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Overview

The Vehicles module provides comprehensive fleet management, allowing you to track all vehicles in your transportation network. Each vehicle is linked to a transporter and includes details such as registration number, type, capacity, and maintenance history.

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Key Features

Fleet Tracking

Maintain complete records of all vehicles in your network

Capacity Management

Track vehicle capacity for optimal load planning

Status Monitoring

Real-time status tracking (Available, In Transit, Maintenance)

Maintenance Records

Track last maintenance dates for each vehicle

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Viewing Vehicles

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Vehicles Table

The main table displays your entire fleet:
ColumnDescription
Vehicle NumberRegistration/license plate number
TransporterTransport company that owns the vehicle
TypeVehicle type (Truck, Trailer, Dumper, etc.)
CapacityMaximum load capacity in tons
StatusCurrent operational status
Last MaintenanceDate of most recent maintenance
ActionsEdit and toggle active status (admin only)
All users can view the vehicle list. Only administrators can add, edit, or change vehicle status.

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Vehicle Status Indicators

Status badges show at a glance:
  • 🟢 Available (Green): Ready for assignment
  • 🔵 In Transit (Blue): Currently on a shipment
  • 🟠 Maintenance (Amber): Undergoing repairs or service

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Search and Filter

Quickly locate vehicles:
  • Search by vehicle number (registration plate)
  • Real-time filtering as you type
  • Case-insensitive search
Vehicle Search

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Adding a New Vehicle (Admin Only)

1

Open the Add Dialog

Click the + Add Vehicle button in the top-right corner.Add Vehicle Button
2

Select Transporter

Choose the transport company that owns this vehicle:
  • Required field
  • Only active transporters are shown
  • Links vehicle to correct company
You must create the transporter in the Transporters module before adding their vehicles.
3

Enter Vehicle Number

Input the vehicle registration or license plate number:
  • Required field
  • Must be unique (system checks for duplicates)
  • Examples: “MH-01-AB-1234”, “DL-02-CD-5678”
  • Use consistent formatting for easy recognition
The system prevents duplicate vehicle numbers. You’ll see an error if the number already exists.
4

Choose Vehicle Type

Select from predefined types or specify custom:Standard Types:
  • Truck
  • Trailer
  • Dumper
  • Train
  • Other (allows custom input)
If you select “Other”, an additional field appears for custom vehicle type entry.
5

Specify Capacity

Enter the maximum load capacity:
  • Required field
  • Measured in tons
  • Must be a positive number
  • Minimum value: 1 ton
  • Used for load planning and optimization
6

Set Initial Status

Choose the vehicle’s current operational status:
  • Available: Ready for assignment (default)
  • In Transit: Currently on a route
  • Maintenance: Undergoing service
7

Submit the Form

Click Add Vehicle to save:
  • All validations are checked
  • Duplicate vehicle number check performed
  • Success message appears
  • New vehicle added to the table
  • Automatically set to “Active” (not to be confused with status)

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Custom Vehicle Types

When standard types don’t fit:
1

Select 'Other' Type

In the Vehicle Type dropdown, select “Other”.
2

Enter Custom Type

A new input field appears labeled “Custom Vehicle Type”.
3

Specify Details

Enter the specific vehicle type:
  • Examples: “Refrigerated Truck”, “Tanker”, “Flatbed”, “Container Carrier”
  • This becomes the vehicle’s type in the system
Use clear, descriptive custom types for easy identification. Consider creating a standardized list of custom types your organization uses frequently.

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Editing Vehicle Details (Admin Only)

1

Locate the Vehicle

Find the vehicle using the search function or by browsing the table.
2

Click Edit Button

Click the pencil icon in the Actions column.Edit Vehicle Icon
3

Modify Information

The edit dialog opens with current values:
  • Update any field as needed
  • Vehicle number can be changed (uniqueness still enforced)
  • Transporter can be reassigned
  • Capacity and status can be updated
4

Save Changes

Click Update Vehicle to save:
  • Validations recheck all fields
  • Success message confirms update
  • Table refreshes with new information

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Managing Vehicle Status

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Operational Status vs. Active Status

Understand the two types of status: Operational Status (Available/In Transit/Maintenance):
  • Indicates current usage state
  • Changed during normal operations
  • Affects scheduling and availability
  • Updated by admins as needed
Active Status (Active/Inactive):
  • Controls whether vehicle appears in dropdowns
  • Toggled by clicking the status icon in Actions column
  • Inactive vehicles cannot be assigned to new shipments
  • Used for long-term removal (sold, retired, etc.)

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Toggling Active/Inactive Status

1

Find the Toggle Button

In the Actions column, look for the toggle icon:
  • 🟢 Toggle Left (Green): Vehicle is active
  • 🔴 Toggle Right (Red): Vehicle is inactive
2

Click to Toggle

Click the icon to switch status:
  • Active → Inactive: Vehicle removed from shipment dropdowns
  • Inactive → Active: Vehicle restored to available pool
3

Confirm Change

The change happens immediately:
  • Success message appears
  • Icon updates to reflect new status
  • Dropdown lists refresh
Setting a vehicle to inactive doesn’t affect existing shipments using that vehicle. It only prevents assignment to new shipments.

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Maintenance Tracking

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Last Maintenance Date

The system displays the most recent maintenance date:
  • Shown in “MMM d, yyyy” format (e.g., “Jan 15, 2026”)
  • “N/A” if no maintenance recorded yet
  • Useful for scheduling future maintenance
  • Important for safety and compliance
Maintenance dates are currently display-only. Update them through the edit vehicle dialog when maintenance is performed.

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Maintenance Best Practices

Establish a routine maintenance schedule based on:
  • Manufacturer recommendations
  • Distance traveled
  • Age of vehicle
  • Type of cargo typically carried
When a vehicle goes for maintenance:
  1. Change operational status to “Maintenance”
  2. Prevents assignment to new shipments
  3. Update status back to “Available” when complete
After each maintenance:
  • Edit the vehicle record
  • Update the maintenance date
  • Keep external records of service details

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Capacity Planning

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Using Capacity Information

Vehicle capacity helps with:
  • Load Optimization: Match shipment weight to vehicle capacity
  • Route Planning: Select appropriate vehicles for cargo volume
  • Cost Efficiency: Maximize utilization of vehicle capacity
  • Safety: Ensure loads don’t exceed vehicle limits

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Example Capacity Planning

Shipment: 15 tons
Available Vehicles:
- Truck A: 10 tons → Too small
- Truck B: 20 tons → Good fit (75% utilization)
- Truck C: 40 tons → Underutilized (37.5%)

Best Choice: Truck B (optimal utilization)
Aim for 70-90% capacity utilization for optimal efficiency. Too low wastes resources; too high risks overloading.

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Integration with Other Modules

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Transporters Integration

  • Each vehicle must be assigned to a transporter
  • When creating shipments, vehicle dropdown shows only vehicles of selected transporter
  • Ensures correct vehicle-company matching

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Shipments Integration

  • Vehicles are selected when creating shipments
  • Only active vehicles of the chosen transporter appear
  • System tracks which vehicles are in use
  • Links shipment records to vehicle details

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Routes Integration

  • Vehicle capacity considered when planning routes
  • Helps determine feasible cargo volumes
  • Influences rate calculations based on vehicle type

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Common Workflows

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Adding a New Vehicle to Fleet

1

Verify Transporter Exists

Ensure the vehicle’s owner (transporter) is already in the system.
2

Collect Vehicle Details

Gather: Registration number, vehicle type, capacity, current status.
3

Add to System

Create the vehicle record using the Add Vehicle form.
4

Verify Availability

Check that vehicle appears in shipment creation dropdowns.

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Removing a Vehicle from Service

1

Complete Active Shipments

Ensure any ongoing shipments with this vehicle are completed.
2

Change Operational Status

Set status to “Maintenance” to prevent new assignments.
3

Deactivate Vehicle

Toggle the active status to inactive.
4

Keep Records

Do not delete the vehicle; keep for historical shipment records.
Never delete vehicles from the system as this affects historical shipment data. Always use the inactive status instead.

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Routine Fleet Review

1

Check Maintenance Dates

Review last maintenance dates for all vehicles.
2

Identify Due Maintenance

Flag vehicles approaching their maintenance schedule.
3

Update Status

Set vehicles needing maintenance to “Maintenance” status.
4

Verify Capacity Utilization

Review if vehicle capacities match typical shipment sizes.

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Mobile Responsiveness

The Vehicles interface adapts to screen size:

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Desktop View

  • All columns visible
  • Full details displayed
  • Easy sorting and filtering

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Tablet View

  • Important columns prioritized
  • Scrollable for all data
  • Touch-optimized buttons

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Mobile View

  • Essential columns: Vehicle Number, Transporter, Type, Status, Actions
  • Tap for full details
  • Optimized forms and dialogs

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Troubleshooting

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Vehicle Not Appearing in Shipment Dropdown?

1

Check Active Status

Ensure the vehicle’s active status is toggled on (green toggle).
2

Verify Transporter Match

Confirm the vehicle belongs to the transporter selected in the shipment.
3

Check Operational Status

While not blocking, “Available” status is preferred for new assignments.

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Duplicate Vehicle Number Error?

  • The vehicle number already exists in the system
  • Search for the existing vehicle
  • Either edit the existing record or use a different number
  • Ensure you’re using the correct, unique registration number

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Can’t Edit Vehicle Information?

  • Verify you have admin role permissions
  • Check if the page has loaded completely
  • Try refreshing the page
  • Ensure no browser extensions are blocking the dialog

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Best Practices

Use a standard format for vehicle numbers:
  • Example: “MH-01-AB-1234” (State-District-Letters-Numbers)
  • Makes searching and sorting easier
  • Reduces duplicate entry errors
Update vehicle status in real-time:
  • When vehicles depart: “In Transit”
  • When vehicles return: “Available”
  • During service: “Maintenance”
Always use manufacturer-specified capacity:
  • Check vehicle documentation
  • Account for legal load limits
  • Consider practical vs. theoretical capacity
Establish and follow maintenance routines:
  • Set calendar reminders
  • Update maintenance dates promptly
  • Use “Maintenance” status during service
Pro Tip: Export your vehicle list regularly to maintain an offline backup. This helps with insurance documentation and fleet audits.

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Next Steps

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