Vehicle Shortage Workaround

This training covers how to get transport when no company vehicle is free, using inDrive for people and Mfana (a courier by Mushe) for items, all booked and paid for through Odoo. It combines two Fleet process-map workflows: SSL.02.10 Booking and SSL.02.11 Funding & Top Up. Ndabenhle Nkala owns the process, and the guide is dated 20 October 2026 with an accompanying 2:44 Odoo how-to video.

The core idea: a company vehicle is always the first choice. Only once the Fleet Officer confirms none is available does the team use inDrive or Mfana, instead of personal cars or cash. The guiding rule is "no approval, no booking": trips without an approved Odoo reference are not paid.

Lead times: standard requests need at least 24 hours' notice so Fleet can check vehicles first. Emergencies need at least 1 hour, must start with EMERGENCY in the Odoo description, and must be phoned through to the Fleet Officer.

Choosing the service: inDrive (Ride or Comfort) moves staff to sites, clients or meetings. Mfana moves documents, spares, tools and small equipment. Heavy or bulky items like ladders, cable drums and generators need a fleet vehicle or approved hire instead.

The requester's steps (Step 1):

1. Get a fare estimate in the inDrive or My Mfana app and screenshot it, without requesting a driver.
2. In Odoo Approvals, open the Vehicle Parts & Fuel Purchase Requisition card and click New Request.
3. Set Vehicle to Virtual/Fleet/Virtual, add the date and time, then add the service line with the estimated cost and vendor.
4. Write the description (purpose, route, job number, who or what is travelling), save to get the reference number (e.g. MVF02603), and attach the screenshot.
5. Tag the Fleet Officer and your Head of Department in a log note, then submit.

Booking and close-out (Step 2): once approved, the Fleet Officer books on the company account only, shares the driver or courier details, and logs the booking. The traveller confirms pick-up and arrival in the chatter, and the requester attaches the receipt or proof of delivery within 24 hours. The Fleet Officer checks that the date, route and amount match, and the documents go to Finance for the vendor bill.

Funding and controls (SSL.02.11): trips are paid from a pre-funded company inDrive payments account, never in cash. The Fleet Officer checks the balance and forecasts the budget, and Finance approves and transfers funds, confirms proof of payment, and monitors the balance against a minimum. At the minimum, an alert triggers either a top-up or a restriction on use for the rest of the month. At month-end, every trip on the platform statement is reconciled to an approved request and receipt, and Finance posts the vendor bill.

Key rules for everyone:

• Use the company account only, never a personal one.
• Book the cheapest option that fits the job, and use Comfort only when justified.
• Don't send cash, sensitive documents or high-value equipment by courier without Fleet Officer sign-off.
• Share your live trip with your supervisor when travelling alone or after hours.
• If no driver is available, the fare is far above the estimate, or a delivery is lost or late, escalate to the Fleet Officer first, then your Head of Department.