Trips

1. Overview

The Trips Doctype in the VSD Fleet MS module is used to manage and document all trip-related details for transport vehicles within the logistics and fleet operations of an organization. It centralizes the tracking of vehicle usage, drivers, helpers, fuel consumption, linked cargo manifests, and billing through sales invoices.

2. Key Features

Link to Vehicle, Trailer, Driver, and Helper
Integration with Manifest for cargo tracking
Auto-calculation of distance traveled
Tracks fuel required and fuel issued
Create Sales Invoice directly from the trip
Auto-fills data such as helper based on the selected driver
Calculates closing odometer and trip duration
Links with Round Trip, Fuel Request, and Manifest

3. Pre-Requisites

Before using the Trips Doctype, ensure the following records are created:

Vehicle
Drivers (with role Driver or Helper)
Trailer (optional depending on trip type)
Manifest (for linking cargo)
Fuel Request (auto-generated or manually linked if needed)
Round Trip (if the trip is part of a round journey)

4. Step-by-Step Usage

Create a New Trip
- Go to Trips > New.
- Select a Vehicle, Trailer (optional), and Driver.
- The Helper field will auto-populate based on the selected driver.
- Select a Manifest to fetch related cargo.
Set Dates
- Input the Start Date and End Date.
- Enter the Odometer reading at the start.
Fuel Tracking
- The system will estimate Fuel Required.
- You can generate or link a Fuel Request.
End Trip
- After completing the trip, enter the Closing Odometer.
- The system auto-computes the Distance Travelled.
Billing
- Click the Create Sales Invoice button to bill the customer.
- The invoice reference will appear in the Sales Invoice field.
Submit
- Once all data is complete and validated, submit the trip record.

5. Script Customizations

Client Script (JavaScript)

Automatically loads the helper based on the driver.
Dynamically filters trailers based on the selected vehicle.
Updates fuel request link and manifest details.
Calculates distance traveled as:

Server Script

May be used to:
Validate trip duration.
Auto-create fuel requests or enforce rules.
Restrict trip submissions based on fleet policies.

6. Troubleshooting (Common Errors and Resolutions)

Error Message	Cause	Resolution
"Vehicle or driver not selected."	Required fields missing	Ensure you select both before saving
"Fuel Request not generated."	Fuel estimation logic failed	Manually create a fuel request and link it
"Closing odometer must be greater than starting odometer."	Invalid odometer logic	Enter correct values for start and closing readings
"Sales Invoice not linked."	Billing skipped	Click “Create Sales Invoice” before submission
Manifest not showing cargo	Wrong manifest selected	Ensure the manifest is active and has cargo details

7. User Roles and Permissions

Role	Permissions
Fleet Manager	Create, Edit, Submit, View
Transport Officer	Create, Edit, Submit
Dispatcher	Create, View
Accounts User	View, Create Sales Invoice
System Manager	Full access including customizations

8. Key Notes

Mandatory Fields: Vehicle, Driver, Odometer, Start Date
Distance Travelled is auto-computed; ensure odometer values are accurate
Fuel Request can be auto-generated or linked manually
Sales Invoice is created through a custom button for ease of billing
Round Trip field allows combining single-leg trips into one journey

9. What Business Process Pain Point Does It Help Remove

The Trips Doctype solves the problem of manual trip tracking and disjointed transport records by:

Unifying trip data in one document
Reducing fuel misuse through integrated fuel tracking
Preventing revenue leakage via direct invoicing
Ensuring accurate vehicle usage logs
Enabling better scheduling, accountability, and performance reporting across fleet operations

Fleet ms