Vehicle Trip & Fuel Entry - Documentation Acosys

Used By

fleet admins, operations, or the maintenance department

Data Type

transaction

Search Keys

Invoice, Customer Name, Transaction Date

When to Use This Form

When a vehicle is used for an operational trip.
When fuel usage, distance, and odometer need recording as fleet history.
When the status of customer trips or internal trips needs monitoring.

Before You Start

Make sure the division, department, vehicle, fuel type, driver, vehicle route, and trip status are available.
Make sure the selected division matches the branch or business unit being processed.
Make sure the department matches the work location, warehouse, or cost center.
Prepare the customer data or trip destination if the trip relates to customer service.
Prepare the trip notes, start and end odometer, fuel purchase receipts, and load notes if any.

Workflow

Open Fleet / Fleet Operations / Input Perjalanan & BBM Vehicle.
Enter the invoice, division, department, vehicle, fuel type, driver, transaction date, and trip time.
Select the route, enter the purpose, customer if any, load, start odometer, and end odometer.
Record the fuel usage, fuel cost, and the vehicle fuel note details.
Set the trip status, then save once the distance and cost make sense.

Key Fields

Field	Explanation for Users	Status
Invoice `id`	Invoice or vehicle trip record number.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Department `departement`	Department determines the related department, work location, warehouse, or cost center.	Required
Vehicle `vehicleid`	Vehicle used on the trip.	Required
Fuel Type `fueltypeid`	Fuel type used on this trip.	Required
Driver `driverid`	Driver who drove the vehicle on this trip.	Required
Transaction Date `transdate`	Date the trip was recorded.	Optional
Start Date Time `startdatetime`	Date and time the trip started.	Optional
End Date Time `enddatetime`	Date and time the trip ended.	Optional
Customer Name `customername`	Customer name or external destination if the trip relates to a customer.	Optional
Total Distance `distancetotal`	Total trip distance, usually calculated as the end odometer minus the start odometer.	Optional
Fuel Usage `fuelqtyused`	Amount of fuel used or filled for the trip.	Optional
Total Fuel Cost `fuelcosttotal`	Total fuel cost for the trip.	Optional
Trip Status `tripstatus`	Trip status, for example planned, in progress, completed, or cancelled.	Required
Vehicle Fuel Notes `vehiclefuellog`	Details of fuel filling or usage related to this trip.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Vehicle Fuel Notes contains the fuel filling or usage details that need checking before the trip is saved.

What Happens After Saving

The trip history is saved for fleet, driver, route, distance, and fuel reports.
Odometer, distance, fuel usage, and fuel cost help evaluate vehicle efficiency.
If required data is incomplete or the odometer does not make sense, the application may reject the save.

Common Problems

Trip cannot be saved: check the invoice, division, department, vehicle, fuel type, driver, and trip status.
Distance is wrong: check the start odometer, end odometer, and vehicle route.
Fuel cost looks odd: check the fuel amount, price, and fuel note details.

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
Invoice `id`	Invoice or vehicle trip record number.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Department `departement`	Department determines the related department, work location, warehouse, or cost center.	Required
Vehicle `vehicleid`	Vehicle used on the trip.	Required
Fuel Type `fueltypeid`	Fuel type used on this trip.	Required
Driver `driverid`	Driver who drove the vehicle on this trip.	Required
Transaction Date `transdate`	Date the trip was recorded.	Optional
Start Date Time `startdatetime`	Date and time the trip started.	Optional
End Date Time `enddatetime`	Date and time the trip ended.	Optional
Duration `tripdurationhour`	Trip duration in hours if calculated or entered manually.	Optional
Vehicle Route `routeid`	Route taken by the vehicle.	Optional
Route Length (KM) `routelengthkm`	Estimated route distance in kilometers.	Optional
Load (KG/Persons) `loadquantity`	Amount of load, passengers, or cargo carried during the trip.	Optional
Purpose `purpose`	Purpose or reason of the vehicle trip.	Optional
Customer Name `customername`	Customer name or external destination if the trip relates to a customer.	Optional
Start Odometer `odometerstart`	Odometer reading when the trip started.	Optional
End Odometer `odometerend`	Odometer reading when the trip ended.	Optional
Total Distance `distancetotal`	Total trip distance, usually calculated as the end odometer minus the start odometer.	Optional
Fuel Usage `fuelqtyused`	Amount of fuel used or filled for the trip.	Optional
Total Fuel Cost `fuelcosttotal`	Total fuel cost for the trip.	Optional
Trip Status `tripstatus`	Trip status, for example planned, in progress, completed, or cancelled.	Required
Vehicle Fuel Notes `vehiclefuellog`	Details of fuel filling or usage related to this trip.	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
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Invoice, date, division, department, vehicle, driver, and route are correct. Odometer, distance, load, fuel usage, and fuel cost have been checked. Trip and fuel notes are clear enough. The trip is ready to go into fleet, route, driver, and fuel reports.

Menu Location

Fleet / Fleet Operations / Input Perjalanan & BBM Vehicle
/form/vehicletrip

Quick Add from the Search Field

If the icon + appears next to a search field, you can complete the vehicle trip references directly from this form without interrupting the trip entry.

Employee

Available on the field Driver. If the driver who drove the vehicle does not exist in the employee master data yet, click + to add the employee data, then continue the same trip entry.