Vehicle Service Log

The Vehicle Service Log is a crucial document in the ERPNext FMS module for tracking all maintenance, repair, and service activities performed on your vehicles. It serves as a historical record of every job, capturing important details like the nature of the job, odometer readings, and the service provider.

The system supports both manual creation of service logs and fully automated creation through integration with telematics providers like Intangles.

Key Features

• Automated DTC Log Creation: If the erpnext_intangles_integration app is installed, the system will automatically create a new Vehicle Service Log when a Diagnostic Trouble Code (DTC) is received from a vehicle's telematics device. This enables proactive maintenance by flagging issues as soon as they are detected.
• Categorized Job Logging: Log services based on their nature (e.g., Periodic, Accidental, or DTC Issue).
• Automated Odometer Reading: Automatically fetches the vehicle's odometer value before and after the service from the Intangles integration, if available.
• Driver Alerts: Automatically creates and sends a notification to the driver when a new service log is created, especially for critical DTC issues.
• Automatic Status Updates: When a "removed" status for a DTC is received from the webhook, the system automatically finds the corresponding "DTC Issue" service log and updates its status to "Completed".

Workflows for Creating a Service Log

1. Automatic Creation via Intangles DTC Webhook (Recommended)

This is the primary and most efficient way to manage vehicle faults. No manual intervention is needed.

1. The Intangles telematics system detects a fault in a vehicle and sends a DTC log to your ERPNext instance via a webhook.
2. The pull dtc log function in the backend processes this data.
3. The system automatically creates a new Vehicle Service Log document with the Job Nature set to "DTC Issue" and populates the DTC code and other relevant details.
4. A notification is immediately sent to the assigned driver, informing them of the issue.
5. The fleet manager can then review the pending service log and assign it to a supplier or workshop for resolution.

2. Manual Creation

You can also create a service log manually for scheduled maintenance, accidental repairs, or issues not captured by telematics.

1. Navigate to: Erpnext Fms > Fleet > Vehicle Service Log.
2. Click + Add Vehicle Service Log.
3. Select the License Plate of the vehicle being serviced.
4. Fill in the service details, including the Job Nature, Job Type, and the Supplier (workshop).
5. The system will attempt to auto-fill the odometer readings if the Intangles integration is active; otherwise, you can enter them manually.
6. Update the Status of the job as it progresses (e.g., Pending, In-progress, Completed).
7. Click Save.

Fields Description (Vehicle Service Log)

Vehicle Service Job Type (Master)

To maintain consistency, you must first define the types of services in the Vehicle Service Job Type master. This allows you to group jobs into logical categories for better analysis.

How to Create a Service Job Type:

1. Navigate to: Dashboards > Vehicle Service Job Type.
2. Click + Add Vehicle Service Job Type.
3. Enter a unique name for the Job Type (e.g., "Air Filter Cleaning").
4. Select a Job Category (e.g., "Body," "Electrical," "Drive Line") to group this job type.
5. Click Save.