FMS / Fleet Management System

UP-TO-DATE

FLEET MANAGEMENT TOOL

Fleet Management System is a bunch of applications intended for companies running their own vehicle fleets (for instance, a fleet of trucks used to transport cargoes or a fleet of passenger cars driven by the company’s employees).

Companies with own transport vehicles face the need to take account of related maintenance costs (purchase, sale, fuel supply, maintenance and insurance expenses). They also have to keep an eye on technical maintenance and vehicle inspection intervals, to take account of mileage and fuel consumption rates, to store technical parameters of each transport vehicle, and much more. Companies with a complex branched structure may find it essential to know what levels of the corporate hierarchy (branches, departments, services, offices) generate such expenses, how often and in relation to what cost items. Eventually, a cost analysis must be performed so as to take cost optimization measures.

KEY FMS OBJECTIVES

Storage and processing of transport vehicle data

The FMS regards transport vehicles as units of accounting, with a variety of data available for each unit: vehicle types, brands and models, dates of manufacture, purchase and registration, status / position within the company’s organization structure, technical specifications, driver / responsible person information, registration data, extra equipment installed at the vehicle, price, copies of any documents pertaining to this vehicle, and much more. All these data can be used in operational reports and printed forms, as well as in analytical reports: FMS solutions usually have a number of preset analytical reports and built-in options to expand them and to increase their number.

Invoice accounting

An option to automatically or manually load invoices from any counterparties into the system is provided. Features such as the configuration of hierarchical dependencies for the company’s organization structure and the cost structure enable distributed cost accounting opportunities per structural units and cost items. Once connected, the analysis module yields a detailed profile of transport costs at any time and with any degree of detail.

Trips and accidents

The printout of waybills and other operational report forms may be configured using the trip accounting function. The accident accounting function makes it possible to collect reports and to analyze traffic incidents in terms of vehicles or drivers for any period of time.

Memos

The memo option enables to configure the system to notify the user of a certain action (vehicle inspection or technical maintenance, insurance policy replacement / renewal, driving license renewal etc.) scheduled for this very date or some moment in the near term. The reminder moment may depend on calendar intervals or mileage.

Integration with GPS

Integration of the FMS with a navigation system enables to automatically upload mileage (driving distance) data. This, while being a powerful automation component, also significantly speeds up acquisition of the necessary analytical reports.

Analysis of current repairs

Receiving the invoices and specifications from service companies and entering them in the accounting system, the user maintains a database containing information on vehicles undergoing repairs, repair periods and locations, components and assemblies replaced or repaired. This offers an opportunity to determine the most reliable and least reliable brands / models, to identify unreliable drivers.