Step 1 — Open the Vehicles tab and click + Add Vehicle (gold button, top right).
Step 2 — Enter registration details: registration number (e.g. UAT 123K), make, model, year of manufacture, and select the vehicle category (Company Car, Pickup Truck, Lorry, Tractor, Motorbike, Generator, etc.).
Step 3 — Assign ownership: select the department this vehicle belongs to and choose the assigned driver from the dropdown (drivers must be registered first — see the Drivers tab).
Step 4 — Enter compliance dates: insurance expiry and road tax/fitness expiry. The system will flag these as vehicles approach expiry.
Step 5 — Set fuel type (Diesel or Petrol) and enter current odometer reading. This is used to calculate fuel efficiency and trigger service schedules.
Step 6 — Set status to Active, Under Maintenance, Grounded, or Disposed. Only Active vehicles appear in fuel logs and trip assignments.
Step 7 — Save. The vehicle will appear immediately in the fleet list and can now receive fuel logs, work orders, and service schedules.

Step 1 — Navigate to Work Orders tab and click + New Work Order. A WO number is auto-generated (e.g. WO-2026-1045).
Step 2 — Select the vehicle requiring work and choose the work order type: Routine Service, Repair, Tyre Change, Electrical, Body Work, or Other.
Step 3 — Set priority: Low (plan within a week), Normal (within 3 days), High (within 24 hours), Urgent (immediate — vehicle is inoperable or safety risk).
Step 4 — Write a clear description of the fault or service required. Include symptoms, error codes, or mileage triggers as appropriate.
Step 5 — Add parts: click + Add Part Row to itemise parts required. Enter part name, quantity, and unit cost. The system calculates the parts subtotal automatically.
Step 6 — Enter labour cost and assign to a technician or garage. The total cost updates live.
Step 7 — Authorisation: select either Nelson Tugume or Kubariho Venture as the authorising officer. Work orders above UGX 500,000 should be approved by Nelson Tugume directly.
Step 8 — Save with status Draft or Open. Once work begins, update to In Progress. Use Approve button to mark as Completed when the garage signs off.

Step 1 — Go to Fuel Log tab and click + Record Fill-Up.
Step 2 — Enter the date of the fill-up and select the vehicle from the dropdown. Only Active vehicles appear.
Step 3 — Select the petrol station. Pre-registered stations appear in the list. If a new station was used, contact the Fleet Manager to register it first.
Step 4 — Enter litres dispensed and price per litre (UGX). The total cost calculates automatically — verify it matches the receipt.
Step 5 — Enter the odometer reading at the time of filling. This is mandatory — it allows the system to calculate km/litre efficiency and flag abnormal consumption.
Step 6 — Enter the receipt/reference number from the station receipt. This is required for reconciliation.
Step 7 — Select payment method: Station Credit (most common — charged to the account), Cash (driver paid from petty cash — must submit receipt to Finance), or Voucher.
Step 8 — Save. Station Credit entries automatically update the station's running balance and will appear on the next reconciliation.

When to reconcile: Monthly, at the end of each calendar month, or when the station sends an invoice. Reconciliation should be done before the 5th of the following month.
Step 1 — Go to Reconciliation sub-tab and click + New Reconciliation.
Step 2 — Select the station and set the period (From date / To date) — typically the full calendar month.
Step 3 — Enter total litres as shown on the station's invoice and the total amount charged (UGX). Cross-check this against the sum of fuel log entries for that station and period — discrepancies must be investigated before payment.
Step 4 — Save. The reconciliation is created with status Pending.
Step 5 — Record payment: once Finance has raised and processed the payment, click Record Payment on the reconciliation row. Enter the amount paid, payment reference, and date. If partial, the status updates to Partially Paid.
Step 6 — Mark as Paid when the full invoice is settled. The station's balance resets accordingly.
Disputes: if the station's invoice does not match the fuel log, set status to Disputed and notify the Fleet Manager and Finance Manager immediately.

Step 1 — Go to Services tab, Schedule sub-tab and click + Add Schedule.
Step 2 — Select the vehicle and service type (Oil Change, Full Service, Timing Belt, Brake Service, Tyre Rotation, etc.).
Step 3 — Set the interval: you can set a km interval (e.g. every 10,000 km), a month interval (e.g. every 6 months), or both — the system will flag whichever threshold is reached first.
Step 4 — Enter last service date and odometer at the time of the last service. The system calculates the next due date and next due odometer automatically.
Step 5 — Status alerts: the schedule row turns amber when the vehicle is within 500 km or 30 days of the next service (status: Due Soon). It turns red when overdue (status: Overdue).
Step 6 — When service is done: create a Service History entry (Service History sub-tab, + Record Service). Link it to the relevant Work Order number. Update the schedule's last done date and odometer — this resets the next due calculation.
Note: the Reports tab includes a Service Due Report showing all vehicles due for service in the next 30 days — review this weekly.

Step 1 — Go to Drivers tab. Verify the driver's status is Active and their license is not expired (check the Expiry badge — red = expired, amber = expiring within 90 days).
Step 2 — Click Assign Trip next to the driver's name, or use the + Assign Trip button above the trips table.
Step 3 — Select the vehicle. Only vehicles with Active status are available. If the intended vehicle is Under Maintenance, coordinate with the Fleet Manager to assign an alternative.
Step 4 — Enter trip details: destination, purpose (e.g. "Delivery to Ntungamo Town", "Site visit — Mbarara Hub"), departure date/time, and expected return time.
Step 5 — Select authorising officer (Nelson Tugume or Kubariho Venture). Long-distance trips and overnight trips must be authorised by Nelson Tugume.
Step 6 — Save with status Planned. Update to Active when the vehicle departs the premises.
Step 7 — On return: update the trip status to Completed. Record the actual return time. Remind the driver to submit fuel receipts (if cash payment was used on the road) to Finance within 24 hours.
Cancellations: if a trip is cancelled, update the status to Cancelled with a note explaining the reason.