Vibe Fleet provides all the key functions you need to support your Fleet Department.
Vibe’s Fleet Activity Screen provides a single console that allows those responsible for Fleet Management to monitor impending vehicle work orders, review work orders in progress and quickly identify work orders that are overdue for completion. The Fleet Activity Screen is designed to allow rental businesses to manage their fleet maintenance and repairs entirely in-house if required.
If you run multiple brands you may wish to progress your vehicles through your brands from premium through a standard brand to a budget brand as they age. This can be done automatically by lifecycle planning. In it you might specify that a particular type of vehicle moves down one tier when it has been on the fleet for 1 year and moves down again 2 years later. Vibe will reflect those changes as the years go by and will allow for them when answering fleet availability queries.
Vibe allows you to create Work Orders to perform maintenance and repairs on your vehicles. These can be set up as blocking the vehicles from being available for rentals for the duration of the work order.
When Work Orders are created, quotes or assessments are often obtained to determine the cost and extent of the work that is required. If the work and cost are agreed the Work Order is Authorised to proceed and a provider is asked to perform it. The commencement date and the expected completion date are entered on the work order and the vehicle scheduling system is notified that the vehicle will not be available until the completion date.
Vibe allows you to setup different maintenance schedules for different types of assets. Maintenance schedules can be specified for vehicles or other types of asset based on a combination of time and/or odometer readings. Once specified Vibe will ensure that work orders are automatically raised for each asset at the appropriate time. Vibe also forecasts impending maintenance work based on vehicle usage patterns.
Maintenance schedules support the recording of very specific detailed instructions to support rental operators who run their own workshops. Detailed worksheets can be produced for those on the shop-floor to identify the exact work to be undertaken.
A variety of Incidents can be recorded in Vibe during the life of a reservation. An Incident may be something as simple as a customer reporting a customer service problem or it can be a complete record of an traffic accident, All Incidents are categorised and assigned to a relevant queue for any requiring processing or follow-up. Vibe provides a number of mechanisms for managing and reporting on Incidents such as the ability to record associated orders and invoices (payable/receivable) arising from an Incident.
Vibe provides integrated processes for managing the acquisition of all assets, not just rental vehicles. The planning, approval and ordering processes are all tracked within Vibe. For assets, such as vehicles or other rental equipment, the acquisition process is integrated with the Inventory Control system to ensure that you are only ever selling capacity that is actually planned.
Purchase orders and payables processing for asset acquisitions is also available within Vibe.
Instead of assuming that assets are bought for cash, Vibe allows you to select Asset Purchase Orders to be financed. One or more assets can be grouped into a Finance Contract. Financing details (interest rates, terms, repayments, etc.) can all be customised and once settlement has occurred, management of the Finance Contract can be performed in Vibe, including the processing of regular repayments.
Vibe supports a variety of finance arrangements including Hire Purchase, Chattel Mortgage, Revolving Facilities, etc. Where applicable, Vibe is able to provide an estimate of the relevant payout values for an individual asset whether covered by a single or multi-multiple asset finance arrangement.
Vibe provides a variety of reports and tools to allow management of actual and planned finance commitments.
Vibe provides the necessary tools to calculate and record depreciation and written down value of all assets. Vibe currently supports straight-line and diminishing value methods but, due to its modular architecture allows virtually any depreciation method to be used.
In addition, when an asset is assigned to an Inventory Cost Centre (which is necessary for an asset to be available for rental), Vibe is able to consolidate all cost accounting (depreciation and interest) on a cost centre basis, enabling businesses to better analyse the profitability of different brands/divisions.
Planning of Asset Disposals is planned similarly to acquisitions with designated users being responsible for revising asset disposal plans. Assets can be selected for disposal using a variety of variables including age, odometer reading, finance expiry, etc. Users can review written down values and any finance payout values in determining the assets to be disposed and the target sales prices.
Once disposals are approved, vehicles can be disposed via retail or wholesale channels in batches or individually. Vibe provides a number of tools to track the disposal workflow of an individual asset.
Sales orders and receivables processing for asset disposals is also available within Vibe