fleet management system

Fleet Management SystemFleet Management SystemBoost Your Business Process

Copyright © 2009, Aditya Systems. [email protected] No. 2

Table of ContentsTable of Contents

• Overview• Why use Fleet Management Software?• Features and Benefits• Minimum System Requirements• Vehicles Management• Vehicles Input• Vehicle Management More Features• New Reservation and Booking • Rental Booking - New Reservation and Booking• Booking Invoice - New Reservation and Booking• The Rent Planner • The Rent Planner Features• System Configuration• Reports• Database Backup & Restore• Contact Us


OverviewOverview

• This Power point presentation is a brief overview of one of the customized

solution we delivered.• According to the Client’s requirement the

solution can be customized to suit the operations.

• The solution can be delivered with a time span depending on the customizations


Why use Fleet Management Software?Why use Fleet Management Software?

• Fleet Management System (FMS) software enables people to accomplish a series of specific tasks in the management of any or all aspects relating to a company's fleet of vehicles.

• Take a weight off your mind by using the service schedule and automatic reminders.

• Stop wasting your time looking for repair bills, license plates, insurance data, serial numbers or other vehicle information. Store it all together in the same place!

• View the real operating costs of your vehicle fleet with a simple mouse click thanks to the versatile, detailed and printable reports provided.

• Track and manage your drivers informations including accidents history

• Get notified when insurance is expired• Export your data and reports into MS Excel format and enjoy complete

versatility!• Create groups of vehicles to provide you with an easy breakdown of your

fleet.• Monitor the petrol consumption of each and every one of the vehicles in

your vehicle fleet.• Secure your vehicle fleet data with the efficient and fully customizable

user identity management system vehicle profiling, trip profiling, dispatch, vehicle efficiency, Billing, Accounts etc.


Features and BenefitsFeatures and Benefits

• Make advance reservation for your clients. • Very easy reservation system that will show you all available cars

for the selected period in one click. • Instant total invoice amount inclusive tax and charges after

selecting any vehicle. • Extensive driver and additional driver information. • Pick up and Drop off location. • Add up to 5 Charges and/or tax items to your subtotal. • Partial payment allowed. • Rental rates are fully adjustable. • Straight Rate, Daily rate, Weekly rate, Monthly rate, Hourly rate,

Mileage rate, Season adjustable rates for each calendar month and Rates can be adjusted for each booking individually

• Detailed overview of the rate calculation during booking or reservation.

• Auto save customer and company information for possibly recurring. • Warnings for non business day or holiday during booking • Pick up and drop of location selection


Minimum System RequirementsMinimum System Requirements

• Microsoft Windows Vista/2003/XP/2000/NT 4.0 SP6a

• Intel Pentium III/800 MHz or higher (or compatible)

• 256 MB RAM minimum-512 MB RAM recommended

• 50 MB hard disk space• 1024x768 minimum screen resolution


Vehicles ManagementVehicles Management

• Defining your classes– Before you start to input your vehicles decide how many and

which classes you are going handle to group your vehicles in the FMS.• Set up your vehicles classes• Click on Setup• Select the 'Others' tab• In the 'Others' tab select the 'Vehicle Classes‘• By default you will find 3 vehicle classes (Economy,Full

Size,SUV)You can rename those 3 classes or add new by clicking on the 'Insert' button.You can define the default rate for each class that will be used when you input a new vehicle

• Of finish click save and close the window.After you classes are in place continue to adding your

vehicles CLICK TO SEE THE SCREEN SHOT


Vehicles InputVehicles Input

• This will show you how to input you vehicles in FMS• Input a new vehicle

– Click on 'Vehicles‘– Click Insert and start entering the vehicle details– To load a picture of the vehicle click on "load Picture'

and select the picture to add.– To remove a picture click 'Clear Picture' – Click to view the screenshot


Vehicle Management More FeaturesVehicle Management More Features

• Maintenance – On this tab you can

enter details of you vehicle like service interval, inspection date insurance expiration date etc.

• Damage Report – Damages on the vehicles

can be recorded in FMS so there is no need to mark the same dents and scratches each time you rent out a vehicle.

• Vehicle Expenses – Also vehicle expenses

can be filed in FMS.


New Reservation and Booking New Reservation and Booking

• This section will show you how to check for available vehicles before you initiate a new rentals contract.

• Check for available vehicles – To check for available vehicles before you initiate a

new rental agreement• Click 'New Booking' on the main window• Select your start and end date• select your class (optional)• Click 'Get Available Vehicle‘• After selecting your vehicle click 'Select Vehicle‘• CLICK HERE TO VIEW THE SCREEN SHOT


Rental Booking - New Reservation and BookingRental Booking - New Reservation and Booking

• This screen will lead you to the booking window where you can enter all your contract details.

• Here follows a few detail for entering your data:– If you are initiating a reservation click and select the

'Reservation' option else select 'Booking if you are initiating a Booking.

– All clients details are saved in case of recurring. if the client exists in FMS click on the button in the 'Family Name' field and this will list all client where you can start typing to search for the client you are looking for. You can also do this in the 'Company Name‘ field where you can search for a existing company.

– The rates are adjustable and you can click on the 'Adjust Rental Rates' Button to adjust rates for this booking.

– Click to view the screenshot


Booking Invoice - New Reservation and BookingBooking Invoice - New Reservation and Booking

• Booking Invoice – The booking window will close

and the invoice window will open with the summary of the booking.

– If payment took place– Click the 'Pay' Button to enter

the payment details• Booking Payment

– Enter the fill the necessary fields and click 'Accept' Button. and the window will close.

• Print Contract / Invoice – To print the invoice click 'Print'

button on the invoice screen and a print dialog will open.


The Rent Planner The Rent Planner

• The rent planner is the portal of FMS where you can have quick view of all your rentals.

• Details that can be viewed on the planner are:• Rental items

– Reservation items (Yellow)– Booked Items (Green)– Checked-In items (Cream)– Overdue Items (Red)– Out of service items (gray)The column left displays the vehicles that can be filtered by

class by making your selection with the drop-down at the top of the screen.

The texts displaying below some of the vehicles are reminder set in the setup window of FMS.

The notes are entered in the 'notes' field in the "Vehicle' window

Click to view the screenshot


The Rent Planner FeaturesThe Rent Planner Features

• Display dates– At the bottom of the screen the are some controls where you

can move through the planner and view an other day, month or year than the current date.

• Drag 'n Drop Feature– The items in the planner can be modified by drag 'n drop

operation– To move a item from one vehicle to an other move the

mouse into the center of the item then until the cursor change into a cross then hold the left mouse button down and move the item to the target vehicle.

– Prolongate the period of a contract move the mouse at the left or right edge of a rental item until the cursor change into a arrow then hold the left mouse button down and move to right to prolongate the rental period

After performing a drag 'n drop operation all rates are recalculated if need to match the new location of the item


System ConfigurationSystem Configuration

• Company Details– This section will guide you to fill in all your primary company details like

Company name, address, phone numbers etc. • User Login

– FMS features a login option where an user id and password is required before you can get access the program

• General Settings– This section will learn you how to set some general values in FMS

• Rate Settings– This section will guide you how to setup you rate calculation, taxes and

charges in FMS • Invoice Settings

– This section will guide you how to customize the total amount and some details on the invoice when booking a rental agreement.

• Others– In the other section of the setup window you can update the flowing records:

• Payment Types - (payment type used when applying invoice payments)• Locations (pick-up & drop-off)• Vehicle Classes (vehicle classes used when adding vehicles)• Deposit Methods (deposit methods that can be applied in a rental booking)• Holidays (keep track of all holidays in a year used on the start and end date

of a booking)Click to view the screenshot


ReportsReports

• In FMS you can run the following reports– Rentals by date– Rentals by vehicle– Vehicle List– Vehicle Expenses– Payments by date– Payments by types

• To run a report in FMS – Select the report from the Report list– Select one of the pre set period in the list or set a

custom start and end date– Click preview button to view the report– Click Print if you like to print the report

Click to view Sample Report


Database Backup & RestoreDatabase Backup & Restore

• To make a database backup in FMS– Go to File | Backup database

• To make a restore a backup in FMS– Go to File | Restore database


Contact UsContact Us

Aditya Systems27th, 1st Floor, Mahantha Layout,

Bull Temple Road, Bangalore -560019, INDIAPhone +91-8041204216

e-mail : [email protected]

mailto:[email protected]


Thank You

fleet management system

Documents

vehicle information

vehicle details

new booking

vehicle expenses

vehicles classes

vehicle fleet data

vehicle efficiency

new vehicle of finish