🚜 Quick Guide - Fleet (Maintenance and Fueling)
The Fleet module answers three questions every farm asks: how much each machine has cost, what has already been repaired on it and when the next service is due. This guide shows the order in which the records should be set up and how the day-to-day work of the shop and the fuel station fits into them.
The module's logic is simple: the machine is registered once, fueling brings in the hour meter every day, the hour meter makes the maintenance plan come due, the plan becomes a maintenance work order, and the order consumes parts and labor. That chain is what turns fuel station invoices and shop tickets into cost per machine.
📍 Location in the system
Menu: Fleet
🧩 What to set up first
1. Fleet Classification
The machine types — tractor, combine, sprayer, truck, implement, facility. Besides organizing the list, the classification defines which work order activities each group shows up in and which ones go into the hectare, consumption and cost dashboards. There is a button that imports a standard list of classifications — the shortcut for getting started.
2. Fleet / Facility
Every machine, implement and structure on the farm. It is the module's central record — see Fleet / Facility. Three settings deserve attention right from the start:
- Counter type: hour meter for tractors and combines, odometer for trucks
- Tank capacity and hour meter limit: these are what make the system flag typing errors in fueling
- Show in: sets which screens the machine appears on — fueling, work order, maintenance work order, requisition, checklist, load tickets
3. Department, Maintenance Group & Symptom
Three records on one screen: who does the work (shop, tire shop), what it is about (engine, hydraulics, electrical) and what the machine showed ("won't start", "overheating"). See Department, Maintenance Group & Symptom. This is also where employees are linked to the department — without that, the mechanic does not show up when logging hours.
4. Employee/Operator
Operators and mechanics come from the Employee/Operator record, shared with the Operations module.
⛽ The fuel station
Before the first fueling, you need the fuel registered as a product, the station as a storage location with a pump, and the opening balance entered. That walkthrough is detailed in Fueling (Initial Setup).
With that in place, the day-to-day is the Fueling screen, which handles four situations: internal fueling at the farm pump, external fueling at a roadside station, pump calibration and transfer between locations. Every entry takes the fuel out of inventory and — what matters most for the rest of the module — records the machine's hour meter.
🔧 Preventive maintenance
1. Maintenance plans
A plan is the recipe for the service: the items to check, in order, with the product and quantity each one uses. Written once, it serves all similar machines.
2. Fleet x Maintenance Plans
This is where the plan gets an interval on each machine: recurrence (every 250 hours, every 10,000 km, monthly, yearly), last occurrence and how far ahead to give notice. The Fleet x Maintenance Plans screen is the module's dashboard — it shows what is left until each service, has a filter to find machines without a plan, clones the setup from one fleet unit to another and sends an email or WhatsApp alert for each plan generated.
3. Maintenance Work Order
When the plan comes due — or when the machine breaks down — the maintenance work order comes in, with activities, labor in hours, parts through requisitions and cost. A preventive order comes from the plan; a corrective one comes from the problem. In the list, the status color shows what is pending, overdue, in progress, paused or finalized, and a click on the status marks that the shop has started or stopped the job. In the Dashboard view, the Maintenance overview sums up spending, open orders and overdue plans, and Workshop now shows what is in the shop right now.
📋 Day-to-day in the shop
| Situation | Where to record it |
|---|---|
| The machine was fueled | Fueling, with the hour meter at that moment |
| The machine broke down | Maintenance Work Order, corrective type |
| A service came due | Maintenance Work Order, preventive type, pointing to the plan |
| A part is needed | Requisition, from the order's products tab |
| The part is not in inventory | Quotation and Purchase Order |
| The machine ran for the day | Fleet Operation Log, with hours, field and operator |
| Check before operating | Completed Checklists, based on a Checklist Template |
| A tool changed hands | Mobile Item Movement |
| The shop started or stopped the job | Click the order status in the Maintenance Work Order list — or the mechanic's hour clock in the app |
| The job was put on hold | The order's hour log, with the downtime reason |
🔗 Screens the Fleet menu shares with other modules
Some items in the Fleet menu are the same as in Inventory and Operations — same screen, two paths:
- Requisition, Quotation and Purchase Order, from the Inventory module
- Checklist Template and Completed Checklists, from Operations
- Employee/Operator, also from Operations
- Fuel consumption measured per machine, with the station balance matching
- Services triggered by the actual hour meter, not by memory
- Complete maintenance history — what broke, when and how much it cost
- Parts leaving inventory through requisitions, traceable back to the purchase order
- Machine and mechanic hours logged, the basis for cost per hectare
This module is upCampo's farm fleet and maintenance management — the website page explains what it solves before you set it up screen by screen.
❓ Frequently asked questions
Where do I start setting up the fleet module?
With Fleet Classification (you can import a standard list) and by registering the machines in Fleet / Facility. With that you can already enter fueling and open maintenance work orders; the preventive plans can come next, machine by machine.
Do I need the maintenance plans to start using it?
No. Fueling and corrective orders work from day one. The plans are the next step, when the farm wants to stop reacting to breakdowns and start scheduling downtime.
Why is there so much emphasis on the hour meter when fueling?
Because it is the only reading that goes into the system every day. It is what gives you consumption per hour, the calculation of what is left until the next service and the machine's usage history. A wrong hour meter reading throws everything else off.
How does the machine cost get to the field?
In two ways: fueling can be spread across the period's crop work orders, in proportion to area; and the fleet operation log records how many hours the machine ran in each field.
Do third-party machines also go into the module?
Yes: register the fleet unit checking Third party and entering the contractor's entity. The fleet list has an Owned / Third-party / All filter, which lets you separate what belongs to the farm from what is contracted.