Vehicle models catalog
One shared list of vehicle models for every company. A vehicle's model sets its maintenance schedule and limits the fuel grades it can refuel.
Overview#
The vehicle models catalog is a single platform-wide list; it does not belong to any company, and every company picks from the same rows. Each row describes one model by brand, model name, optional year and powertrain, with the fuel grades it accepts and its tank size. Linking a vehicle to a catalog model is optional, but a vehicle without a model gets no maintenance schedule. The catalog covers the cars, vans, pickups, light and heavy trucks, coaches and motorbikes that companies in Vietnam run.
Fields#
| Field (UI label) | What it holds | Rules |
|---|---|---|
| Brand | The maker, for example Isuzu or Toyota | Required |
| Model | The model name, for example QKR or Vios | Required. A few names deliberately combine two badges of one lineage, such as "Porter / H100" |
| Year | The year a generation, or a significant facelift or model-year refresh, was released in Vietnam | Optional. A row with no year means "any year" of that model |
| Powertrain | Petrol or Diesel | A model sold with both is two rows, one per powertrain, so each offers only its own fuel grades |
| Fuel types | The fuel grades the model can take | Every row in the platform catalog has at least one. Petrol rows list the petrol and E5/E10 grades; diesel rows list the DO diesel grades |
| Fuel capacity | Tank size in litres | Caps a full-tank refuel unless the vehicle sets its own per-fill limit. A full-tank vehicle with neither cannot refuel, because its capacity is unknown |
Rules#
Identity and years#
- A row is identified by brand, model, year and powertrain together. Two rows with the same four values cannot exist.
- This includes year-less rows: there can be only one "any year" row for a given brand, model and powertrain. It can sit alongside rows for specific years.
- Where a year is given, the catalog has one row per generation and per significant facelift or model-year refresh sold in Vietnam, dated by its Vietnam-market release. That year can be a year or two later than the global debut.
- Every model also has a year-less row that uses the same maintenance schedule as its dated rows.
- There is no electric powertrain. Electric vehicles can be recorded, but have no catalog model or maintenance schedule.
How a model's name is shown#
| Row | Shown as |
|---|---|
| With a year | "Toyota Vios - 2020 (Petrol)" |
| Without a year | "Isuzu QKR (Diesel)". The year is left out of the name and never shown as "None". The Excel export leaves the Year cell blank, and the bulk assignment picker shows any year |
Active and inactive models#
- Only active catalog models can be newly given to a vehicle, on the vehicle form or by import.
- A vehicle that already has a model that is later deactivated keeps it when the vehicle is saved for another reason.
What a vehicle's model controls#
Maintenance schedule#
- The maintenance schedule comes from the platform template for the vehicle's model and that model's first fuel type. A vehicle with no model has no schedule.
- When a vehicle's model is set or changed, on the vehicle form, through the API, by import or on the bulk assignment page, the schedule follows. The old model's maintenance items are retired, with their service history kept, and the new model's items are created.
- Retired items no longer count towards compliance badges, the maintenance dashboard or reminders.
- See Maintenance schedule templates for the schedules themselves.
Fuel grades at refuel#
- At PVOIL stations, a refuel of a grade that is not in the vehicle's model is refused.
- At stations paid by static QR, the platform picks the station's fuel product from the model's grades. If the station sells none of them, the refuel fails.
- Card and driver-app refuels do not check the grade against the model.
- A vehicle with no model may take any grade.
Warning: Giving a diesel truck a petrol model blocks its refuels at stations that check the grade. The bulk assignment page checks each vehicle's refuel history and leaves out, by default, vehicles whose real fuel does not match the chosen model. See Assign vehicle models in bulk.
Matching a model on vehicle import#
- An import names the model by brand, model and year, ignoring letter case.
- An import cannot name a powertrain. For a model that has both a petrol and a diesel row with the same year, the import may pick either, so set those vehicles' model on the vehicle form or the bulk assignment page instead.
- A blank year matches only the year-less row of that brand and model. It never falls back to a dated row; if no year-less row exists, the row fails with "Vehicle model '…' not found in reference data."
- A row naming an inactive model fails with "Vehicle model '…' is inactive." unless that model is already the vehicle's current one.
- A row with no brand or no model name creates a new vehicle without a model, and leaves an existing vehicle's model unchanged.
- The make and model text in the Model as recorded column is kept on the vehicle even when it matches no catalog row, so the vehicle can be found and given a model later. See Vehicles.
Permissions#
| Action | Tenant Owner | Tenant Admin | Tenant Supervisor, Tenant Accountant |
|---|---|---|---|
| Pick a catalog model for a vehicle (vehicle form, import, bulk page) | Yes | Yes | No |
| Read the catalog through the API | Yes | Yes | No |
| Add a catalog model through the API | Yes | Yes | No |
| Change or delete a catalog model | No | No | No |
A model added through the API appears at once for every company. Changing, deactivating and deleting catalog models is reserved for the platform team. A change to a row applies to every company's vehicles that use it. Anyone who can see a vehicle sees its model's brand, model, year, fuel capacity and fuel types on the vehicle page.