Vehicle Log
How to use Vehicle Log in Vehicles & Fleet Operations: access, working steps, fields, related records and troubleshooting.
Purpose and access
Register the vehicle and operating details, maintain assigned drivers, and capture fuel, service and expense activity. Review operational logs together with maintenance and logistics records for the same vehicle.
This page is a internal/admin record in Fleet Management → Vehicles & Fleet Operations. Use the link above to open the configured destination; permissions are checked by the destination service.
Before you start
Prepare the required information: Series, License Plate, Employee, Date, Current Odometer value.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Vehicle Log from Fleet Management → Vehicles & Fleet Operations, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- When the draft is complete and you are authorized, submit it through the available approval process. Submission can create operational or accounting effects. Use the permitted cancellation/amendment process for later corrections.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Seriesnaming_series | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
License Platelicense_plate | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Vehicle |
Employeeemployee | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee |
Modelmodel | Read Only Optional | System-provided value; correct its source record or calculation rather than overwriting the displayed result. |
Makemake | Read Only Optional | System-provided value; correct its source record or calculation rather than overwriting the displayed result. |
Datedate | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Current Odometer valueodometer | Int Required | Enter a whole-number value. |
Last Odometer Valuelast_odometer | Int Required · Read-only | Enter a whole-number value. |
Fuel Qtyfuel_qty | Float Optional | Enter a numeric value using the required unit and precision. |
Fuel Priceprice | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Suppliersupplier | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Supplier |
Invoice Refinvoice | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
service_detailservice_detail | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Vehicle Service |
Amended Fromamended_from | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Vehicle Log |
Child tables
service_detail — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Service Itemservice_item | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Vehicle Service Item |
Typetype | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Frequencyfrequency | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Expenseexpense_amount | Currency Required | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.