---
title: "Trips"
space: "Fleet ms"
url: "https://support.aakvatech.com/Fleet MS/trips"
updated: "2026-07-22"
---

 
## 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.

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## 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**

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## 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)

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## 4. Step-by-Step Usage

1. **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.

2. **Set Dates**
   - Input the **Start Date** and **End Date**.
   - Enter the **Odometer** reading at the start.

3. **Fuel Tracking**
   - The system will estimate **Fuel Required**.
   - You can generate or link a **Fuel Request**.

4. **End Trip**
   - After completing the trip, enter the **Closing Odometer**.
   - The system auto-computes the **Distance Travelled**.

5. **Billing**
   - Click the **Create Sales Invoice** button to bill the customer.
   - The invoice reference will appear in the **Sales Invoice** field.

6. **Submit**
   - Once all data is complete and validated, submit the trip record.

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## 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.

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## 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 |

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## 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 |

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## 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

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## 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

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