Handle Incidents and Repairs

Use Vehicle Incident to record a breakdown, accident, cargo problem, delay, security event or other disruption and coordinate what happens to assigned work. Use standard ERPNext Asset repair/maintenance records for the actual asset work.

Record the incident while it is open

1. Select the affected vehicle and record incident type, severity, time and a useful description.
2. Link the relevant Delivery Trip, Transport Load and Vehicle Allocation. Check the driver and company context; these must refer to the same operation.
3. Set Vehicle Immobilized when the vehicle cannot operate, and record whether Replacement Required applies.
4. Save the incident while its Repair / Resolution Status is Open or In Resolution. An unresolved incident cannot be submitted as a final record.

Drivers can report incidents against their started assigned trip in the mobile app. Dispatch and fleet staff should review whether the reported restrictions and required response are appropriate; an incident is not automatically a completed repair.

Replace the assignment when necessary

For an unresolved incident marked Replacement Required, use Create → Reallocate Vehicle. The incident must identify the affected load and active allocation. Review the replacement vehicle/driver, reason and details, then save and submit the replacement allocation through its normal checks.

The original allocation remains in history; replacement links show what took over. Do not cancel an allocation used by an active trip merely to release its vehicle. Do not create another unrelated initial allocation against the same active load.

For an active multi-load trip, use the complete trip allocation when reallocation requires it; individual loads cannot be split out of the active trip through that replacement action. Reallocation is not proof that goods were physically transferred between vehicle warehouses. Coordinate and record any required stock movement separately with authorised stock staff.

Arrange the repair

If the vehicle has a linked company Asset, use Create → Asset Repair where offered and follow the standard ERPNext asset repair process. Check that the repair belongs to that Asset. Use the site's standard Asset Maintenance and logs for scheduled maintenance.

A supplier-owned vehicle without a linked Asset is not authorised to create an invented company Asset Repair just because it has an incident. Record the supplier's resolution details on the incident and use the appropriate fleet process.

Resolve and release

Record what was done, the resolution status and Resolved On. Set Resolved or Closed before submitting the incident. Review any linked repair, availability block, compliance issue and current assignment before treating the vehicle as ready again.

Resolving an incident does not automatically complete an unrelated repair or remove a separate timed block. Conversely, a repair record does not erase the incident or the assignment history.

[Video: Recording a blocking breakdown, creating a replacement allocation, linking Asset Repair and checking availability after resolution]

Use Vehicle Incident Register for outstanding disruption review and Vehicle Allocation History to trace the replacement. Refer to recovery if cancelling submitted downstream stock is required.