisor, branch head, fleet administrator, operations manager, or other authorized personnel.
--
--Approval may be based on the purpose of the trip, vehicle availability, driver availability, urgency, destination, estimated cost, operational need, and compliance with internal policy.
--
--Once approved, the trip can be dispatched. Dispatching confirms that the vehicle is authorized for use and that the driver has been assigned. This stage helps prevent unauthorized vehicle movement and allows the fleet team to monitor active trips.
--
--== Trip Monitoring ==
--
--The system helps monitor trip status from request to completion. Management can identify which trips are pending, approved, dispatched, ongoing, completed, cancelled, rejected, or for liquidation.
--
--Trip monitoring improves visibility over daily vehicle operations. Instead of relying on manual updates or verbal coordination, users can check the system to determine vehicle availability, trip progress, and pending actions.
--
--Trip monitoring may include:
--
--* Pending trip requests
--* Approved trips for dispatch
--* Vehicles currently assigned to trips
--* Completed trips pending liquidation
--* Cancelled or rejected trips
--* Trips with missing attachments or expenses
--* Trips requiring review by accounting or management
--
--== Fuel Usage Tracking ==
--
--Fuel is one of the major operating costs in fleet management. Cirquolus Fleet Management allows fuel usage to be recorded and reviewed as part of the trip or vehicle transaction.
--
--Fuel records may include the vehicle, driver, branch, fuel type, quantity, amount, station, receipt, odometer reading, trip reference, and remarks. This helps management monitor fuel consumption and compare fuel usage against distance traveled, vehicle type, trip frequency, and assigned driver.
--
--Fuel tracking helps detect unusual consumption patterns, undocumented fuel purchases, excessive fuel usage, and possible misuse of company resources.
--
--== Trip Expenses and Liquidation ==
--
--Trip liquidation is the process of recording and validating actual expenses incurred during a completed trip. This may include fuel, toll fees, parking fees, meals, accommodation, repairs, emergency expenses, and other approved trip-related costs.
--
--The liquidation process allows accounting or authorized personnel to review submitted expenses, check receipts, validate attachments, compare approved amounts against actual expenses, and close the trip transaction.
--
--A liquidation record may include:
--
--* Trip ticket reference
--* Driver
--* Vehicle
--* Destination
--* Purpose
--* Approved budget
--* Actual expenses
--* Receipts or attachments
--* Fuel cost
--* Toll and parking fees
--* Other charges
--* Excess or shortage
--* Remarks
--* Review and approval history
--
--This supports proper expense control and helps ensure that company funds are used only for valid operational purposes.
--
--== Logistics Requests ==
--
--The fleet module can support logistics-related requests where vehicles are needed for delivery, transfer, pickup, site deployment, warehouse movement, or field service. These requests may be linked to trip tickets and vehicle dispatch.
--
--Logistics requests help coordinate the movement of goods, personnel, documents, equipment, and other company resources. When integrated with other Cirquolus ERP modules, fleet activity may support inventory, purchasing, warehousing, sales, field operations, or branch transfer processes.
--
--== Vehicle Maintenance ==
--
--Fleet management is not limited to vehicle dispatch. It also includes keeping vehicles safe, operational, and roadworthy. Vehicle maintenance records help the company track repairs, inspections, preventive maintenance, periodic maintenance, outsourced service, parts replacement, and maintenance costs.
--
--Maintenance activity may start from a driver report, service request, scheduled maintenance, inspection result, accident report, or management review. Once recorded, maintenance requests can be assessed, prioritized, approved, assigned, executed, completed, and added to the vehicle history.
--
--The system helps management identify vehicles that frequently break down, units with high repair cost, vehicles requiring replacement, and maintenance activities that are overdue or pending.
--
--Related maintenance pages:
--
--* [[Maintenance Engineering>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Maintenance%20Engineering/]]
--* [[Maintenance Triage>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Maintenance%20Triage/]]
--* [[Maintenance Vendor Service>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Maintenance%20Vendor%20Service/]]
--* [[Periodic Maintenance>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Periodic%20Maintenance/]]
--* [[Preventive Maintenance>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Preventive%20Maintenance/]]
--* [[Service Requests>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Service%20Requests/]]
--
--== Service Requests ==
--
--A service request is the formal intake process for reporting vehicle issues or requesting fleet-related support. It may involve repair, inspection, maintenance, vendor service, towing, cleaning, parts replacement, registration assistance, or other vehicle-related concerns.
--
--The [[Service Requests>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Service%20Requests/]] page provides a more detailed explanation of how service requests are created, reviewed, prioritized, approved, assigned, completed, and closed.
--
--Service requests help standardize how users report concerns. Instead of relying on verbal instructions or informal messages, the system provides a traceable record of the request, including the requester, vehicle, issue description, urgency, attachments, assigned personnel, status, cost, and completion details.
--
--== Maintenance Triage ==
--
--Maintenance triage is used to review and classify vehicle issues before repair work begins. It helps determine whether a vehicle concern is critical, high priority, medium priority, or low priority.
--
--The [[Maintenance Triage>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Maintenance%20Triage/]] process is important because not all vehicle issues require the same response. Some issues may require immediate vehicle pull-out, while others may be scheduled for future maintenance.
--
--Triage helps the company make better decisions by evaluating safety impact, operational impact, urgency, repair complexity, cost, and vehicle availability. It prevents unsafe dispatching and ensures that serious issues receive immediate attention.
--
--== Maintenance Engineering ==
--
--Maintenance engineering refers to the actual technical execution of repair, inspection, servicing, diagnosis, parts replacement, testing, and completion documentation.
--
--The [[Maintenance Engineering>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Maintenance%20Engineering/]] page covers the stage where the approved maintenance request is handled by the internal mechanic, engineer, or maintenance personnel.
--
--This process includes vehicle inspection, diagnosis, repair execution, parts usage, labor recording, cost documentation, quality checking, and vehicle release. It ensures that repairs are properly performed and that the vehicle is safe before returning to operations.
--
--== Maintenance Vendor Service ==
--
--Some maintenance activities require external service providers. These may include dealership service, specialized diagnostics, engine repair, transmission repair, air-conditioning service, body repair, tire replacement, towing, or outsourced preventive maintenance.
--
--The [[Maintenance Vendor Service>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Maintenance%20Vendor%20Service/]] process manages vendor selection, quotation, approval, vehicle turnover, service monitoring, invoice recording, acceptance, and final vehicle release.
--
--This helps the company control outsourced maintenance costs, compare vendor performance, validate completed repairs, monitor warranty coverage, and maintain supporting documents such as quotations, invoices, receipts, and service reports.
--
--== Preventive Maintenance ==
--
--Preventive maintenance is planned maintenance performed before vehicle problems become serious. It may include regular inspections, oil checks, filter replacement, brake checks, tire inspection, battery inspection, fluid checks, and general vehicle safety review.
--
--The [[Preventive Maintenance>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Preventive%20Maintenance/]] page explains how the company can schedule and monitor maintenance activities intended to prevent unexpected breakdowns.
--
--Preventive maintenance helps extend vehicle lifespan, improve road safety, reduce downtime, lower major repair costs, and keep vehicles ready for daily dispatch.
--
--== Periodic Maintenance ==
--
--Periodic maintenance is scheduled servicing based on a defined interval, such as mileage, date, engine hours, usage cycle, or company policy. It ensures that vehicles are serviced at regular intervals even when no immediate issue has been reported.
--
--The [[Periodic Maintenance>>url:https://wiki.cirquolus.com/bin/view/fleet-management/Vehicle%20Maintenance/Periodic%20Maintenance/]] page explains how maintenance schedules are created, monitored, executed, completed, and updated.
--
--Periodic maintenance helps maintain consistent service compliance and reduces the risk of missed servicing, overdue inspection, and avoidable vehicle failure.
--
--== Vehicle Availability ==
--
--The system helps track whether a vehicle is available, assigned, dispatched, under maintenance, released to vendor, waiting for parts, restricted, or unavailable.
--
--Vehicle availability is important because dispatchers and operations teams need to know which vehicles can be used at any given time. A vehicle that is under maintenance should not be assigned to a trip. A vehicle waiting for parts should not be dispatched. A vehicle released with restrictions should only be used under specific conditions.
--
--By maintaining vehicle availability status, the company can avoid scheduling conflicts, unsafe dispatching, and delays caused by inaccurate vehicle records.
--
--== Accountability and Audit Trail ==
--
--Cirquolus Fleet Management supports accountability by maintaining records of requests, approvals, assignments, changes, attachments, remarks, and completion details.
--
--Each transaction may include information about who created the request, who approved it, who assigned the vehicle, who drove the vehicle, who submitted expenses, who performed maintenance, who accepted vendor service, and who closed the transaction.
--
--This creates a clear audit trail that can be used for internal review, accounting validation, compliance checking, investigation, and management reporting.
--
--== Attachments and Documentation ==
--
--Fleet transactions often require supporting documents. These may include trip photos, receipts, fuel receipts, repair invoices, vendor quotations, inspection forms, accident photos, service reports, warranty documents, registration documents, and other attachments.
--
--The system allows these documents to be linked to the relevant transaction so that users do not need to search through separate folders, emails, chat messages, or physical files.
--
--Proper documentation helps support expense validation, audit review, vendor accountability, warranty claims, and management decisions.
--
--== Multi-Branch Fleet Operations ==
--
--Cirquolus Fleet Management is designed to support companies operating across multiple branches or locations. Vehicles may be assigned to specific branches, and users may access fleet transactions based on their role, branch, or permission.
--
--Multi-branch support allows management to review fleet activity per branch while still maintaining centralized visibility. This is useful for companies with vehicles assigned to different locations, warehouses, service areas, delivery hubs, or field operations.
--
--Branch-based fleet monitoring helps identify which branches have high vehicle usage, frequent maintenance issues, higher fuel expenses, or operational delays.
--
--== Integration with Other Cirquolus ERP Modules ==
--
--The fleet module can integrate with other Cirquolus ERP modules when vehicle activity affects other business processes.
--
--Fleet activity may connect with:
--
--* Inventory, when vehicles are used for stock transfer or delivery
--* Purchasing, when parts or vendor services need procurement
--* Payables, when vendor invoices require payment processing
--* Accounting, when trip expenses and liquidations must be reviewed
--* Warehousing, when deliveries or transfers require vehicle dispatch
--* Logistics, when movement of goods or personnel must be coordinated
--* HR or employee records, when drivers and requesters are linked to employee profiles
--* Approval workflows, when trip tickets or maintenance requests need authorization
--
--This integration helps reduce duplicate encoding and keeps fleet-related activity connected to the wider ERP process.
--
--== Common Users ==
--
--The system may be used by several types of users depending on company structure.
--
--=== Drivers ===
--
--Drivers may be responsible for receiving assigned trips, recording trip details, reporting vehicle issues, submitting fuel records, attaching receipts, and completing trip-related information.
--
--=== Dispatchers ===
--
--Dispatchers may review trip requests, assign vehicles, monitor active trips, coordinate drivers, and check vehicle availability.
--
--=== Fleet Administrators ===
--
--Fleet administrators manage vehicle records, driver assignments, trip tickets, service requests, maintenance records, vendor services, and fleet reports.
--
--=== Approvers ===
--
--Approvers review and approve trip requests, maintenance requests, vendor quotations, fuel requests, liquidation records, and other fleet-related transactions.
--
--=== Maintenance Personnel ===
--
--Maintenance personnel handle vehicle inspection, diagnosis, repair, preventive maintenance, periodic maintenance, engineering work, quality checks, and vehicle release.
--
--=== Accounting Personnel ===
--
--Accounting personnel may review trip liquidation, expense claims, receipts, vendor invoices, fuel records, and cost reports.
--
--=== Management ===
--
--Management can use the system to review fleet performance, operating cost, vehicle availability, maintenance trends, driver accountability, and branch-level fleet activity.
--
--== Key Information Captured ==
--
--The system may capture the following information across fleet transactions:
--
--* Vehicle name
--* Plate number
--* Vehicle type
--* Branch
--* Driver
--* Requester
--* Approver
--* Dispatcher
--* Trip purpose
--* Destination
--* Start date and time
--* End date and time
--* Starting odometer
--* Ending odometer
--* Distance traveled
--* Fuel usage
--* Fuel cost
--* Trip expenses
--* Maintenance records
--* Service requests
--* Vendor service details
--* Attachments
--* Receipts
--* Remarks
--* Approval history
--* Status
--* Completion details
--
--These details provide a complete record of fleet usage and cost.
--
--== Common Statuses ==
--
--Depending on the workflow, fleet transactions may use statuses such as:
--
--* Draft
--* Submitted
--* Pending
--* For Review
--* For Approval
--* Approved
--* Rejected
--* Returned
--* Assigned
--* Dispatched
--* Ongoing
--* Completed
--* For Liquidation
--* Liquidated
--* Closed
--* Cancelled
--* Under Maintenance
--* Released to Vendor
--* Waiting for Parts
--* Available
--* Unavailable
--
--These statuses allow users to track progress and identify pending actions.
--
--== Benefits ==
--
--Cirquolus Fleet Management helps companies improve control, visibility, and accountability over fleet operations.
--
--Key benefits include:
--
--* Centralized vehicle records
--* Structured trip request and approval process
--* Better control over vehicle dispatching
--* Improved driver accountability
--* Reduced unauthorized vehicle usage
--* Better monitoring of fuel consumption
--* Improved trip expense tracking
--* Faster trip liquidation review
--* Complete maintenance history per vehicle
--* Better preventive and periodic maintenance monitoring
--* Reduced unexpected vehicle breakdowns
--* Better vendor service documentation
--* Improved control over repair costs
--* Clear audit trail for approvals and changes
--* Better reporting for management review
--* Improved branch-level fleet visibility
--* Reduced paperwork and manual tracking
--* Better coordination between drivers, fleet, maintenance, accounting, and management
--
--== Management Reporting ==
--
--The system may provide reports that help management analyze fleet activity and cost. Reports may include vehicle usage, trip history, fuel consumption, maintenance cost, service request status, vendor service history, liquidation summary, pending approvals, vehicle downtime, and recurring maintenance issues.
--
--These reports help management identify operational problems, cost drivers, inefficient vehicle use, high-maintenance units, delayed requests, and branches with heavy fleet demand.
--
--Reports may support decisions related to vehicle replacement, driver assignment, vendor selection, preventive maintenance planning, branch allocation, route planning, and budget control.
--
--== Operational Value ==
--
--The value of the Cirquolus Fleet Management System is its ability to connect daily vehicle operations with structured approval, cost tracking, maintenance control, and audit documentation.
--
--For operations, it provides visibility over vehicle movement and availability.
--
--For drivers, it provides a clear record of assigned trips and responsibilities.
--
--For dispatchers, it helps control vehicle assignment and trip scheduling.
--
--For maintenance teams, it provides a history of vehicle issues, repairs, and service requirements.
--
--For accounting, it supports expense validation and liquidation review.
--
--For management, it provides reliable data for cost control, planning, and decision-making.
--
--== Summary ==
--
--Cirquolus Fleet Management System is a complete fleet operations module within Cirquolus ERP. It manages company vehicles, drivers, trip tickets, dispatching, fuel usage, logistics requests, trip expenses, liquidation, service requests, preventive maintenance, periodic maintenance, maintenance triage, maintenance engineering, vendor service, documentation, and reporting.
--
--It helps organizations move away from manual fleet tracking and provides a more controlled, traceable, and accountable process for managing vehicles and transportation-related activities.
--
--By centralizing vehicle movement, maintenance activity, expenses, approvals, and reports, Cirquolus Fleet Management improves operational visibility, reduces paperwork, controls fleet costs, supports audit requirements, and strengthens accountability across drivers, dispatchers, maintenance teams, approvers, accounting personnel, and management.
++Cirquolus Fleet Management helps organizations improve visibility over fleet operations, reduce manual paperwork, control transportation costs, and maintain accurate records for audit, accounting, and operational review. It is built to support multi-branch operations and integrates with other Cirquolus ERP modules where fleet activity affects inventory, purchasing, payables, logistics, or financial records.

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