Fleet Management System Reports

The ERPNext FMS module includes powerful, pre-built script reports to help you monitor and manage the compliance and status of your vehicle fleet. This guide covers two key reports: the Vehicle Documents Report and the Vehicle Expiries Report.

1. Vehicle Documents Report

The Vehicle Documents Report provides a comprehensive, at-a-glance overview of all critical documents for every vehicle in your fleet. It consolidates information from various documents like RC, Insurance, Fitness Certificate (FC), and more into a single, wide-format table. This makes it easy to assess the overall compliance status of each vehicle without having to check each document individually.

Key Features:

• Consolidated View: Displays the validity status and expiry dates for multiple documents (RC, Insurance, FC, PUCC, Permits, etc.) in one row per vehicle.
• Color-Coded Status: The client-side script uses color-coding to highlight the status of each document. "Active" documents are shown in green, while "Expired" or "NA/Expired" documents are shown in red for immediate visual feedback.
• Vehicle Details: Includes basic vehicle information like Chassis Number and Engine Number for easy identification.
• Filterable: The report can be filtered by a specific vehicle number to quickly look up the status of a single vehicle.

How to Use the Report:

1. Navigate to: Erpnext Fms > Reports > Vehicle Documents.
2. The report will automatically load with data for all active vehicles.
3. Review the status of each document for every vehicle. The columns are grouped by document type (e.g., all Insurance-related columns are together).
4. To find a specific vehicle, use the "Vehicle No" filter at the top of the report.

Report Columns:

The report generates a dynamic set of columns for each major vehicle document, including:

• Vehicle, Chassis No, Engine No: Basic vehicle identifiers.
• For each document type (RC, Insurance, FC, Permit, etc.):
  • Application/Policy Number
  • Valid From / Valid Upto Dates
  • Validity Status (Active/Expired)
  • Verification Status (from the document, e.g., "Verified")

2. Vehicle Expiries Report

The Vehicle Expiries Report is a more focused, dynamic tool designed to help you proactively manage upcoming document renewals. Unlike the consolidated view of the Vehicle Documents report, this report allows you to select a specific document type and see a filtered list of all records that are about to expire or are unverified.

Key Features:

• Dynamic Document Selection: You can choose which document type you want to inspect from a dropdown list (e.g., "Vehicle Insurance," "Driver License," "Vehicle Fitness").
• Threshold-Based Filtering: The "Threshold in days" filter allows you to see only those documents that will expire within a specific number of days from today (e.g., show all insurance policies expiring in the next 30 days).
• Unverified Document Tracking: The report includes options like "Vehicle Insurance Not Verified" to specifically list documents that have been uploaded but have not yet been successfully verified through the Vahan integration. This is useful for tracking pending actions.
• Company-Specific Filtering: You can filter the report to show documents for vehicles belonging to a specific company in your multi-company setup.

How to Use the Report:

1. Navigate to: Erpnext Fms > Reports > Vehicle Expiries.
2. Select the Document Type you want to check from the filter dropdown. This is a mandatory filter.
3. Optionally, set a Threshold in days to narrow down the results to upcoming expiries.
4. If needed, select a Company to filter the results.
5. The report will display a list of all documents that match your filter criteria, showing key details like the license plate, expiry date, and the number of days remaining.