Fleetco

Fleet Maintenance Management

Version 1.1

User Manual [English]

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age 2016
 ©2016 by www.fleetco.space

All Rights Reserved.

No part of this manual may be reproduced, stored in or introduced into a retrieval system, or transmitted,
in any form or by any means electronic, mechanical, photocopying, recording or otherwise without the
prior written permission of the authors.

Disclaimer:

The authors made every effort to ensure the accuracy of the information within this manual was correct at
time of publication. The author does not assume and hereby disclaims any liability to any party for any
loss, damage, or disruption caused by errors or omissions, whether such errors or omissions result from
accident, negligence, or any other cause.

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 Table of Contents

1 About Fleetco ................................................................................. 4

1.1 What Fleetco can be used for? ............................................................................. 4
1.2 What Fleetco is not? ............................................................................................ 5
2 Installation .................................................................................... 5
2.1 Steps in Installation on a Linux hosting package ................................................ 5
2.2 Steps in Installation on a Local Machine (Windows/Mac) ................................. 6
3 User Interface .................................................................................7
4 Initial Setup of the System ............................................................. 8
4.1 User Management ................................................................................................ 8
4.2 Master File Updating .......................................................................................... 12
4.3 Adding, Editing, Selecting or Deleting Records ................................................. 14
4.4 Searching & Printing Records ............................................................................ 15
4.5 Hiding Unnecessary Modules .............................................................................18
5 Fuel Records ................................................................................. 18
6 Stocks .......................................................................................... 20
7 Rebuild Tyres ................................................................................ 21
8 Repairs ........................................................................................ 22
9 Maintenance ................................................................................ 23
10 Renewals ..................................................................................... 23
11 Accident Records ......................................................................... 24
12 Insurance Claims ......................................................................... 26
13 Reports ........................................................................................ 26
13.1 Report Customization ........................................................................................ 27
13.2 Export Options ................................................................................................... 28
14 Charts .......................................................................................... 30
15 Data Import .................................................................................. 31
16 Backups ....................................................................................... 32
16.1 Data Backups ..................................................................................................... 32
16.2 System Backups ................................................................................................. 34

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1 About Fleetco

Fleetco is a fleet maintenance management software system designed with PHP and
MySQL database backend. It is a web-based system which is accessible through a web
browser. Fleetco was originally designed for trucking companies but it can be used for
any other vehicle fleet. It is published under GNU General Public License version 3.0
(GPLv3) and therefore it is freely available for download and make any modifications
to the source without any limitations.

1.1 What Fleetco can be used for?

Fleetco can be used to record almost every aspect of fleet maintenance activities
including:

 Fuel
 Maintenance
 Repairs
 Stock items
 Renewals
 Accidents records
 Insurance claims
 Tyre rebuilding

The key advantage of Fleetco is that all the maintenance records will have their costs
attached to them so that the users can generate various maintenance cost reports such
as vehicle-wise fuel efficiency, maintenance costs, etc. For instance, users can easily
answer questions as follows with this system:

 Which vehicle is more fuel efficient?

 Which vehicle is having more costs of maintenance expenses?
 What are the vehicle-wise maintenance costs for a given period?

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1.2 What Fleetco is not?

Fleetco is not a vehicle scheduling system where you can assign vehicles for different
jobs, etc. It is not for the operation management of a fleet but only for maintenance
management of a fleet.

2 Installation

Fleetco is a PHP script which needs a web server to run. We recommend to have a
Linux web hosting server for this purpose. You can get a web hosting package almost
free starting from just $0.01 from here. However, if you want to run this system on a
local machine you can use a local server package such as XAMPP or WAMP.

2.1 Steps in Installation on a Linux hosting package

Please note that the instructions given here are of general nature. Different hosting
companies can have different hosting control panels and if you cannot find the way to
do a particular step in your control panel, please ask for help from your hosting
provider.

1. Download the Fleetco zip file from sourceforge

2. Unzip the file
3. Upload the file to the domain root, a subdomain or a folder as you wish
4. Create a MySQL database using phpmyadmin or otherwise and note down the
database name, database username & password
5. In the unzip folder, locate the SQL dump file called mysql-dump-with dummy-
data.sql.
6. Import this SQL dump to the database created by phpmyadmin or otherwise
(This database dump contains some sample data which you can delete later)
7. Enter the database connectivity details as follows:

Find "ConnectionManager.php" in connections folder and on line 254-258, find

below block of code:

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 $data["connInfo"][0] = "database_host_name";

$data["connInfo"][1] = "database_user_name";

$data["connInfo"][2] = "database_user_password";

$data["connInfo"][3] = "database_port_number";

$data["connInfo"][4] = "database_name";

8. Update your database connectivity details above.

Default values for database port & host name as follows:

 database_host_name = localhost
 database_port_number = 3306

If above default details do not work, contact your hosting provider for the same.

9. Then visit the url and the login screen should appear now.

Use following admin logins:

Username: Admin

Password: AdminF123

Below link shows a video tutorial of an installation on a Linux hosting account

https://drive.google.com/open?id=0B3gKrFPHsisERnRvZnV3V1lMNnc

2.2 Steps in Installation on a Local Machine (Windows/Mac)

Process of installation of on a local machine would be similar to installing on a hosting

account. However in this case you need to download and install XAMPP or WAMP
first.

Below link shows a video tutorial of an installation on a Windows local machine using
XAMPP.

https://drive.google.com/open?id=0B3gKrFPHsisET3JlTkhZbUprQ28

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3 User Interface

The front-end user interface has 11 sections/modules as shown in the below

screenshot. Each module is discussed in detail later in this document.

 Master Files – this module includes master data which is used in other modules.
 Reports - this module includes customizable reports in fuel, stocks, repairs,
maintenance and accidents.
 Charts - this module provides customizable graphs for fuel and maintenance
expenses.
 Fuel Records - this module is used to record fuel related details.
 Stocks - this module is used to record all maintenance stock movements.
 Rebuild Tyres - this module is used to record tyre rebuilding activities in case tyre
rebuilding is done.
 Repairs – this module is used to record all vehicle repair details.

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 Maintenance – this module is for recording all the regular/periodic maintenance
of vehicles.
 Renewals – this module is for recording all recurring expenses such as insurance.
 Accident Records – This module records all vehicle accidents in detail.
 Insurance Claims - This module records all the claims received from the
insurance companies.

4 Initial Setup of the System

There are two things you need to do before you should start using the system.

1. Create the users & their rights

2. Update the master files

4.1 User Management

After you login with the admin password, you will get the below screen:

Click here to go to
Admin Area

You can hide unnecessary

modules which is explained later

Click on the “Admin Area” to go to admin panel which looks as follows:

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 Click here to add users

Do not change any settings in

unlisted tables because they are
used in internal calculations.

4.1.1 Adding a User

Click on “Add/Edit Users” to add a new user which will get you to the following screen:

Click here to add user

Now click on “Inline Add” button and add following details:

 Username – type any name

 Email – add email
 Password – add any password. It can later be changed by the user using “Change
Password” link on the top right area.
 Full name – add name

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  Group ID – this can be either Admin, manager, user or viewer. Admin has full
rights and manager has all rights except import data. Users can not delete or
import data and viewers can only view data. can be changed if required.
 Once data is entered click on tick sign to save.

Then click on “Assign users to groups” which will show the following screen:

Tick on the required groups

Now tick on the required user groups.

4.1.2 User Groups

You can change the rights of user groups or create new groups from “Permissions” tab.
It will show the following screen:

Add the required rights

Select the user group

Click here to expand all tables

Do not change anything on unlisted

tables

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You can select any user group and change the rights for each table in the system. You
can even add new user groups with custom rights.

Once everything is done click on “Exit Admin Area” to get back to user interface.

4.1.3 Login & Passwords

Passwords can be changed from the “Change password” link on the top right corner as
given below:

Change password

Change password screen:

If you have forgotten the password, you can get a password reminder mail by entering
your email from the forgot password screen.

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Image: Forgot password link in login screen

Password reminder

Image: Password reminder page

4.2 Master File Updating

Master files data is used in various other modules mostly in the form of drop down
lists. You may not be able to start recording data if the relevant master files are not
updated.

NB: You may delete the demo data after entering your actual details.

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Given below is a screenshot of the master file list.

There are 10 master files as follows:

1. Fleet – includes a list of vehicles with details

2. Suppliers – includes details of suppliers who provide maintenance items and
services
3. Stock codes – includes unique codes for each type of stock items
4. Fleet types – includes the fleet types in case you have different types of fleets
such as car fleet and lorry fleet.
5. Vehicle types - includes the vehicle types in case you have different types of
vehicles such as vans and lorries.
6. Service types – includes service types such as lubricant service, mechanical
service, etc.
7. Fuel stations – includes details of fuel stations used in refueling.
8. Fuel prices – includes prices of different fuel types such as diesel & petrol.
9. Insurance co – includes details of insurance companies
10. Renewals – includes all types of recurring expense types other than insurance

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NB: You don’t need every master file updated to get started. If you are initially
planning to record only fuel data, then you may ignore unnecessary master files.

4.3 Adding, Editing, Selecting or Deleting Records

Adding, editing, selecting and deleting a record are done in a similar fashion in most
cases as given in below screenshot.

Click here to add a new record

Click here to edit the record Click here to view the record

Click here to select the record

4.3.1 Adding a Record

Adding records are done in a similar fashion in almost all forms. For example, given
below is a stock purchase entry screen:

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Some input fields are automatically selected. And some others are auto generated
based on other inputs. Fields with red asterisk marks indicate compulsory fields. Some
fields have drop down lists which are pulled from master files. So, if the relevant
master file is empty, you may not see anything to select.

Once the record is entered, click on “Save” to save the record.

4.4 Searching & Printing Records

Searching records can be done by the simple search box on top left corner. Also, you
will find two buttons next to search button. These buttons will give you advanced
search options with field selection.

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Image: Search options

Enables floating search box

Enables advanced sidebar

search

Printing a selected list of records is easy just click on the print button on the right top
corner to start printing. You can print into a PDF file as well.

Image: Printing

You can also use “Advance search” option under “More…” button to refine search based
on any field

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Image: Aadvance search

Advance search

Image: Advanced search on fuel records

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4.5 Hiding Unnecessary Modules

You can select which modules to be shown to the users. For instance, if you are only
using Fleetco to record fuel consumption, you can hide all other modules as follows:

 First go to the admin panel and select a user group or create a new one.
 Then find the tables which are not necessary and untick all functions
 Then go to “Assign users to group” and tick only on the particular user group
you created first.
 Now create users in this user group whose interface will be shown only the
selected modules

3.Click here and assign users

to the selected group so that
such users will only see the
selected modules.

2.Remove all ticks from

unnecessary table lines

1.Select a group or
create one

5 Fuel Records

Fuel module enables users to keep track of all sort of refueling details. It will also show
the fuel efficiency of the vehicles.

Adding a fuel record is easy. Just select “Fuel Records” and then “Add new” as given
below:

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 2.Click here

1.Click here

Add Form - Fuel Records

Please note that Fuel Economy can be calculated from one Full Tank instance to
another Full Tank instance only. Therefore, please select the correct option. Even
if you are making a full tank, if your previous fill was a partial fill then the economy is

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not calculated. Further, Last mileage & driver name are automatically pulled from the
database which can also be manually adjusted if you need in any case.

6 Stocks

Stock module can be used to record and track all sorts of stock items used in fleet
maintenance such as tyres, oils, bulbs, etc. Stock module has 04 segments as;

 Stock purchases – this will record all the purchases including quantity and
cost
 Stock issues – this will record all the stock issues to vehicles. All issues will
have a cost attached to it. This will enable users to generate the cost of stocks
issued to a particular vehicle in reports.

This will determine the rate at

which the cost is assigned to the
vehicle. Ideally it should be the
same as item code

 Removals – this means the items removed from vehicles. For instance, if a
head light is burnt, it will be removed from the vehicle and the item will get back
into the inventory. Such items will bear zero cost.

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  Disposals – this means the disposal of stock items. Such items could be in
good condition or ones which have been removed from vehicles.

7 Rebuild Tyres

Rebuilding used tyres is common in developing countries but uncommon in most

developed countries. If you do not use rebuilt tyres, simply hide the module.

Image: Rebuilt Tyre Module

Entire process of tyre rebuilding is covered in Fleetco as;

1. Tyre Removals – i.e. removal from worn out tyres from vehicles which will be
added back to the stock at zero cost.
2. Sending to Rebuild – i.e. sending the tyre rebuilding company from the stock
3. Rebuilt Receipts – i.e. receiving the tyres after rebuilding into the stocks. Now
the cost of the tyre will be the cost of rebuilding.
4. Rebuilt Issues – i.e. issue of tyres in the stock to vehicles. The cost allocated to
the vehicle on the issue will be the cost of rebuilding.

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8 Repairs

All the repairs are recorded in the repair module.

However, repairs do not include regular maintenance which are carried out periodical
or mileage cycle. E.g. lub service after every 5000km. Such expenses are recorded in
the maintenance module.

Repair module has two sections as;

1. Accident repair
2. General repair

Repairs arising due to road accidents are recorded un accident repair and all other
repair is recorded under general repair.

Image:Repair module

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9 Maintenance

All maintenance expenses other than repairs are recorded in the maintenance module.
Types of maintenance expenses can be defined in the “Service Types” master file.
Image: add record in maintenance

10 Renewals

All the recurring renewal expenses such as insurance and other renewable legal permits
are recorded under this module. There are two sections on renewals as;
1. Insurance payments
2. Other renewals
All the renewal expenses other than insurance are recorded under other renewals.

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Images: Renewal module

11 Accident Records

Accident record module facilitates the recording of all accidents. Some of the details
can be cross linked to other modules. For instance, accident repairs will have reference
to the accident records.
Accident records will have detailed information about the accident including casualties,
damage to the own vehicle, damages to third parties, accident date, time, location,
driver, etc. Further, you can attach a picture of the accident scene if any.

NB: Images added will be saved in the “files” folder inside the system root directory.

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Image: Adding accident records

Driver name is
automatically loaded from
master file but it can be
changed

Upload images from here

NB: List view does not show all columns due to limitations of width, if you need to see
all the information, just view the particular record.

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12 Insurance Claims

This module is used to record all the claims received from the insurance companies due
to accidents. This will have accident table reference as well. Accident reference can also
be given in claim records.
Image: Adding insurance claims

13 Reports

Fleetco provides a comprehensive and customizable reporting module. It has following

reports:

 Fleet Report – this report will show the details of the fleet of vehicles
 Fuel Report – this report will show the fuel consumption details of the fleet of
vehicles.
 Maintenance Report – this can generate reports based on the maintenance
module data.
 Stock Movement Report – this report will show the movement of a
particular item or all stocks. For instance you can track any stock item from
initial purchase to ultimate disposal.

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  Stock Balance Report – this will show the stock balance at any given time.
 Accident Report – this will report all accident data entered in the accident
module.

Image: Report Module

13.1 Report Customization

Reports can be customized as per user requirements. Customization options are given
on the right bottom corner of the interface as shown below:

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Image: Report customization options

Report customization options

You can go to “Show options” button to get more search criteria. Also “Add field”
button will allow you to add criteria on any field in the report. If you want all your
criteria to be satisfied check on “all” in criteria options.

You can also use the “Advance search” function under “More…” button to filter the
results.

13.2 Export Options

You can export any selected data to any of the following formats:

 Excel
 Word
 CSV (comma separated values)
 XML

In addition, you can print anything into PDF as discussed before.

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Image: Exporting data

Export options

Image: Export options

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14 Charts

Fleetco provides graphical charts for fuel consumption and maintenance expenses.
Like in the case of reports, charts can be customized through search options on the
right bottom corner.

Image: Chart module

Image: Chart options

Chart options

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15 Data Import

You can import data into any table from an excel file or csv file.

To import data to a table, just select “import” from “More…” button as given below:

Import link

Then you will get this screen:

You can either select “Browse”” if you are using an excel file or “Copy and paste text” if
you are using csv data.

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If you have imported excel file or pasted csv data, you will get to below screen with
options to map the fields.

After correctly mapping fields, click on “Import Data” to complete the process.

NB: It is advisable that import rights are given only to admin users since it may cause
incorrect/duplicate data if wrong data is imported. Please make sure unique ID
columns are kept blank/excluded and calculated columns are excluded in the import
file. Always refer to the error file generated if the import is not successful.

16 Backups

16.1 Data Backups

Backing up the data is important in Fleetco like in any other system. Best way to
backup the data is to create periodical database backups by way of SQL dump files.
In addition, non-technical users can export data from the tables to excel from time to
time. In this case, you need to export each table one by one. Exporting data can be done
as discussed before from the system interface itself.
Given below are the steps to create a backup of the database from phpmyadmin
interface.

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Step 1
Go to phpmyadmin from the hosting control panel of your hosting provider. If you
have used XAMPP the url would be localhost/phpmyadmin.

Image: phpmyadmin interface

Step 2
From the database list on the left corner, select the database used in Fleetco. Then you
will get to a screen like below:

Export button

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Step 3

Click on the export button given as above and then you will get the below screen:

This import function can

be used to restore a
backup at any time.

Click here to start

Now click on “Go” button to create the sql backup file. This backup file can be imported
to a blank mysql database anytime to get back the database.

Importing sql backup can be done through the import function as shown in the above
screenshot.

16.2 System Backups

You can take a copy of the entire system folder in a compressed form such as a .zip file
so that you can restore the whole system at any time if you have the sql backup file as
discussed above.
NB: Please note that accident module images uploaded are saved in the “file” folder
within the system root folder.

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If you have any issues, please post them on the forum:
http://www.fleetco.space/forum

Get special hosting package for Fleetco from HostGator for just $0.1 here:

http://www.fleetco.space/hosting

End.

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