Operations • Module glossary
This glossary explains common words and fields you’ll see when using Fleet Operations in XFatora.
Also known as: Fleet Management
What it is: Cost per km measures how expensive a vehicle or route is per kilometer (fuel + maintenance + labor).
When you use it: Use it to optimize routes, compare vehicles, and improve profitability.
Example: You discover one route has higher cost per km due to traffic and detours.
Common fields (and what they mean):
Related terms: Fuel Log, Maintenance Cost, Route
What it is: A driver is the person assigned to operate a vehicle for deliveries or trips.
When you use it: Use driver profiles to manage assignments, licensing, and performance.
Example: You assign a driver to a delivery route with a specific vehicle.
Common fields (and what they mean):
Related terms: Trip, Route, Time & Attendance
What it is: Fleet cost tracking is capturing all fleet-related costs: fuel, maintenance, insurance, depreciation, tolls.
When you use it: Use cost tracking to understand total cost of ownership and set delivery pricing appropriately.
Example: You compare two vehicle models and choose the one with lower lifetime cost.
Common fields (and what they mean):
Related terms: Asset Management, Cost per KM
What it is: Fleet dashboard summarizes vehicles, trips, costs, and maintenance status.
When you use it: Use it to manage the fleet proactively and reduce surprises.
Example: Dashboard highlights vehicles approaching maintenance and high fuel consumption.
Common fields (and what they mean):
Related terms: Reporting, Goals Tracker
What it is: Utilization is how much your fleet is actually used versus available capacity.
When you use it: Use utilization to decide whether you need more vehicles or better scheduling.
Example: Fleet is only 50% utilized—better routing reduces need for new vehicles.
Common fields (and what they mean):
Related terms: Workload Planner, Capacity Planning
What it is: A fuel log records fuel purchases and consumption for vehicles.
When you use it: Use fuel logs to control fuel costs and detect unusual consumption.
Example: You record 60 liters refueled for Truck #2 along with receipt details.
Common fields (and what they mean):
Related terms: Mileage, Cost per KM
What it is: An incident is any event like accident, breakdown, or traffic violation affecting fleet operations.
When you use it: Use incident tracking for safety improvement and cost control.
Example: A breakdown incident triggers towing and a maintenance request.
Common fields (and what they mean):
Related terms: Vehicle Downtime, Service Record
What it is: Inspections are scheduled checks for safety and compliance.
When you use it: Use inspections to reduce accidents and failures and ensure regulatory compliance.
Example: Monthly inspection confirms brakes, lights, and tire condition.
Common fields (and what they mean):
Related terms: Maintenance Schedule, Compliance
What it is: Insurance records track vehicle coverage and renewal dates.
When you use it: Use insurance tracking to stay compliant and avoid operating uninsured vehicles.
Example: System alerts you 30 days before vehicle insurance expires.
Common fields (and what they mean):
Related terms: Compliance, Vehicle
What it is: A maintenance schedule plans vehicle service based on time or mileage to prevent breakdowns.
When you use it: Use scheduled maintenance to reduce downtime and keep vehicles safe and compliant.
Example: Every 10,000 km, vehicles receive oil change and inspection.
Common fields (and what they mean):
Related terms: Service Record, Vehicle Downtime
What it is: Mileage is the distance a vehicle has traveled, usually tracked via odometer readings.
When you use it: Use mileage for maintenance scheduling and cost analysis.
Example: Maintenance is triggered when a vehicle reaches the next mileage threshold.
Common fields (and what they mean):
Related terms: Maintenance Schedule, Fuel Log
What it is: Vehicle registration tracks legal registration details and renewal requirements.
When you use it: Use it to ensure vehicles are legally allowed on the road.
Example: A renewal reminder is triggered before registration expiry.
Common fields (and what they mean):
Related terms: Compliance, Vehicle
What it is: A service record documents a completed maintenance activity—what was done, cost, and who performed it.
When you use it: Use service records to track reliability and total cost of ownership.
Example: You record that Truck #3 had brake pads replaced with cost and vendor.
Common fields (and what they mean):
Related terms: Maintenance Schedule, Cost Tracking
What it is: A trip is a logged journey for delivery, pickup, or internal movement.
When you use it: Use trips to track mileage, fuel, and delivery performance.
Example: A trip covers 8 deliveries and returns to the warehouse.
Common fields (and what they mean):
Related terms: Route, Fuel Log, Shipment
What it is: Trip assignment is allocating a trip or delivery run to a driver and vehicle.
When you use it: Use assignments to avoid double-booking and clarify ownership.
Example: Dispatch assigns today’s delivery run to Driver A and Vehicle 3.
Common fields (and what they mean):
Related terms: Dispatch, Route
What it is: A vehicle is any company asset used for transport—car, van, truck, motorcycle.
When you use it: Use vehicle records to track utilization, maintenance, and costs.
Example: You add each delivery truck with plate number and model details.
Common fields (and what they mean):
Related terms: Driver, Trip, Maintenance Schedule
What it is: Vehicle assignment links a driver and a vehicle for a shift, trip, or route.
When you use it: Use assignments to avoid conflicts and keep accountability clear.
Example: A driver is assigned Truck #3 for today’s deliveries.
Common fields (and what they mean):
Related terms: Driver, Vehicle, Trip
What it is: Downtime is the time a vehicle is unavailable due to maintenance or issues.
When you use it: Use downtime tracking to improve scheduling and reduce missed deliveries.
Example: A van is down for 2 days; routes are reassigned to other vehicles.
Common fields (and what they mean):
Related terms: Maintenance Schedule, Route Planning
