Every vehicle, driver, trip, litre of fuel and workshop job in one record, with the renewals that catch companies out flagged before they expire.
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AstraERP’s fleet module replaces the logbooks, fuel chits and insurance spreadsheets that most Ghanaian businesses still run their vehicles on. Each vehicle gets a single profile that carries its history, and every record can be authorised by a supervisor before it counts.
Registration and chassis numbers, make, model, year, supplier, value, acquisition date and end of lifespan. Each vehicle’s profile shows its insurance, road worthiness, maintenance, fuel, trip logs, inspections, accidents, assignments and locations on one screen. Retire vehicles with the reason recorded: accident, auction, theft, scrap or over-aged.
Drivers are linked to their employee records. Keep licence number, class and expiry, a full licence renewal history with the licence office and cost, and mark who is active and available for assignment. Filter drivers whose licences expire before a date.
Record every fuel issue with the vehicle, the employee it was issued to, quantity, cost, odometer reading, destination and purpose. Odometer readings roll forward automatically, so fuel efficiency in km per litre and cost per kilometre are worked out for you.
Set a service interval per vehicle in kilometres and months. Open a maintenance job against a workshop with the fault reported, mileage and itemised task lines: what was checked, replaced or repaired, and what it cost. Completing a job rolls the next service due date forward.
Record each insurance policy with the insurer, policy number, premium and expiry, and each road-worthy certificate with the licence office, cost and expiry. The latest record becomes the vehicle’s current cover, and anything expiring soon appears on the dashboard.
Staff request a vehicle with departure, destination, purpose, passengers and approximate distance. Managers authorise, assign the vehicle and driver, and record mileage before and after and fuel issued. Trip logs capture start and end odometer, distance, destination and purpose.
Log inspections with the inspector, odometer, findings, recommendation and result: passed, passed with advisory or failed. Record accidents with the driver, location, passengers, vehicle state, repairing workshop, repair date and cost, and any compensation.
Allocate vehicles to branches, depots or sites with allocation and release dates. Assign a vehicle to an employee with the reason and return date, so you always know who has which vehicle and where the fleet is spread across your locations.
Vehicles available, in use, under maintenance and out of service; expiring insurance, road-worthy certificates and licences; overdue services and failed inspections; top fuel consumers and highest maintenance spend; and the cost of running the fleet by category, per vehicle and per kilometre, for today, this week, month, quarter or year.
Each report is filtered by period and location and printed on your company letterhead.
Fleet management uses the records your business already keeps in AstraERP.
Drivers, requisition officers, inspectors and the staff fuel is issued to all come from your employee register, so there is nothing to re-key.
Vehicle suppliers, workshops and parts shops are your existing vendor records, with the fleet settings adding workshop category, contact and location.
Vehicles are allocated to the same branches and warehouses used across AstraERP, and users only see the locations they are permitted to.
Staff request vehicles, log trips and view the vehicle assigned to them and their licence details from the AstraERP employee portal.
Built for companies running pool cars, delivery vans, trucks and site vehicles.
Stop vehicles going on the road with expired insurance or road-worthy certificates.
See which vehicles burn the most fuel and cost the most to maintain, per kilometre.
Replace fuel chits and paper logbooks with records a supervisor authorises.
Service vehicles on time with due dates that move with mileage and workshop jobs.
Know who has every vehicle, where it is allocated and when it is due back.
Keep a complete history per vehicle for audits, insurance claims and resale.
Straight answers about what the module does and does not do.
No. AstraERP records which branch or depot a vehicle is allocated to and who it is assigned to, along with odometer readings from fuel issuance, trip logs and maintenance. It does not use GPS trackers or telematics devices.
The fleet dashboard has an Attention Required panel listing insurance policies, road-worthy certificates and driver licences expiring within your warning window, plus vehicles whose service is overdue or due soon. You can also print the Current Insurance Status and Road Worthiness Status reports for any period.
Yes. Through the AstraERP employee portal, staff can submit a vehicle requisition with departure, destination, purpose, passengers and preferred driver, edit or withdraw it until it is authorised, log trips against the vehicle they are assigned and view their own licence details.
Drivers, requisition officers, inspectors and the people fuel is issued to are all employee records, so fleet management uses the employee register that comes with AstraERP. Suppliers and workshops are vendor records, and vehicles are allocated to your branches or warehouses.
Yes. Fuel, maintenance, insurance, road-worthy and accident repair costs are recorded against each vehicle. The dashboard shows total fleet cost, cost by category, cost per vehicle, cost per kilometre and the monthly trend for the selected period.
