FUNCTIONS

Record of basic and master data

 

Providing a maintainer and query surface to record the data characterizing the vehicle (registration number, chassis number, engine number, the year of manufacture, the year of registration, etc.), which can be found in the registry.

Record of technical data

 

The standard vehicle technical data assigned to the vehicle type (power, own weight, combined weight, capacity, engine mode, etc.) can be manually recorded on the maintainer surface.

Record of equipment and accessories

 

Typical data assigned to standard equipment type. The standard equipment is the same on the same type of vehicles. The diminution or the extension of these is not possible (vehicle manufacturing accessories). The file includes the list of the elements which can be chosen to the vehicle as extra equipment. By listing (displaying) these possible elements a maintainer surface is provided for the recorder to mark (checkbox tick) the items, which actually would be assigned to the chosen vehicle (registration number). The accessories are displayed elements recorded in the master data chart, which can be assigned to the chosen vehicle during the maintains on the maintainer surface by selecting (checkbox) and by selecting the amount.

Record of first aid kits’ accessories

 

Providing a maintainer surface to record the first aid kits’ items (name, quantity) and the validity of the items. The first aid kits’ items required by law are registered as master data, which can be expanded in accordance with the regulations. The items can be either individually (with unique expiration date) or even in one portion (the total list of the accessories – in this case the validity of all items is the same, but it is of course changeable) assigned to the vehicle.

Support of document management

 

The function allows the operator to attach any number and any type of electronic documents (e.g. automobile registration, herd-book, etc.) to the vehicle. The attached document is stored in the SeaFleet database, which is available, can be viewed and listed at any time.

MOT record

 

Time series management of the vehicle’s MOTs. Alarm about validity of the MOT.

ToDo lis

 

The logged user gets a task list on the homepage with given time (set in the system parameters) before vehicle events occur (MOT validity, obligatory service event, highway sticker validity), and this user is the colleague of the fleet manager. The due and unmanaged or not recorded events are red in the task list.

Support of official administration process

 

Record of the official administration data (cause of administration (change of herd-book, change of automobile registration, change of owner, change of engine number, etc.) date of the initiative, date of the administration, the start date of validity, etc.), and as a result updating the master data (data changing regarding to the vehicle documents, change of automobile registration, etc.) while their history is preserved as well. Supplely expandable administration forms (DADA). Drawing the attention to the related administration e.g. ordering of new fuel card in case of changing the registration number. The history of the data changes regarding to the administration is managed.

Record of offences, administrative fines

The following types of offences are managed:
Public place, highway usage offences, included:

• Dunning letter by reason of the lack of highway sticker
• Dunning letter by reason of other causes (parking penalty)
• Request of supplying of data by reason of parking penalty
• Supplying of data by reason of motoring offence

Motoring offence, included:

• Administrative fine
• Request of supplying of data related to administrative fine
• Request of supplying of data related to other administrative fine

The aggregated data related to offences (head) (name of the sender body, address of the sender body, reference number, date, amount of the fine, due date, etc.) get in the registry by manually recording on the maintainer surface. The program provides opportunity for detailing the contracted event (lot) on a single surface as well. Recording of offence events (registration number, case number, date of the event, relevant amount of the fine) of one or more vehicles. Any document related to the offence can be attached.

Record of milometer data

Record of milometer data of the vehicles on the maintainer surface, such as:

• Registration number
• Date
• Milometer data

The recording of the milometer data is based on the monthly reports and service events. Drawing attention, sending alarm in case of lack of recording the milometer data to the person set in the system parameter, after a given interval since the recording of the last known milometer data. Alarm about leeway of milometer data. .

Support of service events

In the function recorded events affect three areas:

• Obligatory service
• Service by reason of damages
• Other service

It is possible to record obligatory service elements and other optional repair elements to the obligatory service. To the damages and to the other service events can only repair elements recorded. Warning, if to the damage service event does not belong damage. Alarm is sent about the next obligatory service event (based on milometer data or date) before a given milometer data or date recorded in the system parameters. The alarm occurs only in case of the former event takes place. Alarm about obligatory service.

Support of tire events

The function performs the recording of the tire’s characteristic master data (product, type, size, mileage), the assign of tire to the vehicle (install and remove), and the release, the rejection and the reserve of the tire as well. In the registry the size (205/65 R16 88H) field is the most important identifier field of the tire, the searches and the queries occur further based on this. The events are leaded trough the tire’s status (e.g. remove the summer tires from the vehicle, installation the winter tire on the vehicle), or (e.g. tire rejection, making freely available the remainder tire of the sold vehicle)

Record of highway sticker data

Record of highway sticker data (validity category (D1, D2, D3, D4), type (monthly and annual), etc.), assigned to the vehicle on the maintainer surface with manual recording. It is possible to transmit the highway sticker from a vehicle to another. Alarm about the end date of the validity of a valid highway sticker assigned to the vehicle to the person given in the system parameters before a given date recorded in the system parameters. Alarm about highway sticker validity.

Record of fuel card

 

Record of highway sticker data (validity category (D1, D2, D3, D4), type (monthly and annual), etc.), assigned to the vehicle on the maintainer surface with manual recording. It is possible to transmit the highway sticker from a vehicle to another. Alarm about the end date of the validity of a valid highway sticker assigned to the vehicle to the person given in the system parameters before a given date recorded in the system parameters. Alarm about highway sticker validity.

Parking card and season ticket

 

The system provides a surface for recording of the license data (registration number, vehicle type, name of the area, time limit, validity). Alarm is sent about the license validity. The program provides opportunity to load the data electronically.

Entry permit in seeded zone

 

The system provides a surface for recording of the license data (registration number, vehicle type, name of the area, time limit, validity). Alarm is sent about the license validity. The program provides opportunity to load the data electronically.

Washing season tickets and washing data

The washing can occur:

• By fleet management (in this case the data can be set into the system manually or via an interface)
• By fuel card on a fuel distributor filling station (in this case the event is loaded and appears in the fuel distributor’s invoice details on a given item number)
• Individually (in this case the washing data are manually recorded)

The system provides a surface for recording the washing season tickets (type, amount, partner validity) and washing data (type, washing partner, amount, date) per vehicle. The program provides opportunity to load the data electronically.

Record of storage, entry data, home storage

To the corporate vehicles so-called storage places are assigned (one site to one vehicle). The storage place is the site, where the vehicle – depending on the type of usage – could be/ should be stayed in the non-working hours. The system records the sites, which are storage places and provides a surface for setting the recorded data. In order to work entering opportunity, so-called entry permit is necessary per vehicle. This function provides a surface for recording the permit, and it records the places assigned to the vehicle, where it can drive.

Record of damage

Record of damage (driver, date of damage, location, cause, description, etc.), accident (police action, acting police-office, injuries, etc.), damage restoration (name of the repairer), damage administration (date, cause of damage, damage causer), damage account (account method, insurance companies, liable for payment) related data. It is possible to attach damage related documents (damage declarer, accident declarer, damage administration report, insurance account, police decision, accessory damage administration report) to the damage event. Comparison of the damage event with the service events. Warning, if to the damage event does not belong service event.

Record of insurances

Recording the insurance companies, types of insurance (CASCO, MTPL) assigned to the vehicle with validity (start and end date of the insurance) and motor pool changes (getting into and out). Recording the fee of the insurances (annual, monthly, fee for less than a month by getting in and out) assigned to the vehicle per types. The date, when the insurance documents (MTPL, coverage certificate, international green card) are given for the tenant, is recorded as well. To the CASCO insurance could belong international extension (country, specific charge, validity), which is also the part of the registry.

Insurance account (insurant comparison)

Tracing of the paid and the to be paid fee based on the recorded insurance data The insurance fees sent periodically by the insurance company are received per vehicle and per insurance type. To check it, the received data are compared with the data acutely recorded in the system per vehicle and the account is displayed. In case of late sent annual account, the system provides opportunity to copy the last year’s fees – in order to maintain the system’s operability – for the vehicle of the motor pool.

Account of damage event

The system provides a surface for recording the damage account and the relevant data

• repair related data (repair service, invoice value),
• insurance related data (own share, value at the damage date),
• insurance company related data (wreck value, aging, delivery cost),
• calculated data (damage undefrayed by the insurant, payback basis, reimbursement by the insurant)

The system provides a surface for recording the data related to the reduction from the employee (name of the liable, amount, part-payment, admission of liability), who is liable for reimbursement, beside the damage event administration and account data. The program processes the data periodically sent by the insurance company related to the so-called damage statistics, which contain the closed and open insurance damage events and their financial data. To the open damage events the estimated reserved amount is set. The program compares the damage statistics data with the data recorded in the system, and the different items are listed and the differences are marked. Loss ratio is calculated on the basis of all registered data and with the file sent by the insurance company as damage statistics.

Record of tax

The system provides opportunity per vehicle to load – electronically or manually – the annual tax liability reported by the municipality, which can be assigned to the vehicle on the basis of the registration number. The municipality’s data are compared with the tax liability calculated by the program, and in case of a difference, the program automatically indicates it. In the system are recorded the prescribing and cancelled decisions as well. The system monitors the payment deadlines recorded to the opening data, to the prescribed I. half year tax liability and to the prescribed II. half year tax liability. The system sends alarm in case of a tax payment deadline. It collects all items assigned to the current payment deadline, which includes the examination of the opening data field, of the prescribed tax payment, of all cancellations have not been arranged, and in the frame of this, the system performs the examination of the cancellations’ imputability. Based on these, the system can give the to be paid tax amount with the right sign per vehicles, and from the vehicles’ aggregation it can calculate the amount of the to be paid tax. The system aggregates at the end of the year the amount of the opening data, of the I. half year vehicle tax liability, of the II. half year vehicle tax liability, of the cancellation, of the tax paid in the I. year and the tax paid in the II. half year per vehicle, which gives the amount of the to be paid tax outstanding at the end of the year.

Tax analytics

The system provides opportunity per vehicle to load – electronically or manually – the annual tax liability reported by the municipality, which can be assigned to the vehicle on the basis of the registration number. The municipality’s data are compared with the tax liability calculated by the program, and in case of a difference, the program automatically indicates it. In the system are recorded the prescribing and cancelled decisions as well. The system monitors the payment deadlines recorded to the opening data, to the prescribed I. half year tax liability and to the prescribed II. half year tax liability. The system sends alarm in case of a tax payment deadline. It collects all items assigned to the current payment deadline, which includes the examination of the opening data field, of the prescribed tax payment, of all cancellations have not been arranged, and in the frame of this, the system performs the examination of the cancellations’ imputability. Based on these, the system can give the to be paid tax amount with the right sign per vehicles, and from the vehicles’ aggregation it can calculate the amount of the to be paid tax. The system aggregates at the end of the year the amount of the opening data, of the I. half year vehicle tax liability, of the II. half year vehicle tax liability, of the cancellation, of the tax paid in the I. year and the tax paid in the II. half year per vehicle, which gives the amount of the to be paid tax outstanding at the end of the year.

Management of supplier invoice

Manual recording of non-electronic supplier invoices related to vehicles. It is possible to record the cumulate data of supplier invoice or its detailed data by vehicle.

Processing of fuel invoice data

Fuel dealers provide electronic summaries, so-called invoice detailing document, with details of the fillings and other purchases realized at their filling stations (plate number, bank card number, date and time of filling, item number, quantity, unit price, invoice number etc.). These documents are sent to clients monthly in Excel format (or can be downloaded from their webpages). Data of invoice detailing document can be uploaded to the system, they are stored and processed. If invoice detailing document is processed, slip record can be checked or skipped.

Record of refueling data (slip)

Fuel dealers provide electronic summaries, a so-called invoice detailing document, with details of the fillings and other purchases realized at their filling stations (plate number, bank card number, date and time of filling, item number, quantity, unit price, invoice number etc.). These documents are sent to clients monthly in Excel format (or can be downloaded from their webpages).

Route sheet management

Writing a route sheet serves several purposes:
• In the form of a paper document, as a strict document, it administrates the route (date, location) of the vehicle and the driver as well. In case of a truck the route sheet should be shown to the policeman, otherwise motor offence occurs. *
• Through the recording of the fuel purchase the date and the quantity of the purchased fuel is documentable.
• From the above mentioned data the vehicle’s consumption data could be calculated.
It is recorded per vehicle, if writing a route sheet is obligatory or not in case of a given vehicle.
The head data (registration number, driver, date, departure km and arrival km, etc.) and the item data (departure address, departure and arrival time, milometer data, etc.) recorded manually on the maintainer surface are got into the registry, and they can be queried, evaluated and reported.
Electronic route sheet
The electronic route sheet management aims to stop the manually recording of the route sheet in case of vehicles equipped with GPS devices, and to load the necessary data into the SeaFleet system through an interface specialized for this purpose. A specially for this purpose developed system collects the received GPS positions and divides them into route stages based on users’ feedback, and then it sends the generated interface to the SeaFleet system in order to generate the route sheets automatically.
Alarm about the lack of recorded route sheet after a period given in the system parameters.

Management of common used vehicles

The common used vehicles are recorded with fleet register functions, the type of the usage codes if it is a common used vehicle. It is possible to set up a claim to the common used vehicle, thus it can be reserved. It is possible to set up a claim only to the common used vehicle, if it is in the given period available (not reserved). The claims, the rented vehicles and the vehicle related other events (service, out of usage) are set in the calendar with different colors. It is possible to cancel the claims as well, and in this case the reserved status of the vehicle ends, the vehicle becomes available and new claim can be set up for it. When the claim is set up, the vehicle will be rented, and when the claim becomes due, the vehicle will be resumed. The common used vehicle can be removed from the system by changing its usage type, but it can be made temporarily reserved (not available) by changing its status (under repair, out of usage).

Documentation of vehicle handover-takeover (with electronic option)

The recording of the vehicles and the most changes in the registry occur with handover-takeover. They can be:

• Handover of new vehicles for usage
• Handover-takeover of used vehicles

The fact of the handover-takeover is stored in form of paper and electronic document as well. The paper is prepared by the program, it is filled in with the recorded data and can be manually completed, and after the sign it can be reattached to the handover-takeover. It is possible to attach photographs, authorization or any document beside the handover-takeover protocol. The handover-takeover can occur electronically as well. In this case the data of the handover-takeover protocol, which are not recorded and normally would be filled in manually in the handover-takeover protocol, are filled in electronically. The program provides a surface for filling in the protocol, the design and the content of this surface and of the paper based protocols are the same. The recorded data are filled in automatically, the missing data can be filled in electronically like in a case of a manually filled in document. The protocol is generated after filling in the handover-takeover protocol, and it is automatically attached to the handover-takeover event, which cannot be changed, which is only printable. The program provides opportunity for attach a photograph taken about the vehicle, which is the object of the handover-takeover, to the event set up on a tablet.

Private usage of the corporate vehicle

The private usage of a corporate vehicle is possible on a basis of an arrangement with the employee, and according to this there are two account types of the private usage:

• monthly flat rate, or
• the fuel reimbursement based on the driven km and on the cost per km

There are two ways of the reimbursement of the private usage:

• with norm and with the price of the tax office

with the price calculated in a basis of the real monthly average consumption of the vehicle and abroad driven km and consumed liter and average fuel list price.

Official usage of private vehicle

The cost related to the vehicle operation consists of fuel cost, maintains cost, repair cost and renovation cost. The cost of the fuel consumption can be accounted basing on the driven business (official) km recorded in the route registry with consideration of the consumption norm determined in the government’s edict. In the account the fuel price published by the tax office should be taken into consideration. The km cost (amortization) is uniformly 9,- Ft/km in case of automobiles. The program provides a surface for recording the route registry in case of regular vehicle usage. It is enough to fill in monthly one delegation warrant, but the data should be recorded per journey. According to the given form the program can generate and fill in the „Delegation disposure” with the recorded data, and after that the document is printable.