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Vehicle register
Maintain the operational details needed to plan and manage fleet assets.
- Registration and vehicle category
- Capacity, ownership and assigned branch
- Insurance, licence and document expiry dates
Transport & Fleet
Keep your fleet moving. Keep every trip accountable.
Coordinate vehicles, drivers, trip schedules, maintenance, fuel records and delivery handovers with connected transport workflows designed to support your wider ERP operations.
✓ Vehicle visibility✓ Trip accountability✓ Cost tracking
Fleet operations overview
Illustrative dashboard · Sample data
Trips scheduled32Sample period
Vehicles assigned18Illustrative
Service due03Review required
TR-104 · Delivery route ADriver assigned · Dispatch confirmed
AssignedVN-208 · Regional deliveryTrip underway · ETA not live-linked
ActiveTR-117 · Service inspectionMaintenance record needs review
Due soon1Plan trip
→2Assign
→3Dispatch
→4Close
Fleet management
Manage the resources behind every trip
Bring fleet records and transport activities together so dispatchers and managers can review assignments, readiness, running costs and exceptions. Capabilities depend on your configured modules and integrations.
♙
Driver management
Maintain driver records and check assignment readiness.
- Licence class and expiry tracking
- Driver-to-vehicle assignment
- Availability and trip history
◷
Trip scheduling
Plan journeys around delivery windows, vehicle capacity and driver availability.
- Trip sheets and route stops
- Planned departure and return times
- Assignment conflict checks
⛽
Fuel and running costs
Record fuel and operating expenses to understand cost per trip or distance.
- Fuel quantity, price and odometer
- Tolls, parking and trip expenses
- Efficiency and variance reports
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Maintenance planning
Track service intervals, defects and repair history to support fleet readiness.
- Odometer- or date-based reminders
- Preventive and corrective maintenance
- Parts, labour and service costs
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Trip records & proof
Keep dispatch and return information available for operational review.
- Departure and return odometer
- Delivery documents and exceptions
- Driver notes and trip completion
Trip lifecycle
From transport request to trip closure
Use a consistent process for assigning resources, releasing vehicles and reconciling delivery outcomes and costs. Approval points can be adapted to company policy.
01
Create the transport requestReceive a delivery or collection requirement from logistics, sales, purchasing or another department.
02
Check vehicle and driver readinessReview capacity, availability, licence status and maintenance holds before assignment.
03
Schedule and dispatchRecord the trip, planned route, load details, driver, vehicle and departure checks.
04
Capture delivery and exceptionsRecord proof of delivery where supported, failed delivery reasons, returns and additional stops.
05
Close and reconcileCapture return readings and expenses, then review trip costs, vehicle availability and linked delivery status.
Transport workflow map
Illustrative process map — tracking and integrations depend on the selected setup.
Delivery requestOrders, stops and time window
→
Trip planningVehicle, driver and capacity
Pre-trip checksDocuments and vehicle readiness
→
Dispatch & deliveryTrip events and delivery evidence
Return & expensesOdometer, fuel and exceptions
→
Trip closureCosts, status and availability
Closure checkpoint Review delivery completion, vehicle condition, trip expenses and unresolved exceptions before closing the trip.
Connected operations
Connect fleet activity to the rest of the ERP
Transport data becomes more valuable when trip execution is linked to orders, warehouse movements, maintenance and financial records.
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Logistics & fulfilmentAssign delivery runs to ready orders and report delivery outcomes or exceptions.
▤
Inventory & warehouseCoordinate loading, dispatch, returns and transfer handovers with stock movements.
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Finance & accountingRecord approved fuel, repair, toll and other trip expenses for review and posting.
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MaintenanceUse service schedules, defects and repair history to support vehicle availability decisions.
🛒
PurchasingSupport approved requests for spare parts, tyres, workshop services and fleet supplies.
♙
Human resourcesReference driver and employee records, subject to access controls and configured permissions.
🏭
ProductionCoordinate internal material movements or finished-goods transfers between facilities.
▥
ReportingReview utilisation, trip completion, fuel use, maintenance costs and recurring exceptions.
Operational visibility
Understand fleet performance and cost
Review the records that help teams identify avoidable costs, improve scheduling and keep vehicles ready for work.
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Fleet utilisation
Review assigned trips, active days, idle time and vehicle availability where data is captured.
⛽
Fuel efficiency
Compare recorded fuel usage with odometer distance and investigate unusual variations.
₨
Cost per trip
Summarise approved fuel, toll, maintenance and other transport expenses against trips or routes.
⚙
Maintenance due
Identify vehicles approaching planned service intervals or with unresolved defects.
✓
Delivery performance
Track completed, delayed, partially delivered and failed trips when milestones are recorded.
⌁
Compliance documents
Review expiry dates for vehicle and driver documents; alerts depend on configured reminders.
Frequently asked questions
Transport & fleet FAQs
Common considerations when designing fleet workflows for an ERP environment.
Can we assign a vehicle and driver to each trip?
A trip workflow can record vehicle and driver assignments and check configured availability or readiness rules. Conflict checks and approval rules should be validated during implementation.
Can the system track vehicles live on a map?
Live GPS location requires a compatible tracking device or provider integration and appropriate permissions. A fleet register or trip record alone does not provide live location tracking.
Can we track fuel consumption and cost per kilometre?
Where fuel quantity, fuel cost and reliable odometer readings are recorded, reports can calculate usage and cost metrics. Data quality and consistent entry are essential for meaningful comparisons.
Can maintenance reminders be automated?
Reminder workflows can be configured around dates, odometer readings or service intervals where the relevant data and notification mechanisms are available.
Can transport expenses flow to accounting?
Approved trip expenses can be linked to finance workflows when account mapping, approvals and posting rules are configured. Validate the integration and reconciliation process before live use.
Does the page mean every feature is already active?
No. This page describes a proposed capability scope. Confirm the current implementation, connected services, user permissions and configuration with the LaraOffice team before relying on a feature operationally.
Make every vehicle and trip more accountable.
Discuss your fleet register, driver assignments, trip scheduling, maintenance records, fuel controls and transport-cost reporting with the LaraOffice team.
