If a menu item is hidden, your role does not have permission for it.
Example: Ramesh is a Staff user. He opens the TMS link, enters ramesh.staff, enters his password, and signs in. He can see Dashboard, Vehicles, Drivers, Fuel Entries, Trip Logs, Stock Transactions, and Reports. He cannot see Users or Roles because those are administrator functions.
2. Dashboard
Open the dashboard first every day.
Review active vehicles and active drivers.
Check fuel consumed and total KM run.
Review low stock, license expiry, tyre status, and maintenance due alerts.
Example: At 9:00 AM, the manager checks Dashboard. It shows 6 active vehicles, 6 active drivers, 1 low-stock item, and 2 licenses expiring soon. The manager clicks the low stock report before approving any new stock issue.
3. Master Data
Create vehicles before fuel, trip, maintenance, or tyre entries.
Open a vehicle profile to review driver assignment, fuel, trips, maintenance, tyres, and vehicle-linked stock history in one place.
Create drivers before assignments and driver-based reports.
Open a driver profile to review assignments, fuel/trips, license expiry status, and missing license/Aadhaar documents.
Create inventory items before stock transactions.
Create maintenance types before maintenance logs.
Keep vehicle numbers, driver mobile numbers, and license expiry dates accurate.
Example: A new Tata vehicle arrives. Staff creates vehicle MH12-TMS-1001, company Tata Motors, model Prima 5530.S, registration MH12AB1001, and current odometer 125430. Then staff creates driver Rajesh Sharma with mobile 9876543210, license MH1220200045123, expiry 31-Aug-2028, and Aadhaar 4567-8912-3456.
4. Vehicle Profile
Open Fleet Management -> Vehicles and click View on a vehicle.
The vehicle profile shows Fuel, Trips, Maintenance, Tyres, and Stock tabs.
Each tab has a Grid View and a Detailed View.
Grid View is best for quick checking, searching, sorting, printing, and export.
Grid View records are sorted newest first by date/time.
Detailed View is best for reading the full timeline story.
Detailed View has its own text search box to filter timeline cards.
Fuel Grid shows Date, Fuel, Quantity, and Station.
Trips Grid shows Date, From, To, and Total KM.
Maintenance Grid shows Date, Item/Type, Cost, and Workshop.
Tyres Grid shows Status, Position, Tyre, Brand, and Size.
Stock Grid shows Date, Type, Item, Quantity, and Total.
The Tyres tab shows both currently installed tyres and removed tyre history.
Example: Manager opens vehicle MH12-TMS-1001. In Fuel -> Grid View, the newest fuel entry appears first and shows Diesel, 240 litres, and Indian Oil - Pune. In Fuel -> Detailed View, the manager types Pune in the search box and only matching timeline cards remain visible. In Tyres, the manager can see currently installed tyres plus old removed tyres with installation KM, removal KM, and usage KM in Detailed View.
Maintain fuel stations, locations, workshops, tyre brands, tyre sizes, tyre statuses, and tyre positions.
Operators should select from these lists instead of typing different spellings.
Example: Before vehicle entry, Admin opens Setup Lookups -> Vehicle Companies and confirms Tata Motors exists. Then Admin opens Vehicle Models and adds Prima 5530.S. Now operators select these values consistently instead of typing TATA, Tata motors, or Prima in different ways.
6. Assign Drivers
Go to Fleet Management -> Assignments.
Select a vehicle and driver.
Set the assignment start date.
Mark the assignment current when the driver is currently attached to the vehicle.
Saving a new current assignment closes the previous current assignment for that vehicle.
Example: Rajesh Sharma is assigned to vehicle MH12-TMS-1001 from 01-Feb-2026. If the same vehicle later gets driver Suresh Yadav from 10-Feb-2026, the system marks Rajesh's previous assignment as not current and closes it with an end date.
7. Driver Attendance
Go to Operations -> Driver Attendance and click Mark Driver Attendance.
Select the attendance date and driver.
When the driver has a current vehicle assignment for that date, the Vehicle field is selected automatically.
Do not use the attendance screen to casually change driver-vehicle assignments. Change the vehicle only when the selected vehicle should become the driver's current assignment.
If the selected vehicle is different from the driver's current assignment, the screen shows an option to create a driver assignment from this attendance.
Tick Create driver assignment from this attendance only when the change is intentional, then enter a clear reason.
The assignment created from attendance follows the same backend assignment record flow as the Driver Assignment screen.
Attendance time is bias-resistant: the system never fills check-in or check-out with the current clock automatically.
For Present, enter check-in manually. Check-out can be added later.
For Half Day, enter both check-in and check-out manually.
For Absent, Leave, and Off Duty, keep check-in and check-out blank.
Example: Staff opens Mark Driver Attendance for 15-May-2026 and selects driver Imran Khan. The system automatically selects vehicle GJ05-TMS-3188 because that is Imran's current assignment for the date. Staff selects Present and enters check-in 12:35 PM manually. If staff changes the vehicle to another vehicle, the screen asks whether to create a new driver assignment from this attendance and requires a reason such as Driver moved to backup vehicle for today's route.
8. Driver Documents
Open Fleet Management -> Drivers.
Open the driver profile using View.
Use Documents to upload license front, license back, Aadhaar front, and Aadhaar back files.
Allowed formats are JPG, PNG, WebP, and PDF.
Maximum file size is 5 MB.
Example: On Rajesh Sharma's profile, staff uploads license-front-rajesh.jpg as License Front, license-back-rajesh.jpg as License Back, aadhaar-front-rajesh.pdf as Aadhaar Front, and aadhaar-back-rajesh.pdf as Aadhaar Back. Later, an auditor can open the same profile and download each file.
9. Daily Entries
Use Fuel Entries for diesel/fuel purchases and odometer readings.
Use Trip Logs for route and KM movement.
Use Maintenance Logs for workshop/service activity.
If Maintenance Type is Tyre Replacement, the tyre installation section appears automatically.
In tyre replacement, add one tyre installation row, review it in the grid, then click Save Installation.
Click a tyre installation row to edit it; the Add button changes to Update.
Use the delete icon in the tyre installation grid to remove the draft row before saving.
Odometer and KM values are checked before saving.
Example: Vehicle MH12-TMS-1001 takes diesel at Indian Oil Pune. Staff enters Fuel Entry date 05-Feb-2026, fuel type Diesel, quantity 240 litres, rate 92.50, odometer 125430, driver Rajesh, and station Indian Oil Pune. The system updates the vehicle odometer if the new reading is higher.
10. Inventory
Add inventory items with unit and reorder level.
Use the Stock Transaction Desk buttons for Opening Stock, Purchase Stock, Issue to Vehicle, Return Stock, and Adjustment.
Use Purchase when stock is received from vendor/store.
Use Issue to Vehicle when stock is consumed by a vehicle.
Use Return Stock when unused material comes back from vehicle or workshop.
Use Adjustment only for approved physical stock corrections.
Issue entries require a vehicle and cannot create negative stock unless the user has STOCK_OVERRIDE permission and enters a clear override reason in Remarks.
Example: Store receives HP AdBlue 20L Can. Staff records a Purchase transaction for 200 litres at unit cost 70. When vehicle MH12-TMS-1001 consumes 20 litres, staff records an Issue transaction with the same item, selected vehicle, quantity 20, and remarks AdBlue filled during Pune dispatch. If only 5 litres are available and user tries to issue 20, the save is blocked. A Super Admin with STOCK_OVERRIDE can save only with a reason such as Emergency issue; purchase bill pending entry.
11. Tyres
Create tyre records with serial number, brand, size, and purchase cost.
Install only tyres that are in stock.
Select the correct tyre position during installation.
Use the Remove button on Tyre Installations when a tyre comes off a vehicle.
Enter removal date and removed KM during removal.
Use Scrap only when a tyre should never be installed again.
Reports use installed KM and removed KM to calculate tyre usage.
Vehicle profile -> Tyres shows currently installed tyres and complete removed tyre history.
Example: Staff creates tyre MRF-MH12-001, brand MRF, size 10.00R20, cost 21500, status InStock. Then staff installs it on vehicle MH12-TMS-1001 at position Horse Front Left 1 with installed KM 125430. When removed at 165430, the tyre usage report shows 40000 KM.
12. Reports
Open Reports for fuel, KM, stock, maintenance, trips, driver assignments, and tyre usage.
Use alert reports for low stock, license expiry, and maintenance due.
Use the report filter panel to select date range, vehicle, or driver where applicable.
Use the summary card to confirm row count and report generation time.
Export to Excel/PDF or print when required.
Example: Manager opens Reports -> Fuel Consumption, filters from 01-Feb-2026 to 28-Feb-2026, selects vehicle MH12-TMS-1001, and reviews total litres, amount, station, and odometer readings. The manager exports Excel for analysis and PDF for monthly filing.
13. Administration
Administrators create users, roles, and permissions.
Standard roles are Super Admin, Admin, Manager, Staff, and Viewer.
Use the role assignment screen to give roles to users.
Use the role permission matrix to tick View, Create, Edit, and Delete permissions by module.
Only trusted users should receive override permissions such as STOCK_OVERRIDE and ODOMETER_OVERRIDE.
Example: Admin creates user meena.manager, assigns the Manager role, and confirms Manager has Report View, Vehicle View, Driver View, Assignment View, Fuel View, Trip View, Maintenance View, Stock View, Tyre View, Lookup View/Edit, and Audit View. Meena can review operations but cannot change Super Admin permissions. Super Admin keeps STOCK_OVERRIDE and ODOMETER_OVERRIDE for exceptional corrections only.
14. Audit Logs
Install the audit migration to enable database audit logs.
Audit Logs record create, edit, deactivate, delete, upload, and other important actions.
Search by table, action, record ID, user, date, IP address, or keyword.
Use Audit Logs for review and accountability.
Example: If a stock issue is changed from 20 litres to 25 litres, Audit Logs can show table StockTransactions, action EDIT, record ID, user ID, date/time, IP address, and notes. Admin filters by table and date to review who changed the record.
Complete Flow Examples
Use these scenario tabs as practical training flows. Each one starts with data entry and ends with the report or review screen.
Vehicle Maintenance and Consumable Flow
1. Basic master feeding
Create vehicle records from Fleet Management -> Vehicles.
Enter vehicle number, company, model, registration number, odometer, and active status.
After saving, open the vehicle profile to use quick actions for assignment, fuel, trip, maintenance, and stock issue.
Create driver records from Fleet Management -> Drivers.
Enter driver name, mobile, license number, license expiry date, and Aadhaar number.
Open the driver profile and upload license front/back and Aadhaar front/back files until all document tiles show available.
Detailed example: Operator creates vehicle MH12-TMS-1001, company Tata Motors, model Prima 5530.S, registration MH12AB1001, odometer 125430. Then operator creates driver Rajesh Sharma, mobile 9876543210, license MH1220200045123, expiry 31-Aug-2028, Aadhaar 4567-8912-3456, and uploads all four document sides.
2. Driver to vehicle assignment
Open Fleet Management -> Assignments.
Select vehicle, driver, and assignment start date.
Mark the assignment as current.
The app closes previous current assignments for the same vehicle.
Detailed example: Vehicle MH12-TMS-1001 is assigned to Rajesh Sharma from 01-Feb-2026. If Amit Patel is assigned from 15-Feb-2026, Rajesh's assignment becomes historical and Amit becomes current.
3. Tyre flow
Create tyre master records in Tyre Management -> Tyres.
Install tyres from Tyre Management -> Installations.
Select vehicle, tyre, position, installation date, and installed KM.
Enter removal date and removed KM to calculate usage.
Detailed example: Tyre MRF-MH12-001 is installed on Horse Front Left 1 at 125430 KM and removed at 165430 KM. The report calculates 40000 KM usage.
4. Oil and hub grease flow
Create Engine Oil, Differential Oil, Hub Grease Horse, and Hub Grease Body as Inventory Items.
Enter purchases using Stock Transactions -> Purchase.
Issue consumed oil/grease using Stock Transactions -> Issue and select the vehicle.
Record workshop service using the guided Maintenance Logs screen.
Enter service date, odometer, cost, workshop, next due date, and next due KM.
Detailed example: Vehicle MH12-TMS-1001 receives engine oil at 126000 KM. Store issues 15 litres of oil, maintenance logs cost 8500, next due date 12-May-2026, and next due KM 136000.
5. AdBlue flow
Create AdBlue as an inventory item.
Enter purchased quantity from Stock Transactions -> Purchase.
Enter used quantity from Stock Transactions -> Issue with vehicle selected.
If material is returned, use Stock Transactions -> Return to record it clearly.
Review balance in Stock Balance report.
Detailed example: Store purchases 200 litres of HP AdBlue. Vehicle MH12-TMS-1001 consumes 20 litres. Stock Balance shows 180 litres remaining.
6. Results and reports
Open the vehicle profile after entries are saved.
Use Grid View for quick column review and export.
Use Detailed View for timeline reading and text search.
Use date range filters where available.
Review fuel, trip, stock, tyre, driver assignment, license expiry, and maintenance due reports.
Export Excel/PDF or print for filing.
Detailed example: Manager opens vehicle MH12-TMS-1001. Fuel Grid View shows newest fuel first with Date, Fuel, Quantity, and Station. Trips Grid View shows Date, From, To, and Total KM. In Detailed View, manager searches Mumbai to filter the timeline. Then manager filters reports from 01-Feb-2026 to 28-Feb-2026 and exports Excel/PDF for filing.
Scenario 1: Create Vehicle, Assign Driver, Record Trip, View KM Report
Create vehicle: Go to Vehicles and add MH12-TMS-1001, Tata Motors, Prima 5530.S, registration MH12AB1001, odometer 125430.
Create driver: Go to Drivers and add Rajesh Sharma, mobile 9876543210, license MH1220200045123, expiry 31-Aug-2028.
Assign driver: Go to Assignments, select vehicle MH12-TMS-1001, driver Rajesh Sharma, start date 05-Feb-2026, and mark current.
Record trip: Go to Trip Logs and enter trip date 06-Feb-2026, From Pune, To Mumbai, Old KM 125430, New KM 125610, purpose Container delivery.
Check vehicle profile: Open Vehicles -> View -> Trips. Grid View shows Date, From, To, and Total KM in newest-first order. Detailed View shows the trip timeline and allows searching Mumbai.
Check report: Open Reports -> KM Summary or Trip Report. Filter the same date range and vehicle. The report should show the trip and total distance of 180 KM.
Scenario 2: Purchase AdBlue, Issue to Vehicle, View Stock Balance
Create item: Go to Inventory Items and add HP AdBlue 20L Can, type AdBlue, unit Litre, reorder level 100.
Purchase stock: Go to Stock Transactions and click Purchase. Enter date 07-Feb-2026, item HP AdBlue, quantity 200, unit cost 70, no vehicle selected.
Issue stock: Click Issue. Enter date 08-Feb-2026, item HP AdBlue, vehicle MH12-TMS-1001, quantity 20, remarks Filled during Mumbai dispatch.
Validation: If stock balance is less than issue quantity, the system blocks the issue to avoid negative stock. Only a user with STOCK_OVERRIDE can continue, and that user must enter an override reason in Remarks.
Check vehicle profile: Open the vehicle profile -> Stock. Grid View shows Date, Type, Item, Quantity, and Total. Detailed View shows the full stock timeline and can be searched by AdBlue.
Check report: Open Reports -> Stock Balance. The balance should reflect purchase quantity minus issued quantity, so 180 litres remains.
Scenario 3: Buy Tyre, Install It, Remove It, View Usage
Create tyre: Go to Tyres and add serial MRF-MH12-001, brand MRF, size 10.00R20, purchase date 10-Feb-2026, cost 21500, status InStock.
Install tyre: Go to Tyre Installations, select tyre MRF-MH12-001, vehicle MH12-TMS-1001, installation date 11-Feb-2026, installed KM 125610, position Horse Front Left 1.
Remove tyre later: Open Tyre Installations and click the remove button for that tyre. Enter removal date 11-Jun-2026, removed KM 165610, remarks Removed after wear inspection.
Check vehicle profile: Open vehicle profile -> Tyres. Grid View shows Status, Position, Tyre, Brand, and Size. Detailed View shows currently installed tyres and removed tyre history with usage KM.
Check report: Open Tyre Report. The usage should show 40000 KM for that tyre.
Decision: If the tyre is reusable, keep status Removed. If it is no longer usable, open Tyres and click Scrap. Scrapped tyres cannot be installed again.
Scenario 4: Record Service, Set Next Due, Track Alert
Create maintenance type: Go to Maintenance Types and add Engine Oil Service. For tyre workflow, ensure Tyre Replacement also exists.
Record service: Go to Maintenance Logs and click New Maintenance. Select vehicle MH12-TMS-1001, type Engine Oil Service, date 12-Feb-2026, odometer 126000, cost 8500, workshop Tata Authorized Workshop Pune.
Odometer rule: If the vehicle latest known odometer is 126000 and user enters 125500, the system blocks the save unless the user has ODOMETER_OVERRIDE.
Set next due: Enter next due date 12-May-2026 and next due KM 136000.
Tyre replacement option: If the type is Tyre Replacement, fill Tyre, Installation Date, Installed KM, and Position. Click Add, review the row, then click Save Installation.
Edit draft row: Click the row in the tyre installation grid to load it back into the fields, update values, then click Update.
Check dashboard: When the due date is near or the vehicle odometer approaches next due KM, the dashboard maintenance alert count increases.
Check vehicle profile/report: Open vehicle profile -> Maintenance to see Grid View and Detailed View. Then open Maintenance Due Report to identify which vehicle, service type, due date, and due KM need attention.