Car Fleet Management...

Full Web Solution

• Choosing a full web solution has a significant impact on the IT approach within the company, as it makes the use of an internal networkd redundant
• Updates are run directly on the Web server in full transparency for the users
• The application users can connect anywhere with any type of Internet terminal

Flexible Setup

• The software integrates all your constraints and takes into account the various management rules of your company regarding:
• Staff member classes
• Job classes
• Hierarchical structure
• Organisational structure
• ...

Rigorous Output Quality

• Strict compliance with your company rules and procedures guaranteed by the setup parameters
• Secured information input process
• High-quality and reliable output data

Management of Your Internal Organisation Structure

• The software comprises up to 12 structure levels, from the cost centre (smallest level) to the customer (largest level)
• Thanks to the integration of your structure into the software:
• Your various management processes can be dealt with according to your internal organisation
• Analyses can be provided (costs, consumption, reporting, ...) for each desired structure level

Online Vehicle Catalogue with Built-in Configurator and Comparator

• Staff members benefit from a vehicle catalogue updated in real time thanks to the use of a JATO database
• The vehicles are selected online and in keeping with your vehicle selection criteria:
• Pre-determined catalogue (selection from a list of models)
• Configurator (selection criteria in keeping with the rules of your company: authorised makes, vehicle maximum price, CO2 emission, ...)

• Specific equipment catalogue

Order Workflow

• Setup tailored to your company organisation. It lets you set off vehicle requests in keeping with:
• Your automotive policy
• Your vehicle selection criteria (online catalogue)
• The internal validations required by your organisation whether before or after the selection of the vehicle
• Your supplier agreements
• The fringe benefit rules of your company
• ...

Vehicle-Related Data Management

• Vehicle description
• Internal organisation allocation
• Staff member allocation
• Contracts
• Events
• History logs
• Costs
• Fringe benefits
• Claims
• Cards and passes
• Intervention Requests
• Supplier Agreements

Green Card Management

• Printing:
• Individually (entry into service, loss, theft, ...)
• In bulk (renewals, ...)

• Traceability:
• Insurance company or insurance broker
• Green card number
• Vehicle
• Print date
• Reason for printing

Management of Related Products and Accompanying Documents

• Follow-up of the related products (toll passes, fuel cards, ...):
• Order
• Reception
• Dispatch
• Return
• ...

• The management of your cards and passes may be automated when working with certain suppliers (files, web service, ...)

• Follow-up of the accompanying documents enclosed in the wallet (car registration certificate, green card, accident report form, delivery statement, ...):
• Dispatch with a document wallet
• Return of the wallet together with the vehicle
• Return to the rental company
• ...

Pool Management

• Booking
• Booking cancellation
• Handing over of the vehicle
• Booking modification
• Return
• ...

Staff Member-Related Data Management

• Contact details
• Internal organisation allocation
• Vehicle allocation
• Events
• History logs
• Costs
• Fringe benefits
• Claims
• Traffic tickets
• Professional/Personnal Km ratio
• ...

Supplier-Related Data Management

• Contact details
• Agreements
• Contacts
• Services
• Invoices
• Customer account Nos
• Discount rates granted
• Invoicing methods and schedules
• ...

Supplier Invoice Management

• Invoice processing tool, key part in the quality of service that PHOENIX GFI sets itself when it comes to providing information
• In order to guarantee that the data provided is reliable, the process in place comprises:
• The integration of your invoices (manually or automatically)
• The allocation of your costs as per your accounting principles and internal organisation structure
• The follow-up of your invoices (expected vs received)
• An allocation verification tool (charge account vs customer account)
• An invoice soundness verification tool

Accounting Management

• Periodic cost data extraction directly from your supplier billing files and allocated as per your accounting principles and internal organisation structure
• All costs are automatically recorded into your accounts thanks to this extraction process

Traffic Ticket Management

• Managemnet of the penalty charge notices in compliance with your processing rules:
• Application for exemption
• Forwarding of the notice to the staff member
• ...

Intervention Request Management

• Generates intervention requests:
• Driveaway
• Short term or mid-term rental
• Valeting
• Tyre intervention
• ...

• Manually or automatically edits orders to approved suppliers (E-mail, web service, ...)

Claim Follow-up

• Input:
• Manual
• Automatic: Integration via standard files provided by insurance companies/brokers

• Follow-up:
• Recording of the accident and report to the insurance company/broker
• Recording of the claim aknowledgement
• Recording of the closure of the claim and of the costs incurred

Management of Alerts, Follow-ups and Controls

• Provision of real-time follow-ups facilitating day-to-day management:
• Renewals
• Vehicles to be ordered
• Contracts to be modified
• Events to be processed
• ...

Analysis Tools

• Provision of periodic statements automatically forwarded to the various actors of the fleet (in-house departments, suppliers, staff members, ...):
• Fleet statements
• Tax reports
• Fringe benefits
• ...

• Archived and accessible online at all times

• Dashboards accessible online in real time:
• Cost history
• Fleet history
• Consumption (fuel, tyres, ...)
• ...

Tax and Regulation Management

• Currently applicable regulations accessible online
• Provision, in due time, of all the tax returns (official tax forms + appendices as necessary) required all along your accounting year, together with all the follow-up statements relating to your legal obligations:
  • Controls: Motor vehicle inspection, ...
  • Tax return: Passenger Car Allocation (French tax form 2065 Ter), Non-Deductible Annual Depreciation, Leasing commitments, ...
  • Human Resources: Fringe benefits, Kilometer allowance, ...
  • Taxes: Environmental Bonus / Penalty, Company Car Tax, Excise Duty on Energy Products, Axle Tax, ...

User Access Management

• Dedicated perimeter linked to the user's area of responsibilities
• User profile granting customised access to data and functionalities

Contact Management

• Address book with all your fleet management-related contacts:
• Staff members
• In-house departments
• Suppliers
• ...

• Automatic dispatch to the relevant addressees of:
• Periodic statements
• Validation requests
• Vehicle catalogues
• Order forms
• Campaigns
• Quality surveys
• ...

Electronic Document Management

• Sending:
  • Pre-dertemined E-mails are generated automatically for each step of your fleet management process
• Edition:
  • Pre-determined letters are generated automatically for each step of your fleet management process

• Integration:
• Upload of external documents at each step of your fleet management process
• Attachement of external documents directly onto the records (vehicles, staff member, invoice, traffic ticket, contract, claim, ...)

• Acces:
• All the documents that have been sent, edited or integrated can be directly accessed from their related records (vehicle, staff member, invoice, traffic ticket, contract, claim, ...)

Campaign Management

• Periodic campaigns are performed, with the automated dispatch of online forms:
• Meter readings
• Driving licence validity
• Regulatory Controls
• Maintenance operations
• Surveys
• ...

Online Support

• All the steps and processes related to the system functionalities are described
• All your fleet management rules can be accessed in real time:
• Automotive policy
• Procedures
• ...

• Integration and access to in-house, fleet management-related documents:
• Charters
• In-house memos
• ...