Report Field

Description

Vehicle ID

Display the unique ID of the vehicle.

Institution

Display the institution from where the vehicle belongs or is assigned to.

Vehicle Type

Display the short description linked to the vehicle’s type

Make

Display the make code linked to the vehicle.

Model

display the model code

Sub model

display the line code

Original cost

domestic cost

Current Value

current value of vehicle

Odometer value at Registry time

Also add the measure unit abbreviation related to the odometer value in vehicle e.g. 20340 (KM)

Current odometer value

Also add the measure unit abbreviation related to the odometer value in vehicle

Fuel type

Displays the fuel types related to the vehicle and its short description.

Is primary

Display as True or False

tank capacity and measure units

Display the tank capacity followed by the unit of measure used for the tank

EXAMPL: 20 (Gallons)

number of consumptions

Number of different registered consumptions for the vehicle.

(group by vehicle and fuel type)

total cost (fuel types)

Sum all cost of vehicle registered fuel consumptions (group by vehicle and fuel type)

Insurance vendor code

displays the vendor code linked to the vehicle

Policy Number

Display the insurance policy

Start date

displays the start date of the given insurance

End date

displays the end date of the given insurance

Insurance cost

displays the total cost of the insurance for the vehicle

Maintenance ID

Display the unique id for a maintenance.

Service Supplier

Display supplier

Supplier vendor code

Display the vendor code related to the maintenance.

Total cost

Sum of all of the maintenance for a specific vehicle.

Group by maintenance, vehicle, service supplier, vendor code

Currency symbol

Display the currency symbol for the selected as domestic currency.

Fiscal year

Display the id for the current active fiscal year.

User

Display the user ID of the user that is generating the report.

Report Field

Description

Fiscal year

Displays the current fiscal year

Institution

Displays the institution’s name given by the attribute from institution table for the vehicle in the vehicle detail

Vehicle Make

Display the related code to the Vehicle Maker entity

Vehicle Model

Display the related code to the Vehicle Model entity

Vehicle Line

Display the related code to the Vehicle Line entity next to the model code

Example : Rav4 LXE (where rav4 is the model and LXE is the line)

Responsible employee name

Display names for the referenced Employee

Consumption status

Fuel Type

Display the Fuel type short description.

Vendor

Display the attribute name for the referenced vendor

Vehicle usage description

Display only a short version of the found usage’s description and truncate always to 200 chars and add “…”

The system must select the MIN Vehicle usage internal ID that matches the fuel consumption date with the following criteria:

D1 = consumption date

D2 = Usage started on date Vehicle Usage Registry for the vehicle id in this table

Min internal usage registry ID where

D1 > = D2

In case more than one is found, the system must select the MIN internal ID.

Driver ID

The driver related to the USAGE GIVEN IN THIS TABLE

Vehicle total consumption

Sum all of the details for the same vehicle that are included in all found Fuel consumption registry

Institution Total consumption

Group by institution vehicle fuel consumptions and sum all of the Totals given

Report Total Consumption

Sum all of the totals

Report Field

Description

Serial Number

the report must generate a correlative/total (see mockup) number for each printed vehicle in its corresponding grouping institution

Responsible Position

Display the position linked to the employee, look for the employee assignment linked to the employee that has: the max assignment ID, and the actual end date is null or is greater than system current date at reporting generation time.

Earning Scale

the cost item scale level is related to the generic position

Position Category

display the short description linked to the generic position

January amount

Group and sum the total cost for the vehicle in the comply with the following:

• date belong to the corresponding month (fiscal period)
• the status is “Delivered by Supplier"

February amount

same as above

March amount

same as above

May amount

same as above

June amount

same as above

July amount

same as above

August amount

same as above

September amount

same as above

October amount

same as above

November amount

same as above

December amount

same as above

Total of report

In case a single ministry (top level institution level) is displayed hide this row.

Report Field

Description

Institution Type

Display the parent institution if applicable

Vehicle ID

Display the unique ID of the vehicle.

Make

Display the make code linked to the vehicle.

Model

display the model code

Sub model

display the line code

Current odometer value

Display the odometer value plus the odometer measure type abbreviation

for example: 20,000.00 (Km)

Original cost

domestic cost

Current Value

current value of vehicle

total cost (fuel types)

Sum all cost of vehicle registered fuel consumptions (group by vehicle)

Insurance cost

displays the total cost of the insurance for the vehicle (group by vehicle)

Maintenance expenses

Sum of all of the maintenance for a specific vehicle Grouped by vehicle.

Report totals

Sum all columns amounts.

Currency symbol

Display the currency symbol for the selected as domestic currency.

Fiscal year

Display the id for the current active fiscal year

User

Display the user ID of the user that is generating the report.

Report Field

Description

Fiscal Period

Display the period short name

Parent Institution

Parent institution Name

Institution

Displays the Institution

Vehicle Plates Number

Display the attribute

Vehicle Make

display the vehicle maker's code related to the attribute

Vehicle Model

display the vehicle model code related to the attribute

ID

Auto assigned by the system

Short name

Short title for the Alert type

Description

Description of the Alert

Type

Can have any of the following values

Start Sending Alerts Days

Indicates the days in advance that an alert should be sent for some specific Alert types

The value can take only integer values and can be negative or positive number, the value represent days.

For example, when this value is -30, and the Alert is "Vehicle Insurance End", means that the Sending alert process

must send alerts 30 days before the desired date is reached (in this case when insurance end date is reached).

Indicates the periodicity that must be used to sent alerts

users can decide to send alerts every day or every N days, where

N can be any value from 1 to 30 (notice that the sign of -30 must be ignored).

Therefore the user can decide to send alertys every day (then value for this attribute is 1) or every 5 days

or every 10 days and so on.

Indicates if the Alert should be sent also to the users that have a registered emails as part of their contact information.

when True, send emails to users.

when False, do not send emails to users.

Default value is: False.

Code

Auto assigned by the system in a correlative order or manually entered by the user depending on parameter “Allow manual entry code for Coupon Code”

Name

Describes the name of the Coupon Type

Fuel Type

Indicates the type of fuel that is linked to the coupon type.

Domestic Coupon Value

The amount of money that the coupon represents.

For example can be many different type of coupons having value of:

US$10, 20, 30 and so on.

Status

Indicates if the Coupon type is still active or not

True by default (active)

False (inactive)

ID

Auto assigned by the system in sequential order.

External Code

String that identifies in a unique way a single GPS device.

Do not allow blanks (or remove them prior to save the value)

This value is unique in entire table.

Description

Breif description of the device.

Active

Indicates if the device is ACTIVE or not.

If active can be linked to a vehicle if not then can’t be linked.

ID

Auto Assigned by the System

Internal Code

Manually entered by the user or auto generated by the system depending on parameter configuration.

Note: Must be unique in all table

Vendor Code

Reference to an existing vendor code.

Note: Must be unique in entire table allowing this way to link a single vendor to a single supplier.

Tax Identification Number

Vendor’s tax identification number.

Reference to entity when in this table has a valid value (when this happen user can’t change this attribute)

Supplier Name

Indicates the full name of the vendor

Reference to entity when in this table has a valid value (when this happen user can’t change this attribute)

Supplier Short Name

Indicates the short name of the vendor in case the vendor has one. 

Preferred Language communication

Indicates the preferred language to receive communication from the Government or any other communication channel.

Provide Services/Goods

zero or more references to a specific maintenance type indicating that the Supplier can provide those specific types.

Provide insurances

Indicates if the supplier provides insurance services for vehicles.

False by default.

Status

Indicates if the supplier is active or not, true or false respectively.

"True" always assigned by default when creating new record.

Name

Description

Vehicle ID

Auto assigned by the system or manually entered by the user depending on parameter Generate Vehicle ID.

Value must be unique in entire table and can be padded if parameter is configure.

Institution

Indicates the Institution where the Vehicle Belongs, an institution at any hierarchy level can be chosen by the user.

Allow the user select by doing a look up.

Vehicle Type

Type of the vehicle.

Maker's code

Make of the vehicle

Model

Model of the vehicle

Sub Model (line)

Line or sub model of the vehicle

Vehicle Manufactured year

Indicates the year when the vehicle was built by the manufacturer.

Allow only integer values.

Exterior Main Color

Exterior main color.

Other Exterior Colors

Zero or more exterior colors in case the vehicle has other colors.

Interior Main Color

Interior Main color

Plates Number

String that represent a unique value to identify a vehicle. The string can be formed by letters, numbers, symbols and blanks depending on Plates Parameters values

The maximum size of the field is controlled by the parameter Plates max size.

Note: For all letters always change to UPPER letters.

VIN (vehicle identification number)

Vehicle Identification Number, it only allows 17 chars that can be letters and numbers only WITHOUT blanks.

See VIN Parameters.

This value must be unique for entire table.

Engine Number

Vehicle Engine Number

Seat capacity

Indicates the seat capacity given by the manufacturer of the vehicle.

Allow only numeric integer values.

Related Asset Item

Indicates if the Vehicle is linked to a specific Asset item. The Asset item must belong to the Institution given in this table or any child institution of that institution.

This value could be mandatory depending of parameter configuration “Mandatory Asset Item in Vehicle”

Vehicle Original Cost (Domestic Currency)

Indicates the original cost when the vehicle was acquired.

Vehicle Current Value (Domestic currency)

Indicates the current value of the vehicle at registration moment in the system.

Vehicle System Registration Date

Auto assigned by the system, date and time when the vehicle was registered in the system.

Odometer Measure type

Indicates the distance type of measure used for the vehicle in Odometer.

Odometer Value at Registration Time

Indicate the value that marks the vehicle odometer when the vehicle it is being registered into the system.

Latest Registered Odometer Value

Auto assigned by the system always, do not allow manual update on this attribute.

Vehicle Description

Indicates longer description of the vehicle, including special and unique features of the vehicle and other important comments.

Observations

Other important comment about the vehicle.

Pictures

Allow the user to enter file attachments only of image type See Parameter Picture Types.

Also the user should be allowed to enter only the title and the file to be uploaded for the Attachment entity, use sequential numbering for Order, copy title into description and always default language for attachment language.

Attachments

Allow the user to enter any type of attachment using regular attachment attributes.

Latest Maintenance Date

Auto assigned by the system and not allowed to update by the user.

This will be updated when the latest maintenance for the vehicle is registered.

Workflow  Status

These are the possible status for the vehicle. This can change for different workflow configurations.

“created”

“On review”

“Approved”

 “Out of use”

Vehicle Status

Status that represent the state of the vehicle in terms of the usage which the vehicle is available for.

“Being registered”

“Ready for Assignment”

“In Maintenance”

“Assigned”

“Out of Use”

Responsible Employee

Employee that is responsible for the vehicle.  The employee that is responsible for the vehicle.

This field is not allowed to be updated by the Vehicle UI, it can be updated only directly when vehicle is created or when Vehicle is Assigned

Created by

User that registered the vehicle in the system, automatically assigned by the system.

Do not allow update on this field.

Approved Date

Auto assigned by the user when Vehicle is approved

Do not allow update on this field.

Approved by User

User that Approved the vehicle registry in the system, automatically assigned by workflow system.

Do not allow update on this field.

Fuel Types

One or more fuel types that are used by the Vehicle.

If the vehicle has a “Sub model” (line) from this table then all of the “Fabric” indicated Fuel types from Line must be imported from Line Fuel Type

Vehicle Insurance Information

Link to the registered Insurance for the vehicle

The user can’t create new insurance information from here it is only displayed from Vehicle Insurance when the Vehicle is included in one of the Insurance Information Details

Last update on Vehicle

Automatically assigned by the system on latest vehicle data update.

Last update on vehicle by user

Last user that updated the vehicle information.

Main Engine Size in CC

Allow the user to indicate the size of the main vehicle engine in Cu

Main Engine Cylinders

Allow the user indicate the main engine number of cylinders.

Chassis Number

Indicate the Vehicle Chassis number

Other Vehicle Features

Allow the user create a custom domain type where other needed features can be added for all of the vehicles.

GPS Devices

Zero or more installed GPS devices on a single vehicle.

Used in case more than one device is installed per vehicle and/or to keep tracked in history the entire installed device in the vehicle.

Legacy ID

Other unique id user by the clients to identify a vehicle in case a previous registry exits or in case end user wanted to create a custom ID.

Value must be unique in entire table.

ID

Auto assigned by the system in sequential order.

Do not allow the user to update or manually enter this value.

Employee ID

Indicates if the drive is a Government employee

Names

Names to identify the user.

Sur names

Driver's last name.

Institution

Driver's institutions.

Hire Date

Date when the driver started to work for the government (auto assigned by the system to current date but the user should be allowed to change it while creating record).

Country of Birth

Country where the employee born.

Date of Birth

Date when the driver born.

Gender

Indicates the Driver gender.

Use from Employee “male”, “Female”, “other”

Driver Picture

Allow the user to attach a single picture file (only picture types, jpg, png, tiff or other valid picture file that the system can handle).

Diver License Number

Indicates the Diver License Number

Diver License Expiration Date

Indicates when the driver’s license expires.

Contact Information

Indicates all of the available ways that the system can use to communicate with the driver.

Address

Addresses registered where the Driver can be located.

Application user

Read only value.

Document Identification Number

Unique document identification number that identifies the Driver.

This value must be unique for each driver.

Tax Identification Number

Driver tax identification Number.

This value must be unique for each driver.

Status

Possible values

“Created” (automatically assigned by the when record is created).

“Active”

"Inactive"

User Created by

Auto assigned by the user when driver is created

Read-only field.

Date and time of Creation

Auto assigned by the system when record is created.

Read-only field.

User Approved by

Auto assigned by the system when driver status is change to "Active".

Read-only field.

Date and time of approval

Date and time when 2.9.20 is updated.

Read-only field.

Assigned Vehicles

One or more Vehicles IDs That are created automatically after each Vehicle Assigning Processes approved.

Read-only list of assigned vehicles.

ID

Unique identifier. Automatically generated by the system

Short Description

Indicates a short name for the Fuel type

As Gas, Fuel, Methane, Electric Battery, Electric Fuel Cell, ETC.

Description

Indicates a long description of the fuel type and how it is measured.

Default Measure Unit

Indicates the default unit of measure used to determine how the fuel should be measured in terms of fuel usage, fuel max tank load etc.

ID

Auto assigned by the system

Code

Code to identify the Inspection Type

Note: Must be unique in all table

Short Name

Short name that describes the Inspection type

Explanation

Long explanation for the Inspection type, indicating exactly which are the

Is Active

Indicates if the inspection type is active or not.

Always True as default value.

Name

Description

Insurance ID

Auto assigned by the system.

Read only.  User can´t change it.

Single Insurance Provider

Indicates if the Insurance is provided for a single supplier.

If true allow only a single vendor (true is default)

If false allow the user to select different

Insurance Vendor Code

Allow the user to select a vendor by doing look up.

Policy Number

Policy number given by the vendor that providing the insurance.

This value must be unique in entire table by vendor.

Description

Brief description of the insurance.

Remarks

Important comments about the insurance.

Registered By

Auto assigned by the system.

User that registered the insurance.

Do not allow update on this field.

Registered date

Auto assigned by the system when row was created.

Do not allow update on this field.

Approved by

Auto assigned by the system when row is approved.

Do not allow update on this field.

Date of approval

Auto assigned by the system when the insurance is approved

Do not allow update on this field.

Workflow Status

Assigned by the system.

“created”

“On review”

“Approved”

"Finished"

"Cancelled"

Insurance Status

Auto assigned by the system depending on status 

“Being registered”  

“Active”

“Finished”

"Voided".

Do not allow update on this field.

Max Insurance End Date

Automatically populated by the system with the maximum end date of the Vehicle Insurance Detail attribute

Read only for the user.

Total Cost (Domestic currency)

Sum of all of the cost details for each vehicle in the entire insurance.

Insurance Detail

1 or more of Vehicle Insurance Details.

Name

Description

Schedule ID

Auto assigned by the system.

Vehicle ID

Vehicle where the schedule will be recorded on.

Description

Brief description of the scheduled maintenance.

Vehicle maintenance type

Indicates the type of service that should be done when the selected trigger value is reached.

Odometer Trigger value

Value that will be used to fire the Alert when the indicated value is reached, close to be reached or passed

Date Trigger Value

Date that fires the Alert for the next vehicle scheduled maintenance.

Schedule created on

Auto assigned by the system.

Date when the schedule was registered.

Do not allow update on this field.

Created by

Auto assigned by the system.

User that registered the Schedule.

Do not allow update on this field.

Status

Status that indicates the state of the Schedule, if active then can be used for Sending Alerts otherwise not.

“Active”

“Closed”

After a Scheduled Maintenance is “Closed” can’t be updated and all alerts elated to it won’t be sent anymore.

Maker's Code

End user unique short code to identifies a unique make, eg: Toyota, Nissan, Yamaha, etc.

This is a unique value in entire table.

Vehicle Types

List of vehicle types that are produced by the brand

Observations

brief description or important notes about the make

zero or more of Vehicle Models.

Allow the user to register all necessary Models for a vehicle.

Name

Description

ID

Auto assigned by the system

Vehicle ID

Allow the user to select a vehicle by doing look up.

Registered by

User that creates the registry.

Automatically assigned by the system.

Date when Service Started

Date when the vehicle was delivered for Maintenance.

Date when services finished

Date when the vehicle was released by the supplier for normal use.

Single Service Supplier

Indicates if the service was done for a single supplier, if True then single supplier,

Selected True as default value.

Service Supplier (single supplier)

Reference to the Supplier that is providing the necessary maintenance for the vehicle.

Odometer value after Service is done

Odometer value previous to deliver the vehicle to the Service Supplier for maintenance.

Observations

Brief description of the reason why the vehicle it is being taking for service and the expected result of the maintenance.

Service type

Indicate the maintenance Service types that are related to the current maintenance.

Cost Details

A list of cost details, one or more details are expected to be introduced by the end user, at least one detail must be entered when status is changed to "delivered by supplier".

Total Cost

Auto calculated by the system, sum all of the cost details from Service Cost Detail

Do not allow manual update on this field.

Attachments

Zero or more attachments related to the Maintenance Service. For example can be attached invoices, detail of the services and replaced parts given by the Service Provider or any other important file related to the Maintenance Service.

Estimated Next service date

Estimated next service date in case was provided by the Service provider.

Estimated Next Service Odometer value

Estimated next service odometer value in case is provided by the Service Provider.

Status

Possible values that can be taken by a single Maintenance Service.

“Created” (default value when row created)

“On Review”

“Approved”

“On Service”

“Delivered by Supplier”

“Cancelled”

Created by

Auto assigned by the system.

User that created the row.

Do not allow update on this field.

Date created on

Date and time when the record was created.

Auto assigned by the system.

Do not allow update on this field.

Approved by

Auto assigned by the system when status is change to “Approved”

Do not allow update on this field.

Date approved on

Date and time when the maintenance was approved.

Do not allow update on this field.

Scheduled Maintenances

Maintenances that are related manually by the user to the current service done over the Vehicle. The system should display only “active” Maintenances.

This is read only information.

Name

Description

ID

Unique identifier. Automatically generated by the system

Measure Code

Unique identifier for the measure type. For example depending on what is measured it can be for fuel or distance.

Fuel: Liter, Gallon, Kilowatt/H, Battery Unit, etc.

Distance: Meters, Yard, Kilometer, Mile, Nautical mile etc.

This code must be unique per each value

Abbreviation

Short name that used for the measure.

For example: KM, MI, MT etc.

Or for gasoline: Lt, Ga, etc.

Description

Description of the unit of measure

Measure Type

Indicates if the measure type is used for measure Fuel or Distance and can have only two different values.

“Fuel”

“Distance”

Active

Indicates if the Measure type is Active.

Is default

Indicates if the measure is the default used across the government different usages.

Only one for each different value must be allowed.

Enforce the user to check at least one row for each measure type as “is Default “.

Conversion value to Default Unit

Indicate the conversion of the value to the default Unit, in any case allow to enter any decimal value.

For example if Default “Distance” unit is Mile and the row entering is KM, value stored in this must be  1.609 (1 Mile is equal to 1.609 KM)

In case the user decide to change the default measure unit, this value should be cleared in all rows that belong to the same domain, but the system should warning the user displaying a message for that.

Name

Description

Type ID

Unique identifier. Automatically generated by the system

Type Code

End user unique short code to identify a certain type of vehicle

Unique value in entire table.

Short Description

Abbreviation of the vehicle type name

Description

Full description of the vehicle type, including specific features and characteristics of the vehicle that makes it unique.

Active

Indicates if the Vehicle Type is “active” for registry of vehicles True = Active, false = Inactive. Default Value = True

Is Default Type

Indicates if the vehicle type is the default type when creating a new Vehicle entry.

Only one row must have this value as True.

ID

Auto Assigned by the system

Short description

Short description of the usage EG:

Regular, Commissions, Safeguard, Parade etc.

Description

Detailed description of the vehicle usage.

Active

Indicates if the usage type is active or not.

ID

Auto assigned by the system.

Single Vehicle Consumption

Indicates if the consumption to be entered is only for a single vehicle.

Default value = True.

When True allow to select by doing look up a vehicle.

Vehicle ID

Allow the user to select a vehicle by making a look up to vehicles.

Comment

Description of the consumption.

Include Fuel Coupons

Indicates if the consumption will assign Coupons Numbers.

When true values

Coupon Type

Indicates the coupon type used for assign/consumption of the fuel to be registered in this record.

Coupon From

Allow the user to enter any number.

Coupon To

Allow the user to enter any number.

Fully used Coupons

Indicates the total of Details that were alrady consumed or marked as (used/consummed).

Fully used Coupons = Total of used coupons / Total of Coupons

Total of used Coupons = (total of  that have the Used/consumed attribute set to True).

For instance from: 1 to 10

Total of coupons = (10-1) +1 = 10

Fully used Coupons =  7 (having used value set to true)

Fully used Coupons = 7/10 = 0.7

Store in entity 0.7 , but presen it as a percentage (70.00%)

Consumption Detail

Indicate the vehicle consumption detail it can be indicated more than one detail

When coupons are included, system must inforce the user to register details as many coupons base on the next formula

Total Cost (Domestic currency)

Indicate the total of the grouped sum of item details.

Automatically calculated by the system.

Status

Status that are valid for a single consumption.

“created” (by default when created)

“In Review”

“Approved”

"Void"

Created by

User that create the consumption registry.

Automatically assigned by the system.

Do not allow update on this field.

Date and time of creation

Automatically assigned by the system when the record was created.

Do not allow update on this field.

Approved by

User that approved the consumption.

Automatically assigned by the system.

Date and time of approval

Automatically assigned by the system.

Do not allow update on this field.

ID

Auto assigned by the system.

External Transaction Reference

Device ID

Device that is reporting the position

Decimal Latitude

Decimal value for Latitude

Decimal Longitude

Decimal Value for Longitude

Degree Latitude

Decimal value for Degree

Minutes Latitude

Decimal value for minutes

Second Latitude

Decimal value for Seconds

Degree Longitude

Decimal value for degree (longitude)

Minutes Longitude

Decimal value for Minute (longitude)

Second Longitude

Decimal value for Seconds (longitude)

Date and time

Date and time when transaction was received

Automatically assigned by the system.

External received message

String that represents a message received in a predefined or agreed exchange format as XML or any other.

If Possible allows to save more than 3000 chars depending on database limitations.

Vehicle ID

Indicates the vehicle that is being assigned.

Allow the user to make look up.

Assigned requested by (employee)

Employee that orders the assignment in case order comes from a superior Position.

Assigned to Employee

The employee that is responsible for the vehicle, this is different than a driver as the driver can be assigned only for a period of time and it is not responsible for the car.

Assigned Date

Auto assigned by the system when the registry is created

Usage of the vehicle Start Date

Assigned by the user that registers the assignment.

The system should allow previous and future dates as the usage of the vehicle could start previous the assignment registry or can start after registry.

Description

Description of the assignment

Release description

Important notes about the vehicle status or other relevant comment when assignment it's being closed.

Odometer value at assignment time

Odometer value that marks the vehicle at the creation of the assignment

Assignment Status

Indicates if the assignment is active or is released from any responsibility.

Automatically “Assigned” for all created rows.

Values:

“Assigned”

“Released”

This field is read only and is updated only for other processes.

Workflow Assignment Status

Status of the Assignment, it is assigned depending of the workflow configuration.

Values:

“created”

“request for approval”

“Approved”

“Closed”

Assignment registered by

User that registered the assignment.

Do not allow update on this field.

Approved by user

User that approved the assignment.

Do not allow update on this field.

Date of approval

Auto assigned by the system

Do not allow update on this field.

Official Documents

One or more attached official documents that support the responsible assignment.

Vehicle ID

Auto assigned by the system.

GPS Device

Indicates the GPS

Active

Indicates if the Device is ACTIVE and is being used in the vehicle (True) or  “False” when it is turned off or is out of service.

Installed on

Indicates the exact date and time when the device was installed on the vehicle and the moment when was turned on  (Date and time when the device is operational on vehicle)

Un mount date

Date and time when the device was removed or fully un installed in the vehicle.

Observations

Any comment with relevant information about the GPS installed on the vehicle.

Vehicle ID

Reference to the Vehicle that is receiving the inspection

Inspection type

One or more inspection types that are related to the Inspection Entry.

Responsible for the inspection

Employee that did the inspection and is responsible for the comment and other related notes.

Description

Description of the vehicle maintenance.

Observations

Other observation made on the inspection.

Date of Inspection

Date when the inspection was realized, the system should allow entering any valid date.

Odometer value at the end of Inspection

Odometer value at the moment of inspection.

Responsible of the vehicle at Inspection Registry Time

Responsible of the vehicle when inspection was done.

Consider that this can be a list of responsible having “active” Assignments for the vehicle if the Parameter Allow Multiple Assignment is True

This list must be filled by the system automatically taking all employees that have an “Active” Assignment for the vehicle.

Estimated next Inspection

Estimated next date when next Inspection should be done.

Attachments

Any related document that supports the inspection as images or other valid system attachment.

Status

Status of the inspection registry.

Created (when the row is created)

Assigned (while is being done)

Ready for Review (when the inspection ended)

Approved (final review of information)

Void

Registered by

Auto assigned by the system.

User that register the Inspection.

Do not allow update on this field.

Registered on

Auto assigned by the system when row created.

Do not allow update on this field.

Approved by

Auto assigned by the system when inspection is approved.

Do not allow update on this field.

Date of approval

Auto assigned by the system when row is approved.

Do not allow update on this field.

Usage Type

Indicate the usage type and purpose for which will be the vehicle use.

Description

A brief description about the purpose of the usage.

Status

Indicates the status of the Usage Registry, by default at creation moment will be “In Use”

Values:

“In use”

“Use ended”

Registered date and time

Auto Assigned by the System.

Usage Started on

Date when the usage started or will start.

Usage Estimated end Date

Date when the usage is intended to be finished.

Automatically assigned by the system

Authorized by

Employee that authorizes the usage of the vehicle.

Assigned to Driver

Driver that is assigned to use the car.

Vehicle ID

Vehicle that is assigned to user for the Driver.

Attachments

Reference to 0 or more attachments needed by the user. For example can be attached official letter that support the usage permission etc.

Workflow Status

Indicate the status of the usage registry.

“Created” (automatically assigned at creation time”

“Activation Requested”

“Active”

“Finished”

Odometer value when usage is registered

Odometer value indicated by the vehicle when the Usage is registered.

Odometer value when usage finished

Odometer value indicated by the vehicle when the usage is changed to status “Finished”

Created by

User that authorized the usage of the vehicle.

Approved by

User that authorized the usage of the vehicle.

Approved on

Auto assigned by the system when workflow is approved