Master Data Setup

Master data should be configured before daily operations begin. Incorrect master data causes dispatch, billing, payroll, and reporting issues later.

1. Departments

Create departments first because many modules depend on them.

Recommended department setup:

• Operations;
• Finance;
• Admin;
• Sales;
• Customer-specific departments if required.

Use department settings to control whether the department appears for drivers, staff, roster, and assignment.

2. Staff

Create staff users for tenant employees who use the web portal.

Minimum fields:

• name;
• email/login;
• role;
• department;
• phone;
• status.

After creation, configure access control based on job scope.

3. Drivers

Create driver users for operational assignments and driver app login.

Minimum fields:

• driver name;
• login email;
• department;
• phone;
• status;
• roster or payroll details where applicable.

Driver accounts should be disabled when the driver resigns or should no longer access assignments.

4. Vehicles

Create vehicles before assigning regular fleet work.

Recommended fields:

• plate number;
• vehicle number;
• seat capacity;
• active/inactive status;
• default driver where applicable.

5. Customers

Customer setup affects orders, quotation, invoice, receivables, and WhatsApp communication.

Recommended fields:

• company name;
• customer ID;
• short name;
• default department;
• billing terms;
• contact person;
• contact email;
• group chat link;
• customer status.

6. Customer Credentials

Create credentials only for customers who should place orders directly.

1. Create customer company.
2. Create customer user/login.
3. Share temporary password securely.
4. Ask customer to test login and submit a sample order.

7. Suppliers

Suppliers are required for payables.

Recommended fields:

• supplier name;
• supplier number;
• contact person;
• phone/email;
• payment details;
• active status.

8. Order Master Data

Configure order settings before billing.

Data	Purpose
Preset Routes	Reusable route pricing and route selection.
Packages	Bundle pricing for common service packages.
Surcharges	Extra charge items.
Add-ons	Optional customer-visible add-on items.
Tax	SST/tax handling for order totals.
Cancellation	Cancellation fees and refund behavior.
Cost	Fuel and routing cost control.

9. Finance Master Data

Finance users should review:

• chart of accounts;
• bank accounts for receivables;
• payable settings;
• opening balances;
• fixed asset categories and settings.

10. Access Control Review

After master data setup, check access control:

• Tenant admin can manage settings.
• Finance can manage billing, receivables, payables, reconciliation.
• Operations can manage orders and dispatch.
• Drivers should not access tenant finance or admin modules.
• Customer users should only access customer portal functions.