What is due, what is overdue, what is on the shelf and what the warranty owes you — against the same units dispatch is promising to customers. The shop books the bay on the dispatch board, so a service is never scheduled over a load, and a load is never sold over a service.
Written in your words — “A service every 25,000 km”, “CVIP annually” — and asked against what the gauges actually say.
Every N kilometres, engine hours or days, for every tractor or for one unit that needs its own. A rule for one unit replaces the fleet rule of the same name — including when it makes the interval longer, which is the exception a shop actually writes.
Overdue first, then the units nobody can answer for because the gauge has not been read. A truck with no odometer reading since March is not fine; it is unknown, and it is at the top of the list.
Whoever is standing next to the truck can enter the reading. It only goes up: a lower number is refused with the last reading shown, because a gauge that went backwards is a typo, a replaced instrument or the wrong unit.
A shop visit is a claim on the unit, through the same check as a load. If dispatch already sold that truck for Thursday, the booking is refused and names the run.
The service, the reading it was done at, and the next due point counted from there. A service recorded without a reading counts from the nearest one, not from zero.
Every service, every reading, every part fitted and every claim raised, on the unit — and on the component, which outlives the truck it was in. “What was that blower fitted to in March” has an answer.
Stock by yard and by bin. A quantity promised to one job cannot be promised to another, and what is on order is reported beside what is available — never added to it.
Reserved against the shop visit that needs them. Reserving moves no count; fitting moves it once. If the visit is cancelled, the parts go back automatically.
Raising a purchase order changes no count. Receiving does — and six of ten arriving is a Tuesday, so partial receipt is the normal case, not an error.
Twenty filters at the north terminal are zero at the main yard until somebody transfers them. A job cannot be promised a part that is four hundred kilometres away.
Below minimum after counting what is already on its way. Ordering again for a part already coming is how a stockroom ends up with four years of a bearing.
Most warranty claims die for one of two reasons: nobody could find which repair it was, or nobody noticed the notice window had closed. Rig raises the claim against the specific service that failed, puts the deadline where you will see it, and follows the claim through dispute and partial acceptance to the credit.
What the repair cost, what you claimed, what the vendor agreed and what actually arrived stay four separate figures. Only the last one is counted as recovered — because a claim that has been accepted is not the same as money in the bank, and a dashboard that adds them together reports money you do not have.
Fuel, tires, tolls, permits and repairs land against the unit that incurred them. Revenue is what the work actually settled at.
A purchase is not a burn: five hundred litres bought on Tuesday is a tank that was empty, not a day’s consumption. A reefer’s fuel is kept apart from the truck’s, so a hard-working unit does not look broken.
Stated only when the window can support it, and always with how much of the fuel it actually rests on. A figure from two fills out of eleven with an odometer is not a figure; it is a guess wearing a decimal point.
A settlement minus attributable costs. A rental with costs and no settlement recorded is unknown, not a loss — nobody has said what it earned, which is different from nothing.