Trips, fuel and maintenance
hayaterp.com ↗Run and cost the fleet in Hayat Fleet — the dispatch board with free vehicles and drivers, trips from planned to completed with cargo, passengers and charge, proof of delivery photo and signature; the fuel log with km per litre, cost per km and over-tank, odometer and low-efficiency flags; importing fuel slips from the Fuel station module; vehicle expenses on credit or paid; service schedules by km or days, service records; and tyres from stock to fitting, removal and scrap.
Trips need fleet.dispatch; the fuel log, expenses, service and tyres need fleet.manage. Every cost on this page is posted to the accounts the moment it is saved — see how money reaches the accounts.
Dispatch board and trips
The Dispatch board shows one day (today by default): every open trip and that day's trips, and which vehicles and drivers are free. + Trip plans a new one:
| Field | Fill |
|---|---|
| Vehicle, Driver | Can be left empty while planning |
| Customer name, Customer phone, Reference | Who it is for (the phone is stored encrypted) |
| From, To | Place names, with their map position if you know it |
| Planned start, Planned end | Used for on time in the Trips report |
| Cargo, Weight (kg), Passengers | What it carries |
| Charge | What the customer pays, for information — invoice it in Sales |
Trips lists every trip with filters for status (or open), vehicle, driver, dates and a search.
Run a trip
On the trip page the status buttons move it forward, one step at a time:
| Status | Set when |
|---|---|
| Planned | Saved |
| Dispatched | Handed to the driver — needs a vehicle and a driver |
| Started | Leaves (the odometer reading can be entered) |
| Arrived | At the destination |
| Delivered | Handed over — enter the receiver's name and a note |
| Completed | Back or done (the end odometer can be entered) |
Cancel trip (with a reason) works until it is delivered. Once a trip has started, its vehicle and driver can no longer be changed. On completion the distance comes from the GPS journeys of the trip, or else from the odometer readings. The page also shows the vehicle live on a map.
Proof of delivery: upload a photo and a signature image on the trip; both are kept privately and open only for signed-in staff. A driver phone app can send them too (see phone tracking).
Fuel log
Fuel log → + Fill:
| Field | Fill |
|---|---|
| Vehicle, Driver, Date | |
| Litres, Amount, Odometer | From the receipt and the dashboard |
| Full tank | Ticked by default — km per litre is worked out between full tanks |
| Station | |
| Paid | On credit to a supplier (a Purchasing bill) or by a method (cash, card …), with a reference |
Each fill shows km per litre and cost per km since the previous full tank, and is flagged when something looks wrong:
| Flag | When | Alert |
|---|---|---|
| Over tank | More litres than the tank holds plus Over-tank tolerance % | Fuel theft (Critical) |
| Odometer drop | The odometer is below an earlier fill's | Odometer drop |
| Low efficiency | km/L below Low efficiency below % of the vehicle's expected km/L | Fuel theft (Warning) |
Filter the log to flagged fills to check them. A fill is posted as a Fuel expense when saved; only a fill that was not posted can be deleted.
Import Fuel slips — when your business also runs the Fuel station module, choose a date range: every fleet slip whose vehicle number matches one of your vehicles' registration is added to the fuel log, once only. Imported fills are not posted as expenses unless you tick post — leave it off when that fuel is already in your books another way, so the cost is not counted twice. The result lists what was imported, skipped and not matched.
Vehicle expenses
Vehicle expenses → + Expense for everything else: the vehicle, date, category (Fuel, Repair, Service, Tyres, Toll, Parking, Fine, Insurance, Registration, Permit or Other), amount, description and reference, optionally the driver and trip, and who was paid — a supplier on credit, or a payment method. Post expense posts it at once.
The list filters by vehicle, category and dates and totals each category. Fuel, service and tyre expenses made by those screens appear here too, marked with where they came from. The Cost per km report brings it all together per vehicle.
Maintenance and tyres
Maintenance has three parts:
- Due — services due within Service due within km or days (500 km / 7 days by default) or overdue, with km and days left. Fleet managers are reminded every 12 hours.
- Schedules — + Schedule per vehicle: a name (Oil & filter, Major service), every … km and / or every … days, and when it was last done (date and km).
- Service records — + Service record (Record service): vehicle, the schedule it fulfils, date, odometer, workshop, what was done, parts cost and labour cost, and who was paid. It is posted as a Service expense and moves the schedule's next due date and km on.
Tyres → + Tyre puts a tyre in stock: serial (unique), brand, size, purchase date, cost and tread depth.
| Action | Fill | Then |
|---|---|---|
| Fit | Vehicle, position (e.g. Front left), date, odometer, who was paid | Fitted. The first fitting books the tyre's cost as a Tyres expense |
| Remove | Date, odometer, tread depth, scrap or not | Removed or Scrapped; the km run is added to the tyre |
The tyre list shows each tyre's status (In stock, Fitted, Removed, Scrapped), vehicle and position, and the total km it has run.