Vehicles

Reference

A vehicle belongs to one company. Its licence plate and VIN are unique inside that company only, so the same physical vehicle can exist as separate, independent records in two companies.

Overview#

Each vehicle record belongs to exactly one company, shown as Tenant in the portal. Company users see and manage only their own company's vehicles. A vehicle can be linked to a catalog vehicle model, which supplies its brand, model, year, fuel capacity and accepted fuel types. A vehicle is either Active or Inactive, and can carry any number of the company's own tags. Mileage, GPS tracking, maintenance and fuel performance build on the vehicle record and are described on their own pages.

Fields#

The vehicle form groups its fields under Vehicle identity, Fuel settings, Odometer & GPS, Drivers and Tags, plus Status when editing. The company is chosen only when the vehicle is created. Labels below are the form's; the detail page shows some of them under shorter names.

Statuses#

A new vehicle is always created Active. The Active switch appears on the edit form only. Each change of status is recorded in the vehicle's activity history as an activation or a deactivation.

Inactive vehicles stay in the vehicle list, which shows all statuses by default and has a Status filter. The detail and edit pages still open, but the detail page hides the actions that need an active vehicle: adding a consumption norm, managing the static QR, and marking maintenance done. An existing order or driver assignment that refers to a vehicle that is now inactive can still be edited and saved without losing the vehicle.

Delete removes the vehicle from the portal and records the deletion in the audit trail. To take a vehicle out of service while keeping it findable, set it to Inactive instead: inactive vehicles stay in the list with their history.

Rules#

Plate and VIN are unique per company#

• One company cannot hold two vehicles with the same plate, or two vehicles with the same VIN. The form shows an error and nothing is saved.
• The check includes the company's inactive vehicles. If a new plate is refused, look for it with the License plate filter, which also lists inactive vehicles.
• Two different companies can each hold a vehicle with the same plate and the same VIN. This covers a vehicle sold from one company to another, and a fleet shared by related companies.
• The two records are fully independent. Neither refers to the other, and the platform does not model group or sister-company relationships.
• Each company sees only its own record, with its own GPS binding, mileage, refuel history and performance figures. No single record represents the physical vehicle across companies.

Vehicle import and plates#

• Importing a plate that the company already holds updates that company's existing vehicle. It never creates a second one.
• Importing a plate that only another company holds creates a new vehicle for the importing company. The import says nothing about the other company, and the other company's vehicle is not changed in any way.
• A mistyped plate therefore creates a real vehicle without a warning. The company can find it in its list and delete it.
• The import preview flags a row as a duplicate only when the plate already exists in the importing company.
• An import can never change a vehicle that belongs to another company.

Tags#

• A tag belongs to one company and has a name of up to 50 characters that is unique within that company.
• A vehicle can carry several tags, and a tag can be on many vehicles. Tags are added and removed on the vehicle form, and every change is recorded in the audit trail.
• A company can only see, assign and filter by its own tags. A tag can never be put on another company's vehicle.
• The vehicle list shows each vehicle's tags and can be filtered by one or more tags; a vehicle matches if it has any of them.
• Tags are created, renamed and deleted on the Vehicle Tags page. The vehicle form only picks from existing tags. See Tag vehicles and find them in the vehicle list.

Model as recorded#

• The label keeps the original make and model text, so vehicles without a catalog model can still be found.
• The Vehicle model filter on the vehicle list matches the catalog brand, the catalog model name, and the model-as-recorded text.

Vehicle list#

The list filters by License plate, Vehicle model, Color, VIN, Compliance (documents and maintenance), Status, Odometer from and Odometer to, GPS source, Current driver and Tags. All filters combine. Status shows all vehicles by default. Vehicle model also matches the model-as-recorded text, and Tags matches any of the selected tags.

Export to Excel downloads the filtered list, up to 5,000 rows, including a Model as recorded column and a Status column.

Platform staff see every company's vehicles and get two more filters, Tenant ID (exact match) and Tenant name (contains). An invalid Tenant ID returns an empty list, never every company's vehicles. Company users do not see these filters.

Vehicle detail page#

The header shows the plate, the status, and an alert when a vehicle document has expired or expires soon. Below it are these cards:

On an inactive vehicle the page hides the actions that need an active vehicle. A Tenant Accountant sees no edit or delete actions.

Permissions#

Platform staff can view every company's vehicles and tags. The Platform Operator role can also manage Petrolimex QRs.

Related#

• Vehicle models catalog
• Tag vehicles and find them in the vehicle list
• Vehicle odometer
• Vehicle maintenance status
• Drivers