Vehicle Maintenance

Vehicle Maintenance

NexusRMS provides a comprehensive vehicle maintenance system that helps you keep your fleet in peak condition. Track every service, repair, and inspection from a single location, with automated reminders to ensure nothing is missed.

Maintenance Types

• Preventive — scheduled servicing to prevent breakdowns (oil changes, tyre rotations, brake checks)
• Corrective — repairs performed after a fault has been identified
• Inspection — routine checks such as MOT inspections or pre-trip walkarounds
• Repair — significant work to restore a vehicle to operational condition
• Emergency — unplanned urgent repairs following a breakdown or accident

Maintenance Statuses

• Scheduled — maintenance has been planned but work has not yet begun
• In Progress — work is currently being carried out on the vehicle
• Completed — all work has been finished and costs recorded
• Cancelled — the maintenance entry was cancelled and will not be performed

Scheduling Maintenance

Maintenance can be scheduled using two methods, either independently or together:

• Time-based — set a next due date for the maintenance to be carried out
• Mileage-based — set a next due mileage threshold in kilometres

When both are configured, the system triggers a reminder based on whichever threshold is reached first. The preventive flag marks an entry as scheduled preventive maintenance, distinguishing it from reactive work.

Creating a Maintenance Record

1. Navigate to Transport > Maintenance and click New Maintenance.
2. Select the vehicle from the dropdown list.
3. Choose the maintenance type (preventive, corrective, inspection, repair, or emergency).
4. Enter a description of the work to be performed.
5. Set the scheduled date and, optionally, the next due mileage.
6. Enter the estimated cost for budgeting purposes.
7. Optionally link to an external service provider or garage.
8. Save the record to add it to the maintenance schedule.

Cost Tracking

Each maintenance record supports detailed cost tracking to help with fleet budgeting:

Field	Description
Total Cost	The overall cost of the maintenance work
Parts Cost	Cost of replacement parts and materials
Labour Cost	Cost of labour or service charges
Invoice Number	Reference number from the service provider invoice
Receipt URL	Link to an uploaded receipt or invoice document
Service Provider	External garage or workshop that performed the work

Completing Maintenance

1. Open the maintenance record and click Mark as Completed.
2. Record the actual costs (total, parts, and labour).
3. Upload a receipt or invoice if available.
4. Set the next maintenance schedule (next due date and/or next due mileage).
5. Save to close the record and update the vehicle maintenance history.

Maintenance History

Every vehicle has a Maintenance tab on its detail page showing the complete service history. Records are listed chronologically and can be filtered by type or status.

Linking to Defects

Maintenance records can be linked to defect reports that triggered the work. When a defect is reported during an inspection, you can create a maintenance record directly from the defect and the two will be cross-referenced automatically.

Overdue Detection

The system automatically flags vehicles with overdue maintenance using the isMaintenanceOverdue() method. Any vehicle past its due date or due mileage appears with an overdue warning on the fleet dashboard, ensuring nothing slips through.

Tips

• Schedule preventive maintenance regularly to reduce the frequency of costly emergency repairs.
• Track all costs accurately to build a reliable picture of fleet expenditure for budgeting.
• Use mileage-based scheduling for high-use vehicles that accumulate kilometres quickly.
• Review the maintenance history before disposing of or selling a vehicle.