VIN, Plate, Year/Make/Model

Every fleet vehicle has a complete profile: VIN, license plate, year, make, model, color, and assigned branch.

Vehicle Tag Auto-Numbering

Each vehicle receives a unique VEH-XXXXXX tag from an auto-sequence for cross-document referencing.

Driver Assignment

Optional primary driver assignment per vehicle. Branch-aware queries scope each driver and manager to the records relevant to their branch.

Status Lifecycle

Vehicles move through ACTIVE / IN_SERVICE / RETIRED / SOLD states with a documented audit trail.

Fuel Log Per Vehicle

Record every fill-up: date, odometer, gallons, cost, vendor. The fuel log is the source of truth for per-vehicle MPG.

Mileage Tracking

Odometer readings tie into service-due triggers (oil change every 5,000 miles, tire rotation every 7,500, etc.).

MPG Calculation

fn_vehicle_mpg() computes rolling MPG over the last N fuel events for fleet-efficiency dashboards.

Cost Per Mile

Fuel + service expenses divided by miles driven, surfaced per vehicle for ROI and replacement-decision analysis.

Full Maintenance History

Every oil change, tire rotation, brake job, repair — with vendor, parts, labor, and cost — recorded against the vehicle.

Service Due by Mileage or Date

Set service intervals by mileage (every 5,000 mi) or calendar (every 6 months). Dashboard surfaces what is due now.

Document Attachment

Repair invoices, inspection certificates, and warranty paperwork attach to the service record via the polymorphic document table.

Pre-Trip & Post-Trip Inspections

Driver completes a digital inspection checklist at start and end of shift. Failed items create work orders automatically.

DOT Inspection Log

Annual DOT inspection records with inspector name, certificate number, and expiration. Alert fires 30 days before expiration.

Defect Tracking

Inspection defects flow into a defect queue. A defective vehicle cannot be released for service until cleared.

Fleet Summary

v_vehicle_summary surfaces every vehicle with current odometer, last fuel-up, last service, and next service due in one query.

Branch Cost Rollups

fn_report_vehicles() returns fleet size, total miles driven, fuel cost, service cost, and average MPG per branch.

Service & Inspection Alerts

VEHICLE_SERVICE_DUE, VEHICLE_INSPECTION_DUE, and VEHICLE_DOT_EXPIRING alert types are built into the system.