Status Workflow
Understanding vehicle asset statuses and when to use each one.
Every vehicle asset has a status that reflects its current operational state. The status determines how the vehicle is treated in financial calculations and reporting. This guide explains each status and when to transition between them.
Status Overview
| Status | Description | Use When |
|---|---|---|
| Active | Vehicle is currently in service and generating revenue | The vehicle is on the road, assigned to drivers, and earning income |
| Inactive | Vehicle is temporarily out of service | The vehicle is undergoing maintenance, has insurance issues, or is parked for any temporary reason |
| Sold | Vehicle has been sold and removed from the fleet | The vehicle has been sold to a third party and is no longer your asset |
| Written Off | Vehicle is a total loss | The vehicle was destroyed, damaged beyond repair, or otherwise permanently removed from service |
Default Status
When you create a new vehicle asset, it is automatically assigned the Active status. This means the system immediately begins tracking revenue, expenses, and depreciation for the vehicle.
Status Transitions
Not all status changes are reversible. The diagram below shows which transitions are allowed:
Allowed Transitions
| From | To | Reversible? | Notes |
|---|---|---|---|
| Active | Inactive | Yes | Temporarily remove from service |
| Inactive | Active | Yes | Return to service |
| Active | Sold | No | Permanent -- vehicle is sold |
| Active | Written Off | No | Permanent -- vehicle is a total loss |
| Inactive | Sold | No | Sell a vehicle that is currently out of service |
| Inactive | Written Off | No | Write off a vehicle that is out of service |
Sold and Written Off are terminal statuses. Once a vehicle is marked as Sold or Written Off, the status cannot be changed back to Active or Inactive. Make sure this is the correct decision before proceeding.
How to Change Status
- Navigate to Finance > Vehicle Asset Management
- Click on the vehicle asset to open its detail page
- Click "Edit" to enter edit mode
- Change the Status field to the desired status
- Click "Save" to confirm the change
Impact on Financial Calculations
Each status affects how the system handles the vehicle's financial data:
Active
- Revenue and expenses are actively tracked
- Depreciation continues to accrue
- The vehicle appears in all financial reports
- ROI and profit/loss calculations are up to date
Inactive
- Revenue tracking pauses (no new revenue is expected)
- Expenses can still be recorded (maintenance costs, storage fees, etc.)
- Depreciation may continue depending on your accounting preferences
- The vehicle remains visible in reports but is filtered separately
Sold
- All financial tracking stops
- Historical data is preserved for reporting purposes
- The vehicle no longer appears in active fleet calculations
- Final profit/loss figures are locked in
Written Off
- All financial tracking stops
- The remaining book value is recorded as a loss
- Historical data is preserved for reporting purposes
- The vehicle no longer appears in active fleet calculations
Common Scenarios
Vehicle in for Repairs
Set the status to Inactive while the vehicle is being repaired. Change it back to Active once repairs are complete and the vehicle returns to service. This helps you distinguish between vehicles that are earning revenue and those that are not.
Selling a Vehicle
Before marking a vehicle as Sold, review its asset detail page to confirm the final financial summary. Once sold, the status is permanent and the vehicle's profit/loss figures are finalized.
Vehicle Accident (Total Loss)
If a vehicle is damaged beyond economical repair, set the status to Written Off. The system will preserve all historical financial data while marking the remaining book value as a loss.
Seasonal Fleet Changes
For vehicles that operate only during certain seasons, use the Active and Inactive statuses to reflect when they are in service versus parked. This gives you accurate per-period revenue tracking.
You can filter the vehicle asset list by status using the tabs at the top of the page. This makes it easy to see only active vehicles, only sold vehicles, and so on.