Introduction

Overview

ERPNext FMS adds fleet-specific capabilities to ERPNext: vehicle management, document tracking (insurance, pollution, permits, fitness), KYC checks, challans, service logs and fleet reports. It also integrates with external services (for example, Vahan) to validate vehicle registration details and streamline record creation.

Summary source: App documentation pages (Vehicle, Introduction).

Quick Start

1. Go to Vehicle list and click + Add Vehicle to create manually.

2. Or click Create New Vehicle From Vahan to auto-populate vehicle details via Vahan API — recommended for accuracy.

3. Attach or validate compliance docs (Insurance, Pollution, Permit) and check the auto-updated RC Status.

4. Open the vehicle form to view the Render Map — last known location with address and Locate button.

Modules & Pages

The app documentation groups the following pages / modules (clickable sections in the docs sidebar):

• Introduction — App overview and onboarding notes.

• AITP Authorisation — (authorization flows / special approvals).

• Vehicle — Vehicle Doctype, create flows, fields and custom actions.

• Vehicle Documents — Insurance, Pollution, Base Permit, Fitness Certificate, Tax, Speed Control Certificate.

• Settings — Document expiry notification settings and related configuration.

• Issue Details Management — Issue / ticketing specific to fleet operations.

• KYC Verification System — Driver/owner KYC flows.

• Vehicle Challans, Vehicle Service Log, Reports — operational tools and reports for fleet admins.

Vehicle Documents & Compliance

Vehicle compliance is a core part of the FMS. Each Vehicle record links to documents such as: Insurance, Pollution Under Control, Base Permit, and Fitness Certificate. The app automatically evaluates the vehicle's RC Status using a prioritized rule set (Expired, Pending Upload, Not Verified, Active).

Key Features

• Vahan Integration: Fetch vehicle registration data (owner, chassis, RC expiry) from Vahan to create verified vehicle records.

• Real-time Map View: Last-known location rendering on a map with address, and a Locate button to center the view.

• Document Auto-status: Automatic RC/document status updates based on expiry, attachments and verification status.

• Custom Actions & Shortcuts: Buttons to validate with Vahan and quick access to latest Insurance / Pollution / Permit records.

• Issue & KYC Management: Integrated issue tracking for vehicles and KYC verification for drivers/owners.

• Reports: Fleet Management System Reports to analyze vehicle usage, compliance and service logs.

Note: this feature list is compiled from the app docs and Vehicle page.

Recommended Workflow

1. Create Vehicle — Prefer Vahan import to reduce manual errors.

2. Attach Documents — Upload Insurance, Pollution, Permit and mark verification results.

3. Monitor RC Status — Use the document expiry settings and notifications to avoid lapses.

4. Use Map View — For locating vehicle and verifying last-known position.

5. Run Reports — Periodically review Fleet Management Reports for performance and compliance issues.

Next Steps & Resources

For more detailed guides, visit the following doc sections in the app (in the docs sidebar):

• Vehicle Setup: Make, Class, Emission Standard, and Model

• Vehicle Insurance and Insurance Provider Setup

• Vehicle Pollution Certificate

• Vehicle Base Permit & Fitness Certificate

• Vehicle Document Expiry Notification Settings

• Issue Details Management and KYC Verification System