Car Fleet Management...

Vehicle Management

Each step in the life of the vehicle is addressed, followed-up and archived:

• Vehicle description
• Internal organisation allocations
• Staff member allocations
• Fringe benefit management
• Meter reading follow-ups
• Renewal set off
• Order workflow follow-up
• Contract management
• Return/Sale management
• Cost allocation
• Pool management
• …

Staff Member Management

The fleet manager is the staff members' privileged contact person for support through all the steps and interventions required in relation to their vehicle.

All information relating to staff members is identified, administered and archived:

• Contact detail management
• Internal organisation allocations
• Class allocations
• Vehicle allocations
• Fringe benefit management
• Cost allocation
• Follow-up of Profesional/Personal Km ratios
• …

Order Workflow Management

Entirely automated. All vehicle requests are processed according to your constraints and in compliance with all your pre- or post-vehicle selection and compulsory internal validations.

This workflow features an online vehicle catalogue and configurator using a JATO database.

The vehicle is selected online in compliance with your company rules and procedures (limited selection within a pre-dertermined catalogue or according to previously set up rules).

Invoicing Management

Invoicing management is one of the key aspects of the quality of service that PHOENIX GF sets itself when it comes to processing and providing information.

Data input

• Manual
• Automatic: Integration via standard billing files provided by the market actors

Follow-up and Controls

• Follow-up: Checking the (manual or automatic) integration of all expected invoices
• Invoicing Control: Checking the soundess of the invoices and claiming as necessary
• Allocation Control: Checking the charged customer account (when there are several customer accounts with the same supplier) and bringing corrections accordingly when necessary

Accounting Export

• Provision of files integrating all the invoices distributed as per accounting principles (ledger accounts, internal VAT code, recoverable VAT, …) and as per the company internal organisation (structure levels) so they can be automatically integrated into your accountancy according to your internal structure

Trafic Ticket Management

Processing

• Performed in compliance with your company rules and organisation (application for exemption, forwarding of the notice to the staff member, …)
• Edition of the appropriate documents (Application for exemption form, letter or E-mail to the staff member, …)

Follow-up

• Archiving of the various traffic ticket-related statements (initial notice, reminder, bailiff statement, …)
• Search for missing information to process the taffic ticket

Intervention Request Management

Generation of intervention requests allowing you to send the related purchase orders to your approved suppliers (e-mail, web service, …) with an agreement number:

• Driveaway
• Short Term Rental
• Mid-Term Rental
• Valeting
• Tyres
• …

Claim Follow-up

Data 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 acknowledgement
• Recording of the closure of the claim and of the costs incurred

Green Card Management

Printing

• Individually (entry into service, loss, theft, …)
• In bulk (renewal, …)

Traceability

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

Tax and Regulation Management

Provision in due time of all the tax returns (official tax forms + appendices as necessary) required all along your accounting year, as well as 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, …

Reporting Management

Periodic Statements

• Automatically forwarded to the various actors in the fleet (in-house departments, suppliers, staff members, …):
• Fleet Statements
• Tax Reports
• Fringe Benefits
• …
• Archived and available online at all times

Dashboards

• Available online for review in real time
• Cost history
• Fleet history
• Consumptions (fuel, tyres, …)
• …

Document Management

Sending

• Pre-determined 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 (vehicle, staff member, invoice, traffic ticket, contract, claim, …)

Access

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

Management of Related Products and Accompaning Documents

Related Products

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

Accompanying Documents

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

Campaigns

Driving licence

• Periodic request and recording of driving licence validity statements

Meter readings

• Periodic request and recording of meter readings

Regulatory Controls

• Notification to the staff member that a regulatory control is due on the vehicle, follow-up and recording of the control

Maintenance Operations

• Notification to the staff member that a maintenance operation is due on the vehicle, follow-up and recording of the maintenance operation

Information System Administration

The administration of the information system remains under the full responsibility of PHOENIX GF.

You will benefit from our effective support all through the implementation step and during the day-to-day use of the software.

The quality guarantee you expect requires the following steps:

Preliminary Audit

• This key operation will enable PHOENIX GF's teams to determine:
• Your company organisation
• Your operating rules
• The various actors (inside and outside of your company)
• Any possible progression axis
• …

Data Reprocessing and Initial Setup

• PHOENIX GF will be the project manager of this process in terms of:
• Data reprocessing
• Data cross-referencing
• Data integration
• Setup

Continuous Setup

• The members of staff authorised to use the system are trained by PHOENIX GF under day-to-day conditions of use and according to your operating rules

Training of Your Staff

• PHOENIX GF performs the continuous setup, that is, the integration of any change brought to the operating rules of your fleet management:
• Modification of the catalogue
• Modification of the supplier agreements
• Change in the company organisation
• Modification of any rule (Fringe benefit, Automotive policy, …)
• Integration of a new entity
• …

Hotline and Maintenance

• Users receive support from PHOENIX GF's teams through a hotline
• Maintenance is performed by the technical teams. It comprises the following services:
• Round the clock accessibility (except during maintenance operations)
• Continuous maintenance
• Hosting
• Data backup and confidentiality