Fleet Management System

Fleet Management SystemFleet Management System
Boost Your Business Process

Copyright © 2009, Aditya Systems. info@adityasystems.netSlide 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 BookingNew 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 PlannerThe 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 Systems
27th, 1st Floor, Mahantha Layout,
Bull Temple Road, Bangalore -560019, INDIA
Phone +91-8041204216
e-mail : info@adityasystems.net

Thank You

Fleet Management System

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