Record last service date and current mileage per truck. System auto-alerts when 5,000 km service is due. Also tracks third party insurance renewal (12-month cycle).
Truck
Driver
Last Service Date
Mileage at Service (km)
Current Mileage (km)
KM Since Service
Service Status
3rd Party Date
3rd Party Expiry
Insurance Status
Update
Weekly Fleet Report
Expense Recording per Truck
Operations Expense Register
Date
Truck
Category
Amount
Supplier
Description
Receipt
Approved By
Del
Fleet Log Review
Truck Maintenance Schedule & Planned Repairs
Schedule preventive maintenance and planned repairs per truck. System flags overdue schedules automatically.
Maintenance Register
Truck
Service Type
Scheduled Date
Est. Cost
Actual Cost
Supplier
Status
Notes
Actions
Supplier Management
Supplier Ledger
Supplier Register
#
Supplier
Contact
Phone
Category
Trucks
Credit Limit
Terms
Actions
Parts & Services Registry — auto-built from LPOs; grows over time
Requisition Form
Items Requested
#
Description
Qty
Est. Rate (UGX)
Amount
Del
TOTAL (UGX)0
In Words:Zero
Requisition History
Invoice Generator
Select a client to auto-load their contract details. Revenue is calculated from contract rates x days worked.
Client Selection
Trucks & Line Items
Invoice Records
Invoice No.
Date
Client
Period
Amount (UGX)
VAT
Total
Status
Actions
Driver Registry & Wage Setup
Set pay mode per driver: Fixed Monthly Salary OR Daily Rate x Days Worked. Days worked are pulled from daily logs.
#
Driver Name
Truck
Pay Mode
Monthly Salary
Daily Rate
Bank Name
Account No.
Phone / MTN
Save
Generate Payroll
Profit & Loss Report
Self-Audit & Compliance Report
Checks for: missing logs, overdue invoices, data anomalies, duplicate / double entries, unusually high figures vs prior period, payroll anomalies, and AR/AP statement inconsistencies.
Truck Assignments — Driver / Client / Engine
Update whenever a driver or client changes. These auto-fill the daily input form.
#
Truck No.
Driver Name
Engine No.
Client / Site
Save
Office Expense Entry
Office Expense Records
Date
Category
Amount (UGX)
Description
Paid By
Del
Account Receivables — Amounts Owed to Alastar
Record invoices raised to clients. Mark as Paid, Partial, or Outstanding. System auto-totals outstanding.
Receivables Register
Date
Client
Invoice No.
Invoice Amt
Paid
Balance
Due Date
Description
Status
Actions
Account Payables — Amounts Alastar Owes
Record bills and obligations owed to suppliers, staff, or service providers.
Payables Register
Date
Payee
Category
Total
Paid
Balance
Due Date
Ref
Status
Actions
Client Statement
Generate a full statement for any client showing all invoices raised, payments received, and outstanding balance.
Supplier Statement
Generate a full statement for any supplier showing all amounts owed, payments made, and outstanding balance.
Full Financial Report — Managing Director
to
Fleet Management Report — Operations Manager
Log New Business, Innovations & Improvements
Local Purchase Order (LPO) — Issuance
Issue LPOs to suppliers for goods and services. LPOs are linked to AP records and printed for dispatch. Each LPO gets a unique number auto-generated.
Item / Part Name
Spec / Size / Brand
Type
Qty
Unit Cost (UGX)
Line Total
Items are auto-registered in the Parts & Services RegistryGrand Total: UGX 0
Override if no items entered
LPO Register
LPO No.
Date
Supplier
Category
Truck
Amount
Terms
Delivery
Status
Actions
LPO Preview
Record Payment Received from Client
Link each payment to an AR invoice. This automatically updates the invoice balance and client statement.
Client Payment History
Date
Client
Invoice Ref
Amount
Method
Ref No.
Received By
Notes
Del
Record Payment Made to Supplier
Link payments to AP records or LPOs. Updates supplier outstanding balance and supplier statement.
Supplier Payment History
Date
Supplier
AP/LPO Ref
Amount
Method
Ref No.
Paid By
Notes
Del
Outsource Trucks — External Fleet Database
Register trucks hired from external owners/operators. Track owner details, truck type, capacity, rates, and availability.
Outsource Fleet Register
Reg No.
Type / Make
Capacity
Body
Owner
Phone
Driver
Rate/Day
Client
Insurance
Status
Actions
Outsource Hire Log
Record each time an outsource truck is engaged — date, client, route, amount agreed, and payment status.
Date
Truck
Client
Route
Days
Agreed
Paid to Owner
Balance
Status
Del
Fleet Management Plan & Annual Maintenance Schedule
Plan and track preventive maintenance, service intervals, insurance renewals, and road fitness for all own and outsource trucks over the year.
Only the Managing Director can reset or change system passwords. All changes are recorded in the audit log. Passwords must be at least 8 characters and include a mix of letters and numbers.
☁ Cloud & Firebase Admin
Cloud Status: This system runs on Firebase (Firestore). All 4 users share the same live database in real-time. Firebase Project: Check FIREBASE_CONFIG in the HTML source. Go to Firebase Console to manage the project. Namecheap Hosting: Upload the HTML file via Namecheap cPanel → File Manager → public_html.