Vehicle Document - Documentation Acosys

Used By

fleet admins, operations, or the maintenance department

Data Type

master

Search Keys

Code

When to Use This Form

When the admin records a new document for a vehicle.
When the document number, issue date, validity period, or reminder needs updating.
When the operations team needs to monitor vehicle documents that are about to expire.

Before You Start

Make sure the vehicle is registered and the type of document to be recorded is clear.
Prepare the document number, issue date, due date, cost, and image file if any.

Workflow

Open Fleet / Fleet Operations / Vehicle Document.
Select the vehicle and the type of document being recorded.
Enter the document number, issue date, due date, and reminder date.
Add the cost amount, document image, and notes if needed.
Click Save so the document can be monitored in the fleet data.

Key Fields

Field	Explanation for Users	Status
Code `id`	Vehicle document code. Use a code that is easy to associate with the vehicle and document type.	Required
Vehicle `vehicleid`	Vehicle that owns this document.	Required
Document Type `documenttype`	Type of vehicle document, for example registration, roadworthiness, insurance, or another permit.	Required
Document Number `documentnumber`	Official number printed on the vehicle document.	Required
Issue Date `issueddate`	Date the document was issued.	Optional
Due Date `expirydate`	Date the document expires or must be renewed.	Optional
Reminder Date `reminderdate`	Reminder date before the document falls due.	Optional

Details and Relations

This form has no detail table. The data is saved directly from the main fields.

What Happens After Saving

The document is saved as part of the vehicle's administrative history.
The due date and reminder help the operations team prepare document renewals.
If the vehicle, document type, or document number is incomplete, the application rejects the save.

Common Problems

Document cannot be saved: check the vehicle, document type, document number, and the dates entered.
Reminder is wrong: check the reminder date and due date.
Duplicate document: search for the vehicle and document number before creating new data.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Code `id`	Vehicle document code. Use a code that is easy to associate with the vehicle and document type.	Required
Vehicle `vehicleid`	Vehicle that owns this document.	Required
Document Type `documenttype`	Type of vehicle document, for example registration, roadworthiness, insurance, or another permit.	Required
Document Number `documentnumber`	Official number printed on the vehicle document.	Required
Issue Date `issueddate`	Date the document was issued.	Optional
Due Date `expirydate`	Date the document expires or must be renewed.	Optional
Reminder Date `reminderdate`	Reminder date before the document falls due.	Optional
Amount `amount`	Document cost or renewal cost if you want to record it.	Optional
Image `images`	Image attachment or scan of the vehicle document.	Optional
Note `notes`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional

User Checklist

Vehicle, document type, and document number are correct. Issue, due, and reminder dates have been checked. Image attachments and notes have been added if needed. The document is ready to be monitored in vehicle administration.

Menu Location

Fleet / Fleet Operations / Vehicle Document
/form/vehicledocument