Fleet

Every company car, van or pickup is one vehicle in Moazaf. The vehicle keeps its plate and chassis number, its papers (Mulkiya and insurance), the driver who has it now and everyone who had it before, its fines, its Salik and fuel, its services and its costs.

Fleet

The Fleet page has three tabs. Vehicles lists your cars. Fines lists the traffic fines of all cars. Salik & fuel lists tolls, fuel and parking. Click a vehicle to open its page. It has its own tabs for that one car: Overview, Documents, Holders, Service, Fines, Salik & fuel, Costs and Activity.

• Available: nobody has the vehicle. It is free to hand over.
• Assigned: a driver has it.
• In repair: it is at the garage.
• Retired: it was sold or scrapped. It stays in Moazaf with its history.

Fleet › Add vehicle

1. 1Click Add vehicle.
2. 2Pick the Type, for example Sedan, Pickup or Van, and the Company that owns the car.
3. 3Fill Reference if you give your cars a fleet number, like VH-21.
4. 4Copy the plate from the Mulkiya: Emirate, Plate type, Plate code and Plate number.
5. 5Type the Chassis (VIN), 17 characters, and the Make, Model and Year.
6. 6Fill Odometer (km), and Service every (km) or Service every (months) if you want service reminders.
7. 7Fill Purchase date and Purchase cost if you want to see the full cost of the car later.
8. 8Click Create. The vehicle's page opens.

The Mulkiya and the insurance are documents of the vehicle. Each has an expiry date, so Moazaf can remind you before it runs out. A vehicle without them shows No Mulkiya on file or No insurance on file on its page.

Fleet › the vehicle › Documents

1. 1Open the vehicle and click the Documents tab.
2. 2If your plan includes AI scanning, click Scan with AI and upload a photo or PDF of the Mulkiya. Moazaf reads the number and the dates for you. Check them before you save.
3. 3Or click Add manually, pick the document type, and type the number and the dates yourself. Without AI scanning, this button is called Add document.
4. 4Do the same for the insurance.

Handing over a car records who has it from which day and time. Moazaf uses this record later to find who was driving when a fine came in.

Fleet › the vehicle › Hand over

1. 1Open the vehicle and click Hand over.
2. 2Search for the driver under Employee.
3. 3Check Handover date & time. Change it if the driver took the car earlier.
4. 4Fill the odometer and fuel level, and write the Condition at handover.
5. 5Click Hand over.

Moazaf checks the driver's driving licence. If the licence has expired, you can't hand over the car. If no licence is saved for the driver, Moazaf warns you, and you can tick Proceed without a recorded driving licence to go on.

Moazaf checks the driver's driving licence against the handover date. If every licence saved for the driver had expired by that date, you can't hand over the car. If no licence is saved for the driver, Moazaf warns you, and you can tick Proceed without a recorded driving licence to go on.

If the driver has their own Moazaf login, they get a message in Moazaf asking them to confirm they received the car, unless they turned off in-app messages. Until they confirm, the vehicle shows Awaiting acknowledgement. If the driver has no login or signed a paper form instead, click Record acknowledgement and record it for them.

• Transfer gives the car straight to another driver. It closes the first driver's time and opens the second one's.
• Return takes the car back. Write the odometer and the condition, add photos if you like, and the car is Available again.
• The Holders tab shows everyone who had the car, from when to when.

When a fine comes in from the police, the RTA or a parking company, enter it on the car. Moazaf looks at who had the car at the date and time of the offence and puts the fine on that driver.

Fleet › the vehicle › Add fine

1. 1Open the vehicle and click Add fine. You can also click Add fine on the Fines tab of the Fleet page and pick the car.
2. 2Fill Offence date & time exactly as it is on the fine. The time decides which driver is matched.
3. 3Fill Amount, the Authority, for example Dubai Police, and the Fine number.
4. 4Write the Offence and the Location, and the Black points if there are any.
5. 5Attach the Fine notice if you have it.
6. 6Click Save.

The fine shows the driver under Holder at the time. If the driver has their own Moazaf login, they get a message about it in Moazaf, unless they turned off in-app messages. If nobody had the car at that time, the fine shows No holder and is counted under Not matched. You can then pick the driver yourself under Holder.

A new fine is Open. Click the three dots at the end of the fine's row to move it on.

• Mark as paid: the company paid the fine.
• Mark as disputed: you are objecting to the fine.
• Recharge to employee (payroll): the driver pays it back from their salary.
• Mark as waived: the authority cancelled the fine.
• Reopen: move it back to Open if you changed it by mistake.

When you recharge a fine, its full amount is taken off the driver's next payroll run as a deduction named Traffic fine recharge. The fine shows Recharged to employee.

Salik and Darb tolls, fuel and parking are company costs of the car. Moazaf saves who had the car at the time of each one, so you can see who used it, but they are not taken off anyone's salary.

Fleet › Salik & fuel › Add transaction

1. 1Click Add transaction and pick the vehicle.
2. 2Pick the Type: Salik, Darb, Fuel or Parking.
3. 3Fill the date and time, the Amount and the VAT.
4. 4For fuel, write the Station, the Litres and the odometer. For tolls and parking, write the gate or place.
5. 5Fill the Transaction ID from the receipt or statement, then click Save.

The Costs tab of a vehicle adds up everything the car cost: the purchase, fines, Salik, fuel, parking and services. Each one is added by itself when you enter it.

Fleet › the vehicle › Costs

For other costs, like a car wash, tyres or a rental, go to Costs & budgets › Ledger › Add cost and pick the car under Vehicle or asset. The Costs & budgets page needs the Costs module in your plan. With the built-in roles, only the Owner, the Admin and Finance can add costs there. The Fleet Manager can only look at them.

The Mulkiya and the insurance are reminded like every other document in Moazaf. Your reminder settings decide who gets a reminder before they expire, for example the responsible person and the people who renew documents, and whether it comes by email, in Moazaf or both. Each person can also turn these messages off for themselves.

• The Papers ≤ 30 days box on the Fleet page counts the cars, not counting Retired ones, whose papers run out within 30 days or have already run out.
• Set Due to Papers expiring to list only those cars. The list also shows cars whose papers have already expired.
• Next expiry on each car shows which paper runs out first.

To renew, open the car's Documents tab, click the document and click Renew. The Documents guide explains the renewal steps.

For services, click Record service on the car after each visit to the garage. With Service every (km) or Service every (months) set, Moazaf works out the Next service from the last recorded service. The fleet managers get a reminder 14 days or 1,000 km before it is due.

• I can't hand over the car to a driver.

  Answer

  Every driving licence saved for the driver had expired by the handover date. Renew the licence on the driver's documents first.

• A fine shows No holder.

  Answer

  Nobody had the car at the time of the offence. Check the handover times on the Holders tab and fix a wrong one with Edit times, or pick the driver under Holder.

• The fine is on the wrong driver.

  Answer

  Click the three dots on the fine's row and click Edit. Fix the Offence date & time so it is exactly as on the fine, or pick the right driver under Holder. To let Moazaf match it by itself again, leave Holder empty and save.

• I don't see Recharge to employee (payroll).

  Answer

  The fine has no driver yet, or it is already recharged. With the built-in roles, only the Owner can recharge.

• Can I take Salik or fuel off the driver's salary?

  Answer

  No. Only fines can be recharged. Salik and fuel stay company costs.

• I can't add a car with this plate.

  Answer

  Another car in Moazaf already has the same plate or chassis number. Search for it on the Fleet page.