Fleet · Reference

Field reference

Every field on every Fleet form: label in English and Arabic, type, whether it is required, its limits, a valid example and what the system refuses.

On this page (84)

Dashboard Vehicle form (New Vehicle / Edit)Vehicle form (New Vehicle)Vehicle form (Edit)Vehicle 360 > Change status Vehicle 360 > Sell / scrap / return Driver form Assign a vehicle / Vehicle 360 > Assign Driver Assign a vehicle Assignments > End Book a vehicle Reservations > Check out Reservations > Return Calendar Driver app > Fuel Entry Driver app > Start trip Driver app > End trip Driver app > Pre-Trip Check Driver app > Report Issue Driver app > Breakdown Driver app > Report Accident New Trip / Vehicle 360 > Log trip New Trip Vehicle 360 > Log trip Trips > End Trips > End / Log trip Record a reading / Vehicle 360 > Record odometer Record a reading Log Fuel (Fuel / Vehicle 360)Log Fuel Import a fuel card statement Start a checklist / Vehicle 360 > Inspection Start a checklist New daily log New request / Vehicle 360 > Report Issue New Work Order / Vehicle 360 > Schedule Service New Work Order / Work order record Work order record Work order record > lines Work order > Schedule Work order > Complete Report breakdown (Breakdowns / Vehicle 360)Report breakdown New Tyre Tyres > Fit Tyres > Fit / Check / Remove / Retread Tyres > Rotate Tyres > Repair / Retread Tyres > Remove / Scrap New Battery Workshop register New document / Vehicle 360 > Upload Document New document Documents > Renew Read with AI New policy / Vehicle 360 > Insurance policy New policy Record a fine Report accident (Accidents / Vehicle 360)Report accident New claim Claims > Approved Claims > Money received New expense New lease or rental TCO / Reports / Cost Allocation TCO Cost Allocation Pivot Fleet Settings Vehicle Categories Makes Models Fuel Types / Service Types / Cost Categories / Other Lists Cost Categories Maintenance Plans Document Types / Permit Types Inspection Templates Fuel Cards Toll & Parking Alert Rules Approval Rules Country Profiles Feature switches

Dashboard

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Search vehicles	بحث المركبات	Text	No	Matches vehicle code, plate, VIN, driver name or model name (contains, any case); sold / scrapped vehicles never show on the board		DXB	A plate of a sold vehicle -> not shown ('No vehicle matches.')
Branch / Vehicle type / Driver / Status filters	الفرع / نوع المركبة / السائق / الحالة	Select	No	Status choices: Available, Assigned, In use, Reserved, Under maintenance, Breakdown, Out of service, Inactive	All	All Branches + Under maintenance

Vehicle form (New Vehicle / Edit)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Plate number	رقم اللوحة	Text	Conditional	Max 24, stored in capitals. Required unless VIN or chassis number is given (equipment). Unique per company for the same Registered in + Emirate / region among vehicles not sold or scrapped		A 12345	Empty with no VIN / chassis -> 'Enter the plate number - or, for equipment without a plate, the VIN or chassis number.'; a plate already used -> 'Plate A 12345 is already on VHC-000001.'
Registered in	بلد التسجيل	Select	No	UAE, Saudi Arabia, Oman, Qatar, Bahrain, Kuwait (2-letter code). Drives which country documents are mandatory	UAE	UAE
Emirate / region	الإمارة / المنطقة	Text	No	Max 40; part of the plate uniqueness check		Dubai
Vehicle code (blank = next number)	رمز المركبة	Text	No	Max 24, capitals; blank gives the next VHC-000001 style number; unique per company	VHC-nnnnnn	(blank)	A code another vehicle has -> 'Another vehicle already has the code VHC-000001.'
Make	العلامة	Select (make)	No	Active makes (seeded: Toyota, Nissan, Mitsubishi, Isuzu, Hino, Ford ...)		Toyota
Model	الطراز	Select (model)	No	On a NEW vehicle a model fills empty make, category, fuel, body type, engine, tank and seats from the model		Hilux
Variant / trim	الفئة / التجهيز	Text	No	Max 60; part of the vehicle title		GLX 2.7
Model year	سنة الصنع	Integer	No	1950 to next year		2024	1949 or 2028 -> 'Enter the model year.'
Colour	اللون	Text	No	Max 30		White
Category	الفئة	Select (category)	Yes (screen)	Seeded: Car, SUV, Van, Pickup, Truck, Bus, Motorbike, Trailer, Forklift, Crane, Excavator, Loader, Generator, Heavy Equipment, Custom. Heavy categories count engine hours. Server does not insist when a model gives it		Pickup	(empty) -> the screen marks it required
Body type	نوع الهيكل	Lookup	No	Sedan, Hatchback, SUV, Double cab, Panel van, Minibus, Box truck, Flatbed, Tipper, Tanker, Other; max 40		Double cab
Fuel	الوقود	Lookup	No	Petrol, Diesel, Hybrid, Electric, LPG, CNG; compared with each fill (fuel type mismatch flag)		Diesel
Transmission	ناقل الحركة	Select	No	Automatic, Manual, CVT, Other	Automatic	Manual	'tiptronic' via API -> 'Choose one of: Automatic, Manual, CVT, Other.'
Tank capacity (L)	سعة الخزان (لتر)	Number	No	>= 0; a fill over 105% of it is flagged 'Quantity inconsistent with tank capacity'		80	-5 -> 'Must be at least 0.'; 'abc' -> 'Enter a number.'
Seats	المقاعد	Integer	No	Whole number		5
Engine	المحرك	Text	No	Max 24 (engine capacity)		2.7L
VIN	رقم التعريف (VIN)	Text	No (field setting can make it Required / Hidden)	Max 40, capitals, unique per company (including sold vehicles)		JTFBV71J8B0000001	A VIN already used -> 'VIN JTFBV71J8B0000001 is already on VHC-000002.'; with the field setting Required and empty -> 'VIN is required by this company.'
Chassis number	رقم الشاصي	Text	No (field setting)	Max 40		CH-TEST-0001
Engine number	رقم المحرك	Text	No (field setting)	Max 40		1GD-TEST-01
Ownership	الملكية	Select	No	Owned, Leased, Rented, Financed, Custom. Depreciation in TCO only for Owned / Financed. Saving a lease on an Owned vehicle changes it to Leased / Rented / Financed	Owned	Owned	'BORROWED' via API -> 'Choose one of: Owned, Leased, Rented, Financed, Custom.'
Purchase date	تاريخ الشراء	Date	No	YYYY-MM-DD; starts depreciation and the lifetime TCO		2026-01-10	'10/01/2026' via API -> 'Enter a date as YYYY-MM-DD.'
Purchase price	سعر الشراء	Money (AED)	No	>= 0		120000	-1 -> 'Must be at least 0.'
Bought from	المورد	Select (vendor contact)	No	A vendor contact		Test Motors LLC
Residual value	القيمة المتبقية	Money (AED)	No	>= 0; depreciation = (price - residual) / useful life per month		30000
Useful life (months)	العمر الإنتاجي (شهور)	Integer	No	Minimum 1; blank = 60	60	60
Branch / Cost centre / Default project	الفرع / مركز التكلفة / المشروع	Select	No	Copied to every cost line of the vehicle (fuel, work orders, expenses) as dimensions; the branch decides cross-branch assignment rules		Dubai branch / CC-100
Department	قسم المركبة	Select	No (field setting can make it Required / Hidden)	Department dimension		Logistics
Location	الموقع	Text	No	Max 160; shown as Current Location when no GPS		Al Quoz yard
Picture	الصورة	Image upload	No	PNG, JPEG, GIF, WebP or PDF, max 10 MB, type read from the bytes; without a picture the model's picture is used		hilux.jpg	A .txt renamed .jpg -> 'Upload a picture (PNG, JPEG, GIF, WebP) or a PDF.'; 12 MB -> 'A file can be at most 10 MB.'
Notes	ملاحظات	Text area	No	Max 4000		Test vehicle

Vehicle form (New Vehicle)

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Current odometer (km)	العداد الحالي (كم)	Number	No	Only on a new vehicle; >= 0; written as the 'Opening reading' in the odometer history	15000	-10 -> 'Must be at least 0.'
Engine hours	ساعات المحرك	Number	No	Only on a new vehicle; >= 0	0
Fuel level %	مستوى الوقود %	Integer	No	Kept between 0 and 100 (150 becomes 100)	75

Vehicle form (Edit)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
(hidden) revision	رقم المراجعة	Hidden	Yes	Sent back on save; must match the stored revision			Two people save the same vehicle -> second gets 'Somebody else changed this vehicle. Reload it and try again.'

Vehicle 360 > Change status

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Status	الحالة	Select	Yes	Available, Out of Service, Inactive, Under Maintenance, Reserved (API also Assigned, In Use, Breakdown). Sold / Scrapped only through Dispose; Available refused while a driver assignment is active	Inactive	Out of Service	Available while assigned -> 'End the driver's assignment first.'; SOLD via API -> 'Sell or scrap a vehicle through Dispose, so the disposal is recorded.'; on a sold vehicle -> 'A sold or scrapped vehicle keeps its history and cannot come back.'
Why	السبب	Text	No	Max 300; shown in the activity		Accident damage

Vehicle 360 > Sell / scrap / return

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
How	الطريقة	Select	Yes	Sold, Scrapped, Transferred, Returned to Lessor. Sold -> status Sold; Scrapped -> Scrapped; others -> Inactive	Sold	Sold	'donated' via API -> 'Choose one of: Sold, Scrapped, Transferred, Returned to Lessor.'
Date	التاريخ	Date	No	Blank = company's today (Dubai)		2026-10-02
Sale value	قيمة البيع	Money (AED)	No	>= 0; compared with the disposal approval rule amount		45000
Buyer	المشتري	Text	No	Max 160		Test Auctions LLC
Reason	السبب	Text area	Yes	Max 300; refused while any assignment is active		Replaced by new pickup	Empty -> 'Say why the vehicle is leaving the fleet.'; with an active assignment -> 'End the vehicle's assignment first.'; already sold -> 'This vehicle has already left the fleet.'

Driver form

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Employee (HR)	الموظف	Select (employee)	Conditional	An employee of this company with no other driver profile. Fills name, work phone, work e-mail, login, code (employee no.) and the HR driving-licence identifier (number, issue, expiry) when the driver fields are empty		Test Employee 1	An employee who has a profile -> '<legal name> already has a driver profile.'; another company's employee via API -> 'Choose an employee of this company.'
Name (outside driver)	الاسم (سائق خارجي)	Text	Conditional	Max 160; required when no employee is chosen		Test Driver Outside	No employee and no name -> 'Enter the driver's name, or choose the employee.'
Phone	الهاتف	Text	No	Max 40		+971500000101
E-mail	البريد الإلكتروني	Text	No	Max 160 (not format-checked)		driver1@example.com
Login for the driver app	حساب تطبيق السائق	Select (user)	No	The system user who sees My Vehicle; blank = the employee's user		test.driver1
Licence number	رقم الرخصة	Text	No	Max 40; only visible / saved with fleet.driver.view		DXB-TEST-12345
Licence country	بلد الرخصة	Select	No	UAE, Saudi Arabia, Oman, Qatar, Bahrain, Kuwait, India, Pakistan, Philippines		UAE
Licence categories (comma separated)	فئات الرخصة	Tags	No	Up to 12, stored in capitals. A Truck / Bus / Trailer / Heavy / Crane / Excavator / Loader / Forklift vehicle needs one of: that category code, HEAVY, C, C1, CE, D, D1, HGV		B, C1	Only 'B' and assign a truck -> '<name>'s licence categories (B) do not cover a truck.'
Licence issued	تاريخ إصدار الرخصة	Date	No	Before the expiry		2020-05-01
Licence expires	انتهاء الرخصة	Date	No (but assignment is refused without it)	After the issue date; drives status Licence Expired and the licence alerts; days left shown in the list		2030-05-01	Expiry before issue -> 'The licence expires after it was issued.'; blank then assign -> '<name> has no driving licence expiry on file.'
Permit number / Permit expires	رقم التصريح / انتهاء التصريح	Text (40) / Date	No			PRM-001 / 2027-01-31
Usually drives	يقود عادة	Select (category)	No			Pickup
Medical clearance	الفحص الطبي	Select	No	None, Valid, Expired	None	Valid	'ok' via API -> 'Choose one of: None, Valid, Expired.'
Medical expires / Training expires	انتهاء الفحص الطبي / انتهاء التدريب	Date	No	YYYY-MM-DD		2027-03-31
Training	التدريب	Select	No	None, In progress, Certified, Expired	None	Certified
Branch	الفرع	Select (branch)	No	Compared with the vehicle's branch for cross-branch rules		Dubai branch
Fleet status	حالة الأسطول	Select	No	Active, Suspended, Unavailable, Inactive. Licence Expired and On Leave are worked out (expiry < today, approved / taken HR leave)	Active	Suspended	Assign a Suspended driver -> '<name> is suspended.'
Photo	الصورة	Image upload	No	As vehicle picture		driver.jpg
Notes	ملاحظات	Text area	No	Max 500

Assign a vehicle / Vehicle 360 > Assign Driver

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Not sold / scrapped / inactive; not Under maintenance / Breakdown / Out of service		VHC-000001 · A 12345	Inactive -> 'VHC-000001 is not in service.'; under maintenance -> 'VHC-000001 is under maintenance.'; blank -> 'Choose the vehicle.'
Driver	السائق	Select (driver)	Conditional	Required except for Pool / Project / Shared. Refused when suspended / inactive / unavailable, no licence expiry, licence expiring before the end, on approved HR leave, licence category not covering a heavy vehicle		Test Driver 1	No driver on Primary -> 'Choose the driver.'; on approved leave -> '<name> is on approved leave 2026-10-01 to 2026-10-10.'; licence expired -> '<name>'s licence expires on 2026-09-30.'
Type	النوع	Select	Yes	Primary, Temporary, Shared, Pool vehicle, Trip, Project. Temporary and Trip need an end. Primary moves the driver off their previous primary vehicle	Primary	Temporary	Temporary without Until -> 'A temporary assignment needs an end.'
From	من	Date-time	No	Blank = now. More than 5 minutes ahead -> Planned (the clock starts it); otherwise Active at once	now	2026-10-02 08:00
Until	إلى	Date-time	Conditional	After From; cannot overlap an approved / reserved / checked-out reservation of the vehicle		2026-10-09 18:00	Before From -> 'The assignment ends after it starts.'; over a booking -> 'VHC-000001 is reserved (RSV-00001) in that time.'
Odometer at hand-over	العداد عند التسليم	Number	No	Number (no minimum check); blank = vehicle odometer		15200	'abc' -> 'Enter a number.'

Assign a vehicle

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Project / Cost centre	المشروع / مركز التكلفة	Select	No	Project assignment also sets the vehicle's default project		PRJ-001
Purpose / Notes	الغرض / ملاحظات	Text (300) / Text area (500)	No			Site visits Jebel Ali

Assignments > End

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Ended at	انتهى في	Date-time	No	Blank = now; not before From		2026-10-09 17:00	Before start -> 'It cannot end before it started.'
Odometer at return	العداد عند الإرجاع	Number	No	Recorded as an odometer reading (may be flagged); Km column = end - start		15650	'x' -> 'Enter a number.'

Book a vehicle

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle (or choose a kind below)	المركبة	Select (vehicle)	Conditional	Vehicle or category required; the vehicle must be free (no approved / reserved / checked-out booking overlapping)		VHC-000003	Neither -> 'Choose a vehicle, or the kind of vehicle you need.'; booked -> 'VHC-000003 is already booked then (RSV-00002).'
Any vehicle of this kind	أي مركبة من هذا النوع	Select (category)	Conditional	On approval the first free Available / Reserved vehicle of the category (and branch) is taken		Car	None free at approval -> 'No vehicle of that kind is free then.'
Driver	السائق	Select (driver)	No	Blank = the requester's own driver profile; checked for licence, status and leave over the booking days		Test Driver 2
Pickup	الاستلام	Date-time	Yes	Not more than 1 hour in the past	now	2026-10-05 08:00	Empty -> 'Choose a date and time.'; yesterday -> 'Pick up now or later.'
Return	الإرجاع	Date-time	Yes	After pickup		2026-10-05 17:00	Before pickup -> 'The return is after the pickup.'
Destination / Purpose	الوجهة / الغرض	Text (200 / 300)	No			Abu Dhabi client meeting
Project / Branch	المشروع / الفرع	Select	No	Branch narrows the free-vehicle search		Dubai branch

Reservations > Check out

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Driver	السائق	Select (driver)	Yes	Blank = the booking's driver; checked from today to the return day	Test Driver 2	No driver anywhere -> 'Choose the driver.'
Odometer	العداد	Number	Yes	>= 0; recorded with source Checkout	22000	-1 -> 'Must be at least 0.'
Fuel level % / Condition	مستوى الوقود % / الحالة	Integer 0-100 / Text area (300)	No		80 / Clean, no damage

Reservations > Return

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Odometer	العداد	Number	Yes	Not below the checkout reading	22180	21900 after 22000 -> 'The return reading is below the checkout reading (22000).'
Damage / Other issues	الأضرار / مشكلات أخرى	Text area (500)	No	Either one raises a service request (Body damage when damage is given, else Repair) from the driver	Scratch rear bumper
Needs a refill	يحتاج تعبئة	Checkbox	No	Shown in the activity ' - refill required'	Ticked

Calendar

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Month / Week / List	شهر / أسبوع / قائمة	Tabs	No	Server returns at most 100 days per request	Month	Week

Driver app > Fuel Entry

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Litres / Total paid / Odometer / Station	لترات / المبلغ / العداد / المحطة	Number / Number / Number / Text	Litres and Total: Yes	Same rules as Log Fuel; source Driver app; offline items keep the capture time		45 / 128.25 / 22150 / ENOC Al Barsha	Litres 0 -> 'Enter the litres.'
Fuel card	بطاقة الوقود	Select	No	Only active cards of this driver or vehicle; blank = Paid cash	Paid cash	ADNOC •••• 4321
Receipt photo	صورة الإيصال	Image upload	No	As file upload		receipt.jpg

Driver app > Start trip

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Odometer now / Going to / Purpose	العداد الآن / الوجهة / الغرض	Number / Text / Text	No	Only the driver's own vehicle (unless the user has fleet.edit)		22150 / JAFZA / Delivery	Someone else's vehicle -> 'VHC-000004 is not assigned to you.'; vehicle already on a trip -> 'VHC-000001 is already on trip TRP-00003.'

Driver app > End trip

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Odometer now / Toll paid / Parking paid	العداد الآن / رسوم الطرق / المواقف	Number	No	End reading not below start		22230 / 8 / 10	Below start -> 'The end reading is below the start (22150).'

Driver app > Pre-Trip Check

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Each checklist item	بنود الفحص	OK / Not OK / N/A + 'What is wrong?'	No	Template of kind Pre-trip (else the first one); unanswered = OK	OK	Tyres Not OK - low pressure

Driver app > Report Issue

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
What is wrong	ما المشكلة	Text area	Yes	Max 4000		AC not cooling	Empty -> 'Describe what needs attention.'

Driver app > Breakdown

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Where are you / What happened / I need recovery	أين أنت / ماذا حدث / أحتاج سحب المركبة	Text / Text area / Checkbox	What happened: Yes			Sheikh Zayed Rd / Engine overheat / Ticked	Empty -> 'Describe the breakdown.'

Driver app > Report Accident

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Where / What happened / Police report number / Someone is hurt / Photo	أين / ماذا حدث / رقم تقرير الشرطة / هناك مصاب / صورة	Text / Text area / Text / Checkbox / Image	What happened: Yes			Al Khail Rd / Rear-ended at signal / DXB-POL-TEST-1 / No / photo	Empty -> 'Describe what happened.'

New Trip / Vehicle 360 > Log trip

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes		VHC-000001	Blank -> 'Choose the vehicle.'
Driver	السائق	Select (driver)	No	Blank = the vehicle's current driver	Test Driver 1
From / To / Purpose	من / إلى / الغرض	Text (200 / 200 / 300)	No		Al Quoz / Dubai Marina / Delivery
Customer / Project	العميل / المشروع	Select	No	Blank project = vehicle's project; carried to the toll / parking cost lines	Test Customer LLC

New Trip

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Start	البداية	Date-time	No	Blank when started = now	now	2026-10-02 09:00
Start it now	ابدأها الآن	Checkbox	No	Ticked = status Started at once and vehicle In Use; one started trip per vehicle		Ticked	Vehicle already on a trip -> 'VHC-000001 is already on trip TRP-00003.'

Vehicle 360 > Log trip

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Started / Ended / Start odometer / End odometer	بدأ / انتهى / عداد البداية / عداد النهاية	Date-time / Number	No	Logs a completed trip at once; end after start; end reading not below start		09:00 / 11:30 / 50000 / 50180	End before start -> 'The trip ends after it starts.'; end reading 49900 -> 'The end reading is below the start (50000).'

Trips > End

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Fuel used (L, blank = estimate)	الوقود المستخدم	Number	No	Blank = distance x the vehicle's normal L/100 km; fuel cost = fuel used x last fill price		(blank)

Trips > End / Log trip

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Toll / Parking / Driver cost / Other cost	رسوم الطرق / المواقف / تكلفة السائق / تكلفة أخرى	Money (AED)	No	>= 0. Toll (Salik / Darb), parking and other are written to the cost ledger; driver cost only in the trip total		8 / 10 / 0 / 0	-4 -> 'Must be at least 0.'

Record a reading / Vehicle 360 > Record odometer

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Odometer (km)	العداد (كم)	Number	Conditional	Odometer or engine hours required; >= 0. Lower than previous, repeat within 10 minutes from the same source, > 180 km/h average over > 50 km, or more than Fleet Settings 'Unusual odometer jump' km per day -> kept and flagged Needs review		50250	Both empty -> 'Enter the odometer or the engine hours.'; -5 -> 'Must be at least 0.'

Record a reading

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Engine hours	ساعات المحرك	Number	Conditional	>= 0; lower than the vehicle's hours -> flagged		1250
When	متى	Date-time	No	Blank = now	now	2026-10-02 18:00
Source	المصدر	Select	No	Manual, Import, Service, Inspection (others set by the system: Trip, Fuel entry, Telematics, Checkout, Return, Daily log)	Manual	Manual	'gps' via API -> 'Choose one of: Manual, Trip, Fuel entry, Service, Inspection, Telematics, Import, Checkout, Return, Daily log.'
Note	ملاحظة	Text	No	Max 300		Weekly check

Log Fuel (Fuel / Vehicle 360)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Not sold / scrapped		VHC-000001	Sold vehicle -> 'VHC-000005 has left the fleet.'

Log Fuel

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Driver	السائق	Select (driver)	No	Blank = vehicle's current driver		Test Driver 1
Date and time	التاريخ والوقت	Date-time	No	Blank = now; not more than 10 minutes in the future	now	2026-10-02 07:45	Tomorrow -> 'A fill cannot be in the future.'
Station	المحطة	Text	No	Max 160; with the receipt number checks duplicates		ENOC Al Quoz
Litres	لتر	Number	Yes	> 0		48	0 -> 'Enter the litres.'; 'abc' -> 'Enter a number.'
Price per litre	سعر اللتر	Number	Conditional	Price or Total required; blank price = total / litres (4 decimals)		2.85	Both blank -> 'Enter the price per litre or the total.'
Total	الإجمالي	Money (AED)	Conditional	Blank total = litres x price, rounded to 0.01		136.80
Odometer / Engine hours	العداد / ساعات المحرك	Number	No	Recorded as a reading with source Fuel entry; a flagged reading adds the 'Odometer jump' anomaly; needed for km/L		45600
Fuel	الوقود	Lookup	No	Blank = vehicle's fuel; different from the vehicle's (except hybrid / petrol) -> 'Fuel type differs from the vehicle's' flag		Diesel
Full tank	خزان ممتلئ	Checkbox	No	Efficiency is worked out fill to fill only on a full tank	Ticked	Ticked
Fuel card	بطاقة الوقود	Select (fuel card)	No	A card of this company with status Active; card linked to another vehicle -> 'Fuel card mismatch'; above per-fill or monthly limit -> 'Above the card's limit'		ADNOC •••• 4321	Blocked card -> 'Fuel card •••• 4321 is blocked.'
Paid by	طريقة الدفع	Select	No	Fuel card, Cash, On account, Company card. Blank = Fuel card when a card is chosen, else Cash. On account is never posted (the vendor bill carries it)	Cash	Fuel card	'cheque' via API -> 'Choose one of: Fuel card, Cash, On account, Company card.'
Receipt number / Receipt	رقم الإيصال / الإيصال	Text (60) / File	No	Same receipt number at the same station -> 'Duplicate receipt' flag		RCPT-TEST-001
Project / Cost centre	المشروع / مركز التكلفة	Select	No	Blank = vehicle's		PRJ-001

Import a fuel card statement

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Statement (CSV text)	الكشف	Text area (CSV with header)	Yes	Header row: reference, card_number, at, station, litres, amount, fuel_type, odometer. Max 5,000 lines. A reference already imported is skipped. Card numbers matched ignoring spaces		reference,card_number,at,station,litres,amount,fuel_type,odometer\nTX-TEST-1,9988776655444321,2026-10-02T07:50,ENOC Al Quoz,48,136.80,diesel,45600	Line without reference -> 'Line 1 has no reference.'; line with no date -> 'Choose a date and time.'; 6,000 lines -> 'Import at most 5,000 lines at a time.'

Start a checklist / Vehicle 360 > Inspection

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Submit disabled until chosen		VHC-000001
Checklist	القائمة	Select (template)	Yes	Seeded: Daily, Weekly, Monthly, Pre-Trip, Post-Trip, Annual, Safety, Heavy Equipment inspection		Pre-Trip inspection	Unknown template via API -> 'Choose a checklist.'

Start a checklist

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Odometer / Fuel level %	العداد / مستوى الوقود %	Number / Integer 0-100	No	Odometer recorded with source Inspection		50300 / 60
Item answer	إجابة البند	OK / Not OK / N/A	Yes	Default OK. Not OK opens 'What is wrong?' and a photo	OK	Brakes: Not OK	Response 'BAD' via API -> 'Answer OK, Not OK or N/A.'; no lines -> 'Answer the checklist.'
Notes	ملاحظات	Text area	No	Max 500

New daily log

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle / Driver	المركبة / السائق	Select	Vehicle: Yes	Blank driver = current driver		VHC-000006 (forklift)
Day	اليوم	Date	No	Blank = company's today	today	2026-10-02
Start odometer / End odometer	عداد البداية / عداد النهاية	Number	No	End at or above start; end recorded as reading (source Daily log)		1200 / 1260	End 1100 < start 1200 -> 'The end reading is at or above the start.'
Hours used / Fuel added (L)	الساعات / الوقود المضاف	Number	No	>= 0		7.5 / 20
Issues (raises a service request)	المشكلات	Text area	No	Max 500; any text raises a Repair service request		Hydraulic leak on mast

New request / Vehicle 360 > Report Issue

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes			VHC-000001	Blank -> 'Choose the vehicle.'
Type	النوع	Lookup	No	Repair, Service, Inspection, Tyres, Battery, Body damage, Electrical, Other; max 24	Repair	Electrical
Priority	الأولوية	Select	No	Low, Normal, High, Urgent; unknown value becomes Normal	Normal	High
What needs attention	ما يحتاج إلى عناية	Text area	Yes	Max 4000		AC not cooling	Empty -> 'Describe what needs attention.'

New Work Order / Vehicle 360 > Schedule Service

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Not sold / scrapped		VHC-000001	Sold -> 'VHC-000005 has left the fleet.'

New Work Order / Work order record

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Service	الخدمة	Lookup (service type)	Yes (screen)	Oil change, Tyre rotation, Minor service, Major service, Inspection, Brakes, Battery, Air conditioning, Body work, Repair, Hydraulics, Engine-hours service; Tyre rotation / tyres cost to category Tyres, the rest to Maintenance		Oil change
What to do / Findings	ما يجب عمله / النتائج	Text area (4000)	No			Change oil and filter / Filter was clogged
Priority	الأولوية	Select	No	Low, Normal, High, Urgent	Normal	High	'asap' via API -> 'Choose one of: Low, Normal, High, Urgent.'
Where	أين	Select	No	Internal Workshop, External Garage, Authorized Dealer, Mobile Service	Internal Workshop	External Garage	'home' via API -> 'Choose one of: Internal Workshop, External Garage, Authorized Dealer, Mobile Service.'
Workshop	الورشة	Select (workshop)	No	Choosing one fills the vendor, the kind (unless given) and the parts warehouse from the workshop; its labour rate fills a labour line with no rate		Test Garage Al Quoz
Scheduled	مجدول	Date	No	YYYY-MM-DD		2026-10-05

Work order record

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Garage / vendor	الكراج / المورد	Select (vendor)	Conditional	Needed for Raise purchase order	Test Garage LLC
Parts warehouse	مستودع القطع	Select (warehouse)	No	Blank = Fleet Settings parts warehouse, else the company's default warehouse, else the first active	WH-MAIN	Inactive warehouse -> 'The work order's warehouse is not active.'
Project / Cost centre	المشروع / مركز التكلفة	Select	No	Blank = the vehicle's; carried to cost lines and the stock journal	PRJ-001
(hidden) revision	رقم المراجعة	Hidden	Yes	Must match on save		Saved by someone else meanwhile -> 'Somebody else changed this work order. Reload it.'; completed / cancelled -> 'A closed work order cannot be changed.'

Work order record > lines

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Type	النوع	Part / Labour / Outside work	Yes	Added with + Part, + Labour, + Outside work		Part	Kind 'misc' via API -> 'Choose one of: Part, Labour, Outside work.'
Part / description	القطعة / الوصف	Product search + Text (300)	Yes	Part searched from stock products (code - name, cost filled); or describe it		OF-TEST oil filter	Neither -> 'Describe the line or choose the part.'
Qty / hours	الكمية / الساعات	Number	No	>= 0; blank quantity = 1; labour uses hours		2	-1 -> 'Must be at least 0.'
Unit cost	تكلفة الوحدة	Number	No	>= 0; blank part cost = product cost; blank labour rate = workshop labour rate; Amount = qty x unit cost, rounded 0.01. An issued part's cost is replaced by Inventory's valued cost		45
From stock	من المخزون	Checkbox	No	Part lines only; ticked parts are issued from Inventory; unticked lines go on the purchase order. An issued line is locked	Ticked for parts	Ticked

Work order > Schedule

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Date	التاريخ	Date	Yes	Blank keeps the scheduled date, else today		2026-10-05	From Draft -> 'Approve the work order first.'

Work order > Complete

Field	Arabic label	Type	Required	Rules and limits	Example
Odometer at completion / Engine hours	العداد عند الإكمال / ساعات المحرك	Number	No	Recorded as a reading with source Service; becomes 'last done' for the plan	50050
Downtime hours (blank = from start)	ساعات التوقف	Number	No	>= 0; blank = completion - start, 1 decimal	(blank)
Findings	النتائج	Text area	No	Max 4000	Brake pads replaced

Report breakdown (Breakdowns / Vehicle 360)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Vehicle goes to Breakdown		VHC-000002

Report breakdown

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
When / Where	متى / أين	Date-time / Text (200)	No	Blank time = now	2026-10-02 14:10 / E11 near Exit 41
What happened	ماذا حدث	Text area	Yes	Max 4000	Engine overheated	Empty -> 'Describe the breakdown.'
Recovery needed	يحتاج سحب	Checkbox	No	Ticked = service request priority Urgent, else High	Ticked
Tow cost	تكلفة السحب	Money (AED)	No	>= 0; written as a Maintenance cost when resolved	350	-50 -> 'Must be at least 0.'

New Tyre

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Serial (DOT)	الرقم التسلسلي	Text	Yes	Max 60, capitals, unique per company	DOT-TEST-0001	Empty -> 'Enter the tyre's serial number (DOT).'; duplicate -> 'Tyre DOT-TEST-0001 is already registered.'
Brand / Model / Size	العلامة / الطراز / المقاس	Text (60 / 60 / 30)	No		Bridgestone / Dueler / 265/65R17
Bought / Cost / Supplier / Warranty until	تاريخ الشراء / التكلفة / المورد / الضمان حتى	Date / Money / Vendor / Date	No	Cost >= 0; cost is charged to the vehicle (Tyres) on the first fit; cost per km = cost / km used	2026-09-01 / 450 / Test Tyres LLC / 2028-09-01

Tyres > Fit

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle / Position	المركبة / الموضع	Select / Select	Yes	Positions: Front Left, Front Right, Rear Left, Rear Right, Rear Left Inner, Rear Right Inner, Axle 3 Left, Axle 3 Right, Spare. One installed tyre per position (Spare excepted); only In stock / Removed / Repaired / Retreaded tyres		VHC-000001 / Front Left	Position taken -> 'Front Left already has tyre DOT-TEST-0002.'; installed tyre -> 'This tyre is installed.'

Tyres > Fit / Check / Remove / Retread

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Tread (mm) / Pressure (psi)	عمق النقشة / الضغط	Number	Conditional	>= 0; Check needs one of them; under 3.0 mm on a vehicle -> 'Tyre tread low' alert		6.5 / 35	Check with both empty -> 'Enter the tread depth or the pressure.'

Tyres > Rotate

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
To position	إلى الموضع	Select	Yes	The tyre already there swaps to the old position		Rear Right	Not installed -> 'Only an installed tyre is rotated.'

Tyres > Repair / Retread

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Cost / What was done	التكلفة / ما تم	Money / Text	No	Cost charged to the vehicle (Tyres) when the tyre is on one; Retread adds 1 to the retread count		60 / Puncture plug	Scrapped tyre -> 'Only a tyre in use or removed can be repaired.'

Tyres > Remove / Scrap

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Why	السبب	Text	No	Km used is added up from the fitting odometer		Worn	Scrap twice -> 'This tyre is already scrapped.'

New Battery

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Serial	الرقم التسلسلي	Text	Yes	Max 60, capitals, unique		BAT-TEST-0001	Empty -> 'Enter the battery's serial number.'; duplicate -> 'Battery BAT-TEST-0001 is already registered.'
Brand / Capacity (Ah) / Voltage	العلامة / السعة / الجهد	Text / Integer / Integer	No	Voltage blank = 12		Varta / 70 / 12
Bought / Cost / Warranty until	تاريخ الشراء / التكلفة / الضمان حتى	Date / Money / Date	No	Cost >= 0; charged to the vehicle (Maintenance) when fitted		2026-09-15 / 420 / 2028-09-15
Fit to vehicle / Fitted on	التركيب على مركبة / تاريخ التركيب	Select / Date	No	Fitting marks the battery Installed and any battery already installed on that vehicle Replaced (with replacement date)	Fitted on = today	VHC-000001 / 2026-10-02
Health % / Status	الصحة % / الحالة	Integer / Select	No	Status choices In stock, Installed, Replaced, Scrapped (server applies only In stock, Replaced, Scrapped; Installed comes from Fit to vehicle)		95 / In stock

Workshop register

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Workshop / Kind	الورشة / النوع	Text / Select	Yes	Kind: Internal Workshop, External Garage, Authorized Dealer, Mobile Service		Test Garage Al Quoz / External Garage	Empty name -> 'Workshop is required.'
Vendor / Branch / Parts warehouse / Labour rate / hour	المورد / الفرع / المستودع / سعر العمالة للساعة	Select / Select / Select / Money	No	Labour rate fills labour lines without a rate		Test Garage LLC / Dubai / WH-MAIN / 120	Rate 'abc' -> 'Enter a number.'
Phone / E-mail / Address / Active	الهاتف / البريد / العنوان / نشط	Text / Text / Text area / Checkbox	No		Active ticked	+97143000000

New document / Vehicle 360 > Upload Document

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Document type	نوع المستند	Select (document type)	Yes	Seeded generic types plus UAE (Registration / Mulkiya, Motor Insurance (UAE), Vehicle Testing, Salik Account, Commercial Permit), KSA, Oman, Qatar, Bahrain, Kuwait types. Driver types (Driver Licence) need a driver		Registration / Mulkiya	Blank -> 'Choose the document type.'

New document

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle / Or driver (licences)	المركبة / أو السائق	Select	Conditional	Vehicle for vehicle types; driver for driver types (needs fleet.driver.view). A Driver Licence document with a later expiry updates the driver's licence expiry		VHC-000001	Driver type without driver -> 'Choose the driver.'; no fleet.driver.view -> 'You cannot see driver documents.'
Number / Issuing authority	الرقم / الجهة المصدرة	Text (60 / 120)	No			MULK-TEST-778 / RTA Dubai
Issued / Expires	الإصدار / الانتهاء	Date	No	Expiry after issue. Status: Expired (< today), Expiring Soon (30 days or less), Valid; 'Renewal in progress' when ticked		2025-11-30 / 2026-11-30	Expiry before issue -> 'The expiry is after the issue date.'
Country	البلد	Select	No	Blank = type's country, else AE	UAE	UAE
Fee paid	الرسوم المدفوعة	Money (AED)	No	>= 0; written as a cost: Registration (registration, inspection, permit, roadworthiness groups), Toll (toll), Insurance, else Other		450
Scan / Renewal in progress / Notes	المسح / قيد التجديد / ملاحظات	File / Checkbox / Text (300)	No			mulkiya.pdf

Documents > Renew

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
New number / Issued / Expires / Fee paid / Scan	الرقم الجديد / الإصدار / الانتهاء / الرسوم / المسح	Text / Date / Date / Money / File	No	Defaults: number kept, issued = old expiry, expires = old expiry + the type's 'Renews every (months)' (12 for Mulkiya). The old document is kept and hidden from lists		(defaults)	Renew twice -> 'This document has already been renewed.'

Read with AI

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
File	الملف	Upload	Yes	Registration, insurance, lease, fine, invoice or service bill. Nothing saved until Save document. Without an AI model a picture gives 'No AI model is configured (Settings > AI), and a picture has no text to read - fill the fields in.'		mulkiya_test.pdf

New policy / Vehicle 360 > Insurance policy

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes			VHC-000001

New policy

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Insurer (contact) / Or insurer name	شركة التأمين / أو الاسم	Select / Text (120)	No	Contact name used when no name typed		Test Insurance PJSC
Policy number	رقم البوليصة	Text	Yes	Max 60		POL-TEST-2026-01	Empty -> 'Enter the policy number.'
Cover	التغطية	Lookup	No	Comprehensive, Third party, Third party fire and theft, Fleet policy	Comprehensive	Comprehensive
From / To	من / إلى	Date	Yes	To after From; status Valid / Expiring Soon (30 days) / Expired		2026-01-01 / 2026-12-31	To before From -> 'The policy ends after it starts.'
Premium / Deductible / Insured value	القسط / التحمل / القيمة المؤمنة	Money (AED)	No	>= 0; the premium is an Insurance cost dated the From date		3200 / 500 / 95000
Policy document / Notes	وثيقة البوليصة / ملاحظات	File / Text (300)	No			policy.pdf

Record a fine

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes			VHC-000001
Date and time	التاريخ والوقت	Date-time	Yes	Blank = now (API); finds the driver who had the vehicle then		2026-09-28 22:15
Driver (blank = who had the vehicle then)	السائق	Select (driver)	Conditional	Blank = driver of the trip running at that moment, else of the assignment covering it. Required when Who pays is Driver or Shared		(blank)	Shared with no driver found -> 'Choose the driver who was responsible.'
Violation	المخالفة	Lookup	No	Speeding, Red light, Parking, Toll / Salik, Mobile phone, Seat belt, Lane discipline, Truck ban hours, Other; max 40		Speeding
Authority / Fine reference / Location	الجهة / مرجع المخالفة / الموقع	Text (80 / 60 / 200)	No	Authority + reference unique per company		Dubai Police / DP-TEST-0001 / Sheikh Zayed Rd	Same authority + reference -> 'This fine is already recorded as FIN-00001.'
Amount	المبلغ	Money (AED)	Yes	> 0		600	0 -> 'Enter the fine amount.'
Black points	النقاط السوداء	Integer	No	Whole number		6
Who pays	من يدفع	Select	No	Company, Driver, Shared, Insurance, Other. Driver share = whole fine for Driver, given or half for Shared, 0 otherwise	Company	Shared	'police' via API -> 'Choose one of: Company, Driver, Shared, Insurance, Other.'
Driver's share (shared)	حصة السائق	Money (AED)	No	Blank = half the fine; not above the fine		(blank) -> 300	700 on a 600 fine -> 'The driver's share cannot exceed the fine.'
Recover through salary (needs approval)	الاسترداد من الراتب	Checkbox	No	Only for Driver / Shared; sets Salary deduction Pending approval and notifies approvers. Once approved / queued / deducted the fine cannot be edited		Ticked	Edit a queued fine -> 'A fine already recovered from salary cannot be changed.'
Payment / Paid on	الدفع / تاريخ الدفع	Select / Date	No	Unpaid, Paid, Disputed, Waived; only Paid fines are a cost	Unpaid	Unpaid	'partly' via API -> 'Choose one of: Unpaid, Paid, Disputed, Waived.'
Fine notice / Notes	إشعار المخالفة / ملاحظات	File / Text (300)	No			fine.pdf

Report accident (Accidents / Vehicle 360)

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle / Driver	المركبة / السائق	Select	Vehicle: Yes	Blank driver = vehicle's current driver		VHC-000001

Report accident

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
When / Where	متى / أين	Date-time / Text (200)	No	Blank = now		2026-10-01 18:20 / Al Khail Rd
What happened	ماذا حدث	Text area	Yes (or Damage)	Max 4000		Rear-ended at a signal	Neither description nor damage -> 'Describe what happened.'
Police report number	رقم تقرير الشرطة	Text	No (field setting can make it Required / Hidden)	Max 60		DXB-POL-TEST-1	Field setting Required and empty -> 'Police report number is required by this company.'
Police report / Injuries / Injury details / Damage	تقرير الشرطة / إصابات / تفاصيل الإصابة / الأضرار	File / Checkbox / Text (500) / Text (500)	No	Injuries ticked: alert title 'Accident: VHC-... - injuries reported'		report.pdf / No / - / Rear bumper
Estimated cost	التكلفة التقديرية	Money (AED)	No	>= 0; becomes the claim estimate		8000
Liability	المسؤولية	Select	No	Not decided, Our driver, Other party, Shared	Not decided	Other party	'police' via API -> 'Choose one of: Our driver, Other party, Shared, Not decided.'

New claim

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Accident (number)	الحادث (الرقم)	Text	Conditional	Accident number or id; the vehicle comes from it; an insurance policy live on the accident date is linked	ACC-00001	Unknown number -> 'Choose the accident.'; neither accident nor vehicle -> 'Choose the accident or the vehicle.'
Or vehicle	أو المركبة	Select (vehicle)	Conditional		VHC-000001
Insurer's claim number / Insurer / Date / Estimated / Notes	رقم مطالبة التأمين / شركة التأمين / التاريخ / المقدر / ملاحظات	Text (60) / Text (120) / Date / Money / Text area (500)	No	Estimated blank = the accident's estimated cost	INS-CLM-TEST-9 / Test Insurance PJSC / 2026-10-02 / 8000

Claims > Approved

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Approved amount	المبلغ المعتمد	Money (AED)	No	Blank = estimated amount	Estimated	7000

Claims > Money received

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Amount received	المبلغ المستلم	Money (AED)	Yes	> 0; added to what was received before; the total reduces the vehicle's maintenance cost	Approved amount	7000	0 -> 'Enter the amount received.'

New expense

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Any vehicle of this company, by code or id; sold vehicles are still accepted		VHC-00001 - DXB A 12345	Blank -> 'Choose the vehicle.'; unknown id -> 'Vehicle not found.'
Category	الفئة	Select	Yes	Dialog offers Cleaning, Parking, Toll, Registration, Accessories, Tyres, Maintenance, Insurance, Rental, Fines, Other. The server also accepts Fuel, Lease and Depreciation	Other	Cleaning	'washing' via API -> 'Choose one of: Fuel, Maintenance, Tyres, Insurance, Registration, Lease, Rental, Toll, Parking, Fines, Cleaning, Accessories, Depreciation, Other.'
Date	التاريخ	Date	No	YYYY-MM-DD; blank = today (company's Dubai day on a new expense). Future dates are not blocked	Today	2026-10-01	'01/10/2026' -> 'Enter a date as YYYY-MM-DD.'
Amount	المبلغ	Money (AED)	Yes	Greater than 0; commas allowed. This is the cost written to the ledger (VAT is not added to it)		150.00	0 or blank -> 'Enter the amount.'; -5 -> 'Must be at least 0.'; 'abc' -> 'Enter a number.'
VAT	ضريبة القيمة المضافة	Money (AED)	No	>= 0; stored on the expense for reference only - not added to the amount, not posted separately	0	7.14	-1 -> 'Must be at least 0.'
Vendor (contact)	المورد (جهة اتصال)	Select (vendor)	No	A vendor contact; blank allowed		Quick Wash LLC
Or paid to	أو دُفع إلى	Text	No	Free text, silently cut at 300 characters		Quick Wash
Reference	المرجع	Text	No	Free text, cut at 300 characters on the expense (40 on the ledger line)		RCPT-7781
Paid by	طريقة الدفع	Select	No	Cash, Company card, Vendor bill (entered in Purchase), Paid by employee. Vendor bill is never posted here because Purchase carries it	Cash	Company card	'cheque' via API -> 'Choose one of: Cash, Company card, Vendor bill, Paid by employee.'
Driver / Employee / Customer / Trip	السائق / الموظف / العميل / الرحلة	Select	No	Optional links copied onto the cost line, so Cost Allocation by driver or customer works		Driver Ali
Project / Cost centre / Department / Branch	المشروع / مركز التكلفة / القسم / الفرع	Select	No	Optional dimensions. Blank ones come from the vehicle; a blank Branch is filled with the vehicle's branch	Vehicle's own	Project PRJ-100
Description	الوصف	Text	No	Free text, cut at 300 characters; shown as the ledger line description		Interior and exterior wash
Receipt	الإيصال	File	No	Optional image or PDF of the receipt		receipt.jpg

New lease or rental

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Vehicle	المركبة	Select (vehicle)	Yes	Saving on an Owned vehicle changes its ownership to Leased (lease), Rented (rental) or Financed (finance)		VHC-00002	Blank -> 'Choose the vehicle.'
Lessor (contact)	المؤجر (جهة اتصال)	Select (vendor)	No	A vendor contact; shown in the list as Lessor		Emirates Leasing LLC
Type	النوع	Select	No	Lease, Rental or Finance. Rental charges go to the Rental category, the others to Lease	Lease	Rental	'hire' via API -> 'Choose one of: Lease, Rental, Finance.'
Contract number	رقم العقد	Text	No	Cut at 60 characters; used in the monthly charge description		LC-2026-044
Start / End	البداية / النهاية	Date	Yes	End must be after Start. Status is worked out from today: End already past = Ended; 60 days or fewer left = Expiring; else Active		2026-03-10 / 2028-03-09	End 2026-03-10 with Start 2026-03-10 -> 'The contract ends after it starts.'; blank -> same message
Monthly rate	القسط الشهري	Money (AED)	No	>= 0. Charged to the ledger once for every calendar month the contract runs	0	2,500	-100 -> 'Must be at least 0.'
Mileage allowance (km)	المسافة المسموحة (كم)	Whole number	No	Blank = no limit. Used with 'Allowance per' to work out the allowed km		30,000	'abc' via API -> not validated by the server
Allowance per	المسافة المسموحة لكل	Select	No	Whole contract, Year or Month. Annual allowance is shared over 12 months, pro rata by days elapsed / 30.4	Year (screen) / Whole contract (server)	Year	'weekly' via API -> 'Choose one of: Whole contract, Per year, Per month.'
Excess per km	رسوم الكيلومتر الإضافي	Number (AED, 4 decimals)	No	>= 0; multiplied by km over the allowance	0	0.50	-1 -> 'Must be at least 0.'
Odometer at start	العداد عند البداية	Number	No	>= 0; blank = the vehicle's odometer when the contract is first saved	Vehicle odometer	50,000	-5 -> 'Must be at least 0.'
Deposit	التأمين المسترد	Money (AED)	No	>= 0; information only, not posted	0	5,000	-1 -> 'Must be at least 0.'
Insurance included / Maintenance included	التأمين مشمول / الصيانة مشمولة	Yes / No	No	Information only; does not stop insurance or maintenance costs being recorded	No	Insurance included
Contract / Notes	العقد / ملاحظات	File / Text	No	Contract file optional; Notes cut at 300 characters		lease.pdf

TCO / Reports / Cost Allocation

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
From / To	من / إلى	Date	No	Defaults 1 January this year to today (browser date). From must not be after To; at most 3,660 days (ten years); blank on the API = first of this month to today	1 Jan - today	2026-01-01 / 2026-09-30	From 2026-10-01, To 2026-09-01 -> 'The period starts before it ends.'; 2010-01-01 to 2026-09-30 -> 'Choose a period of at most ten years.'; '1/1/26' -> 'Enter a date as YYYY-MM-DD.'

TCO

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Whole life of each vehicle	مدى عمر كل مركبة	Tick box	No	Ticked: ignores the dates and measures each vehicle from its purchase date (or the day it joined) to today; the date boxes are greyed	Off	On

Cost Allocation

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Allocate by	التوزيع حسب	Select	No	Vehicle, Branch, Cost centre, Department, Project, Driver, Customer, Cost category	Vehicle	Branch	'colour' via API -> 'Allocate by vehicle, branch, cost centre, department, project, driver, customer or category.'

Pivot

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Rows / Columns / Measure	الصفوف / الأعمدة / المقياس	Select	No	Rows: Vehicle, Driver, Category, Branch, Project, Cost centre. Columns: Month, Status, Cost type, Total only. Measure: Cost, Distance, Fuel (L), Trips, Downtime (h), Maintenance count	Vehicle / Month / Cost	Branch / Cost type / Cost	Rows 'colour' -> 'Rows by vehicle, driver, category, branch, project or cost centre.'; Columns 'week' -> 'Columns by month, status or cost type.'; Measure 'profit' -> 'Choose a measure.'

Fleet Settings

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Home country	البلد	Select	No	UAE, Saudi Arabia, Oman, Qatar, Bahrain, Kuwait; stored as a 2-letter code (any 2 letters accepted by the API)	AE	AE
Expiry alert days	أيام تنبيه الانتهاء	Text (comma list)	No	Whole numbers 0 to 730, sorted high to low, duplicates dropped. Drives expiry alerts	120, 90, 60, 30, 15, 7, 0	90, 60, 30, 7, 0	'ninety' -> 'Alert days are whole numbers, e.g. 120, 90, 60, 30, 15, 7, 0.'; '800' -> 'Alert days run from 0 (the day it expires) to 730.'
Service due soon within (km)	الخدمة قريبة خلال (كم)	Whole number	No	0 to 20,000; used when a plan has no 'Warn km before' of its own	500	500	25000 -> 'Between 0 and 20000.'; 12.5 -> 'Enter a whole number.'
Service due soon within (days)	الخدمة قريبة خلال (أيام)	Whole number	No	0 to 180	14	14	200 -> 'Between 0 and 180.'
Service due soon within (engine hours)	الخدمة قريبة خلال (ساعات)	Whole number	No	0 to 500	25	25	600 -> 'Between 0 and 500.'
Flag a fill this % above normal	تنبيه عند تجاوز المعدل بنسبة %	Whole number	No	5 to 200. A fill is flagged when L/100 km exceeds normal x (1 + % / 100)	20	20	2 -> 'Between 5 and 200.'
Unusual odometer jump above (km a day)	قفزة غير عادية فوق (كم يومياً)	Whole number	No	50 to 5,000	1500	1500	10 -> 'Between 50 and 5000.'
Keep raw GPS for (days)	الاحتفاظ ببيانات التتبع (أيام)	Whole number	No	7 to 3,650; older raw telemetry is purged by the daily scan	90	90	3 -> 'Between 7 and 3650.'
Working hours a day	ساعات العمل يومياً	Whole number	No	1 to 24; the denominator of Utilization %	10	10	0 -> 'Between 1 and 24.'; 'x' -> 'Enter a whole number.'
Parts warehouse	مستودع القطع	Select (warehouse)	No	Active warehouses; blank = the company's default warehouse; used for parts issued on work orders	Company default	WH-MAIN - Main warehouse
Cross-branch assignment	الإسناد بين الفروع	Select	No	Allowed, Needs approval, Not allowed	Allowed	Needs approval	'maybe' via API -> 'Choose one of: Allow, Needs approval, Not allowed.'
Checklist required at checkout	الفحص إلزامي عند التسليم	Tick box	No	On: reservation check-out refuses without the pre-trip checklist	Off	On	Check-out without checklist -> 'Complete the pre-trip checklist first.'
Post fleet costs no bill carries to the ledger	ترحيل تكاليف الأسطول غير المفوترة	Tick box	No	On: cash and card fills, expenses and fines the company paid are posted as journals (Dr expense / Cr cash or card account). Vendor bills and stock issues are never posted here	Off	On
Account code per cost category (and card, cash)	رمز الحساب لكل فئة تكلفة	Text per row (shown only when posting is on)	No	Blank = account found by name in the chart (for example 'fuel', 'vehicle maintenance'), else the company expense role. Each code must exist in the chart; card = credit account for card payments, cash = credit for cash	Blank	5410	'99999' -> 'Account 99999 is not in the chart.'
Distance unit / Volume unit (API only)	وحدة المسافة / وحدة الحجم	Select	No	The server stores km or miles, L or gallons but there is no screen for them and screens still say km and L	km / L	km	'furlong' via API -> 'Choose one of: km, miles.'

Vehicle Categories

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Code	الرمز	Text	Yes	Saved UPPERCASE with spaces turned into underscores; unique in the company (database rule)		CRANE_MOBILE	Blank -> 'Code is required.'; a code already used -> refused by the database
Category	الفئة	Text	Yes	Name shown in pickers; up to 80 characters		Mobile Crane	Blank -> 'Category is required.'
Arabic name	الاسم بالعربية	Text	No	Up to 80 characters		رافعة متنقلة
Icon	الأيقونة	Select	No	Car, Truck, Bus / van, Motorbike, Forklift, Crane, Excavator, Generator	Car	Crane
Counts engine hours / Has an odometer	يحسب ساعات المحرك / له عداد	Tick boxes	No	Engine hours: the vehicle form asks for hours and the hours service plan applies. New categories start with Has an odometer ticked	Odometer on	Engine hours on	Both off -> accepted (vehicle then has no usage measure)
Order / Active	الترتيب / نشط	Whole number / Tick	No	Order sorts pickers; Active off hides it from new vehicles	Active on	130 / on	'x' via API -> 'Enter a whole number.'

Makes

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Make / Country / Active	العلامة / البلد / نشط	Text / Text / Tick	Yes (Make)	Make unique in the company; Country up to 60 characters		Foton / China	Blank Make -> 'Make is required.'

Models

Field	Arabic label	Type	Required	Rules and limits	Example	Refused when
Make	العلامة	Select (make)	Yes	Active makes only; with Model must be unique	Toyota	Blank -> 'Make is required.'
Model	الطراز	Text	Yes	Up to 80 characters	Hilux	Blank -> 'Model is required.'
Category / Body type / Fuel	الفئة / نوع الهيكل / الوقود	Select	No	Defaults copied to new vehicles of this model; body type and fuel come from the lists	Pickup / Double cab / Diesel
Tank (L) / Rated L/100 km	السعة (لتر) / الاستهلاك المصنّع	Number	No	Tank is used to flag fills larger than the tank; rated consumption is the starting 'normal' for fuel anomaly checks	80 / 9.5	'abc' -> 'Enter a number.'
Engine / Seats / Payload (kg) / Picture	المحرك / المقاعد / الحمولة / الصورة	Text / whole numbers / image	No	Seats and payload whole numbers; picture shown on the vehicle card	2.8 L / 5 / 1000	Seats '5.5' -> 'Enter a whole number.'

Fuel Types / Service Types / Cost Categories / Other Lists

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Code	الرمز	Text	Yes	Kept as typed (not uppercased); unique within the same list (database rule); up to 40 characters		biodiesel	Blank -> 'Code is required.'
Name	الاسم	Text	Yes	Shown in pickers; up to 120 characters		Biodiesel B20	Blank -> 'Name is required.'
Arabic name / Order / Active	الاسم بالعربية / الترتيب / نشط	Text / whole number / tick	No	Order sorts the picker; inactive entries disappear from pickers but stay on old records	Active on	ديزل حيوي / 70	Order 'x' via API -> 'Enter a whole number.'

Cost Categories

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Expense account (code)	حساب المصروف (الرمز)	Text (not shown in the list)	No	Stored on the category. Posting does NOT read it - Fleet Settings account codes decide		5410	Any text accepted, not checked against the chart

Maintenance Plans

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Plan	الخطة	Text	Yes	Up to 120 characters		Oil change - trucks	Blank -> 'Plan is required.'
Service	الخدمة	Select (service type)	Yes	From the Service Types list		Oil change	Blank -> 'Service is required.'
For category / For model / Or these vehicles	للفئة / للطراز / أو هذه المركبات	Select / multi-select	No	Narrows who the plan applies to; blank = every vehicle that matches the interval type	All vehicles	Heavy Equipment
Due by	مستحقة حسب	Select	Yes	Whichever comes first, Date, Kilometres, Engine hours. The server does not check that the matching interval is filled	Whichever comes first	Whichever comes first	Blank -> 'Due by is required.'
Every km / Every days / Every engine hours	كل كم / كل أيام / كل ساعات	Whole number	No	The interval; warnings use the lead values or the Fleet Settings 'due soon' values		10,000 km / 180 days	'abc' -> 'Enter a whole number.'
Warn km / days / hours before	تنبيه قبل (كم / أيام / ساعات)	Whole number (form only)	No	Blank = Fleet Settings default (500 km, 14 days, 25 hours)	Settings value	500 / 14
Estimated cost / Raise a service request when due / Active	التكلفة التقديرية / إنشاء طلب خدمة عند الاستحقاق / نشط	Money / Tick / Tick	No	Estimate shown on the Preventive Maintenance board and report; auto request is created by the daily scan, one per plan	Auto request on, Active on	350	-5 via API -> accepted

Document Types / Permit Types

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Code	الرمز	Text	Yes	Saved UPPERCASE with underscores; unique		AE_FREEZONE	Blank -> 'Code is required.'
Document	المستند	Text	Yes	Up to 120 characters		Free Zone Access Permit	Blank -> 'Document is required.'
Group	المجموعة	Select	Yes	Registration, insurance, inspection, permit, roadworthiness, toll, lease, customs, cross-border, licence and others. Permit, Cross-border, Customs, Toll groups appear on the Permit Types page, all others on Document Types		Permit	Blank -> 'Group is required.'
For / Country	ينطبق على / البلد	Select	Yes / No	For = Vehicle or Driver; Country blank = all countries; AE, SA, OM, QA, BH, KW	Vehicle / All countries	Vehicle / UAE	Blank For -> 'For is required.'
Mandatory / Only for categories	إلزامي / للفئات فقط	Tick / multi-select	No	Mandatory types are treated as required for the vehicle or driver	Off	On
Alert days before expiry / Renews every (months)	أيام التنبيه / التجديد كل (أشهر)	Text list / whole number	No	Alert days whole numbers sorted high to low; renewal months sets the next expiry when renewed	120, 90, 60, 30, 15, 7, 0 / 12	60, 30, 7, 0 / 12	Alert days 'soon' -> 'Whole numbers of days, e.g. 90, 60, 30, 7, 0.'

Inspection Templates

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Checklist / Kind	قائمة الفحص / النوع	Text / Select	Yes	Kind from the inspection kinds (pre-trip, post-trip, periodic, handover and heavy equipment among them)		Daily pre-trip - vans / Pre-trip	Blank Checklist -> 'Checklist is required.'
Items (Item / Group / photo)	البنود (البند / المجموعة / صورة)	Item editor	No	Rows with a blank Item are dropped on save; the code is made from the text (lower case, underscores) if blank; Item cut at 120, Group at 60 characters; 'photo' makes a picture mandatory for that item	Supplied lists	Tyres / Exterior / photo	A row with no Item text -> silently dropped
For categories / Active	للفئات / نشط	Multi-select / Tick	No	Blank = every category	All categories	Van, Pickup

Fuel Cards

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Card number	رقم البطاقة	Text (masked)	Yes	Letters and digits only, 6 to 40 characters (spaces removed); unique in the company; list shows only the last 4 digits. Leaving the masked value on edit keeps the number		7002123456784321	'12-34' -> 'Enter the card number.'; 'ABC' -> 'Enter the card number.'; a number already used -> refused by the database
Provider	المزود	Text	Yes	Up to 80 characters		ADNOC Distribution	Blank -> 'Provider is required.'
Vehicle / Driver	المركبة / السائق	Select	No	A fill on a card linked to another vehicle is flagged 'Fuel card mismatch'		VHC-00001 / Ali
Fuel	الوقود	Select (fuel type)	No	From the Fuel Types list		Diesel
Monthly limit / Per fill limit	الحد الشهري / حد التعبئة	Money (AED)	No	>= 0 not enforced by the server. A fill over the per-fill limit, or taking the month's card total over the monthly limit, is flagged 'over card limit' for review - it is not refused	0 (none)	2,000 / 300	'abc' -> 'Enter a number.'
Status / Expiry	الحالة / الانتهاء	Select / Date	Yes (Status)	Active, Blocked, Expired, Cancelled; blocked or inactive cards are refused when logging fuel	Active	Active / 2028-06-30	Expiry '30/06/2028' -> 'Enter a date as YYYY-MM-DD.'; Blank Status -> 'Status is required.'

Toll & Parking

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Kind / Provider	النوع / المزود	Select / Text	Yes	Toll account / tag or Parking permit / card; Provider up to 80 characters		Toll account / Salik	Blank Provider -> 'Provider is required.'
Account / Tag / permit	الحساب / الوسم أو التصريح	Text	No	Up to 60 characters each		ACC-90011 / TAG-5521
Vehicle	المركبة	Select	No	Vehicle the tag is fitted to		VHC-00001
Balance / Warn below	الرصيد / تنبيه عند	Money (AED)	No	A daily alert goes out when Balance is below Warn below (only when Warn below is above 0)	0	40 / 50	'abc' -> 'Enter a number.'
Expiry / Status	الانتهاء / الحالة	Date / Select	Yes (Status)	Status Active or Inactive; expiry appears in the Expiry report and alerts	Active	2027-12-31 / Active	Blank Status -> 'Status is required.'

Alert Rules

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Rule / When	القاعدة / عند	Text / Select	Yes	When = one of the 14 alert kinds (service due, registration expiring, breakdown, lease mileage and so on)		Insurance expiring - managers / Insurance expiring	Blank Rule -> 'Rule is required.'
Days before (expiries)	الأيام قبل (الانتهاء)	Text list	No	Whole numbers, sorted high to low; empty for event rules	e.g. 120, 90, 60, 30, 15, 7, 0	45, 15, 0	'a' -> 'Whole numbers of days, e.g. 90, 60, 30, 7, 0.'
Tell people with / And these people / Tell the driver	أخبر من لديهم / وهؤلاء الأشخاص / أخبر السائق	Multi-select / users / tick	No	Everyone holding any ticked permission group gets the alert, plus the named users; driver notified when ticked (needs a linked user)	Per rule	Costs; Driver on

Approval Rules

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
What	ماذا	Select	Yes	Vehicle purchase, assignment, reservation, maintenance, work order, tyre replacement, expense, fine deduction, disposal, lease renewal. Not every subject is checked by the code today		Expense	Blank -> 'What is required.'
From amount	من مبلغ	Money (AED)	No	0 = every one needs approval. The rule with the highest From amount that the amount reaches applies (amount >= From)	0	2,000	'abc' -> 'Enter a number.'
Approved by	يعتمد من قبل	Select	Yes	Work order approvers, Fleet coordinators, Fine deduction approvers, Fleet administrators	Work order approvers	Fleet administrators	Blank -> 'Approved by is required.'
Rule / Active	القاعدة / نشط	Text / Tick	No	Inactive rule = nothing needs approval for that subject	Active on	Fleet expenses from AED 2,000

Country Profiles

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Country code	رمز البلد	Text	Yes	Two letters, saved upper case and cut to 2 characters; one profile per country		AE	Blank -> 'Country code is required.'; AE twice -> refused by the database
Country / Toll providers / Plate regions / Notes	البلد / مزودو التعرفة / مناطق اللوحات / ملاحظات	Text / lists / text	Yes (Country)	Plate regions and toll providers are comma lists; Notes up to 500 characters		United Arab Emirates / Salik, Darb	Blank Country -> 'Country is required.'

Feature switches

Field	Arabic label	Type	Required	Rules and limits	Default	Example	Refused when
Reservations / Trips and daily logs / Fuel / GPS and telematics / Tyres and batteries / Fines, accidents and claims / Leases	الحجوزات / الرحلات / الوقود / التتبع / الإطارات / المخالفات / التأجير	On / Off switch	No	Off: every change through those routes is refused ('capability_disabled'), the menu entries go, records already made stay readable. Vehicles, drivers, assignments and Compliance registration, insurance, permits cannot be turned off	On	Leases Off	Save a lease with Leases Off -> refused with capability_disabled
Field rules: VIN / Chassis / Engine number / Vehicle department / Police report number	قواعد الحقول	Hidden / Required / Normal	No	Hidden: not shown and a value sent on a new vehicle or accident is refused. Required: record not saved without it. Police report rule only applies while the Fines, accidents and claims switch is on	Normal	VIN Required	Required VIN left blank -> record not saved (message from the platform field rule)

Updated 3 October 2026