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عالعربية

User manual

Fleet & Delivery Management

Every vehicle and every delivery on one board, drivers hand over with proof, and the manager knows the cost per kilometer and the service date before a vehicle breaks down.

Every order, driver and vehicle on one board, with proof of delivery, matching cash collection and maintenance alerts.

20 tasks

What the system does

  • Vehicles and drivers
  • Fuel
  • Deliveries
  • Daily dispatch board
  • Driver screen on the phone
  • Daily cash settlement per driver
  • Customer tracking
  • Connected to the online store

Tasks

How do I add a new vehicle to the corporate fleet?

  1. Navigate to Fleet vehicles.
  2. Click the Add new vehicle button to open vehicle registration.
  3. Enter license plate, make, model, manufacture year, VIN number, fuel type, and initial odometer reading.
  4. Set registration (Istimara), insurance, and periodic inspection expiry dates, then click Save.
Screen
Fleet & delivery › Vehicles
Permission needed
Fleet — Vehicles / Add

How do I register a new driver and link them to the fleet?

  1. Switch to the Drivers list.
  2. Click the Add new driver button to open registration.
  3. Enter full name, national/residency ID, driver license number, license class, blood type, and mobile phone number.
  4. Specify license expiration date and operating card expiry date, then click Save.
Screen
Fleet & delivery › Drivers
Permission needed
Fleet — Drivers / Add

How do I assign a vehicle to a driver as custody?

  1. Go to Vehicle assignments.
  2. Click the Assign vehicle button to open the assignment modal.
  3. Select driver and vehicle, and record handover date/time, odometer reading, vehicle condition, and fuel level.
  4. Click Save & confirm handover.
Screen
Fleet & delivery › Driver Assignments
Permission needed
Fleet — Assigning drivers to vehicles / Add

How do I create a new shipment or delivery order?

  1. Navigate to Delivery tasks & orders.
  2. Click the Create delivery request button.
  3. Specify recipient information (name, mobile, national address or GPS coordinates), cargo type/size, scheduled delivery window, and Cash on Delivery (COD) amount if any.
  4. Click Save order.
Screen
Fleet & delivery › Deliveries · Create
Permission needed
Fleet — Deliveries / Add

How do I manage shipment scheduling and routing via the control room?

  1. Open the Fleet dispatch & control room page.
  2. Review the shipment map, unscheduled orders, and real-time field driver locations/statuses (available, en route, busy).
  3. Drag and drop orders onto the appropriate driver or group geographically close orders into a single route.
Screen
Fleet & delivery › Dispatch board
Permission needed
Fleet — Dispatch board / View

How do I directly assign a delivery shipment to a specific driver?

  1. In the Delivery tasks & orders table, select the order.
  2. Click the actions button and choose Assign to driver.
  3. Select driver and vehicle and click Confirm assignment to push the shipment to the driver app immediately.
Screen
Fleet & delivery › Deliveries
Permission needed
Fleet — Deliveries / Assign deliveries

How does the driver track trips and record shipment pickup and delivery?

  1. The driver opens My daily deliveries on their smartphone.
  2. Delivery tasks appear ordered by priority and route itinerary.
  3. The driver taps the task, and upon arrival taps "Start delivery", then captures recipient signature, OTP verification code, or photo proof of delivery.
Screen
Fleet & delivery › My jobs
Permission needed
Fleet — Driver screen / Carry out deliveries (driver screen)

How do I view route details and stops for a specific shipment?

  1. In the Delivery tasks & orders list, locate the shipment and click Show.
  2. The shipment details page opens displaying the delivery lifecycle timeline (Created, In Transit, Out for Delivery, Delivered) along with delivery proofs.
Screen
Fleet & delivery › Deliveries · View
Permission needed
Fleet — Deliveries / View

How do I log vehicle fuel consumption?

  1. Navigate to Fuel consumption log.
  2. Click the Log new fuel entry button to open registration.
  3. Select vehicle and driver, record fueling date, current odometer reading, fuel quantity in liters, total cost, and invoice attachment.
  4. The system calculates fuel consumption rate per 100 km to detect anomalies.
Screen
Fleet & delivery › Fuel
Permission needed
Fleet — Fuel / Add

How do I log routine maintenance or breakdown repair for a vehicle?

  1. Switch to Vehicle maintenance.
  2. Click the Record work order button to open the maintenance modal.
  3. Select vehicle, maintenance type (routine: oil/filter change, or unscheduled: brakes, tires), and workshop entry date.
  4. Enter cost, replaced spare parts, and odometer reading, then click Save.
Screen
Fleet & delivery › Maintenance
Permission needed
Fleet — Maintenance / Add

How do I record petty fleet expenses (toll gates, parking, wash)?

  1. Access the Fleet expenses list.
  2. Click the Record expense button to open the expense modal.
  3. Select vehicle and driver, expense category (toll gates, traffic fine, weigh station fees, vehicle wash), and amount with receipt attached.
  4. Click Save expense.
Screen
Fleet & delivery › Fleet Expenses
Permission needed
Fleet — Expenses / Add

How do I monitor driver cash collection balances?

  1. Navigate to Fleet cash collection.
  2. Review outstanding collected Cash on Delivery (COD) balances held by each driver for completed deliveries awaiting deposit.
Screen
Fleet & delivery › Cash Collection
Permission needed
Fleet — Cash collection / View

How do I settle and deposit cash collections from a driver into the treasury?

  1. In the Fleet cash collection list, select the driver.
  2. Click the Settle & deposit cash action.
  3. Reconcile collected physical cash against delivery manifests, and choose deposit destination (vault deposit or company bank account).
  4. Click Confirm settlement to clear driver custody and issue a receipt voucher.
Screen
Fleet & delivery › Cash Collection
Permission needed
Fleet — Cash collection / Settle driver cash

How do I cancel a delivery order before dispatch?

  1. In the Delivery tasks & orders table, find the order.
  2. Click actions and select Cancel delivery.
  3. Record cancellation reason (customer request, fulfillment delay) and click Confirm to alert the driver and return goods to the warehouse.
Screen
Fleet & delivery › Deliveries
Permission needed
Fleet — Deliveries / Cancel delivery

How do I update delivery shipment details such as address or phone?

  1. In the Delivery tasks & orders table, locate the shipment.
  2. Click Edit to open shipment details.
  3. Update address, contact phone, or special instructions, then click Save changes.
Screen
Fleet & delivery › Deliveries · Edit
Permission needed
Fleet — Deliveries / Edit

How do I end a vehicle assignment and return it from the driver?

  1. Access Vehicle assignments.
  2. Locate the active vehicle assignment record and select End assignment & check in vehicle.
  3. Record return odometer reading, fuel level, and exterior condition inspection, then click Confirm receipt.
Screen
Fleet & delivery › Driver Assignments
Permission needed
Fleet — Assigning drivers to vehicles / Edit

How do I update vehicle odometer readings and operational status?

  1. In the Fleet vehicles list, select the vehicle.
  2. Click actions and choose Update vehicle info.
  3. Update vehicle status (active, in maintenance, decommissioned) and enter latest odometer mileage.
Screen
Fleet & delivery › Vehicles
Permission needed
Fleet — Vehicles / Edit

How do I update driver records and license details?

  1. In the Drivers list, find the driver.
  2. Click actions and choose Edit driver info.
  3. Update employment status (active, on leave, suspended) and record the renewed license expiration date.
Screen
Fleet & delivery › Drivers
Permission needed
Fleet — Drivers / Edit

How do I generate fleet efficiency and delivery cost reports?

  1. Open the Fleet & delivery reports page.
  2. Select desired report (Fuel Consumption by Vehicle report, Driver Delivery Speed & Efficiency report, Total Fleet Maintenance Costs report).
  3. Click View report or Export to Excel/PDF.
Screen
Fleet & delivery › Fleet reports
Permission needed
Fleet — Reports / View

How do I configure fleet settings, maintenance alerts, and license renewals?

  1. Navigate to the Fleet settings page.
  2. Configure license and insurance renewal alerts (e.g., 30 days before expiry) and default preventive maintenance mileage intervals.
  3. Click Save settings.
Screen
Fleet & delivery › Fleet settings
Permission needed
Fleet — Settings / Edit

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