Vibe Fleet

Overview

Vibe Fleet provides all the key functions you need to support your Fleet Department.

  • Acquisition Plans
  • Asset Financing
  • Component Orders
  • Receive Vehicles
  • Asset Lifecycle
  • Compliance Enforcement
  • Amortisation
  • Depreciation (Tax and Financial)
  • Planned Maintenance
  • Workshops
  • Disposal

Key Features

FLEET ACTIVITY SCREEN

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.

Benefits

  • Helps to minimise the frequency and duration of vehicles being unavailable for rental.

ASSET LIFECYCLE

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.

Benefits

  • Helps fulfil your vehicle quality commitments to your customers.
  • Reduces back-office work.
  • Extends the useful life of your investment.

Work Orders

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.

Benefits

  • Authorisation of asset work orders ensures control of work order costs.
  • Recording of expected completion dates ensures that staff can follow up overdue work orders and minimise days when a vehicle is not available for hire.
  • Blockng vehicles from being available for hire ensures that Vibe will not try to rent a damaged vehicle.

MAINTENANCE PLANNING

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.

Benefits

  • Integrated management of asset work orders ensures all modules are up to date with the latest information.
  • Vehicle maintenance notifications are automatic, reducing problems arising from servicing of vehicles not being carried out.
  • Supports in-house workshops for businesses that wish to maximise control and efficiency of their fleet maintenance.

RENTAL INCIDENTS

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.

Benefits

  • Allows streamlined management and monitoring of customer service related issues.
  • Integrated reporting for analysis of costs/revenues arising from Incidents enables management to quickly identify any corrective actions required.

ASSET ACQUISITIONS

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.

  • Costs and benefits of asset acquisitions/disposals can be properly analysed prior to approval.
  • Centralisation of fleet planning data ensures all departments are kept abreast of current plans and can react to plan alterations.
  • Asset Management processes properly enforce authorisation levels to ensure accurate inventory control.
  • Advanced planning and profitability analysis enables significantly improved decision making.

ASSET FINANCE

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.

  • Centralisation of fleet planning data ensures all departments are kept abreast of current plans and can react to plan alterations.
  • Advanced planning and profitability analysis enables significantly improved decision making.

ASSET ACCOUNTING

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.

  • Advanced planning and profitability analysis enables significantly improved decision making.
  • Businesses do not need to run separate asset accounting systems.

ASSET DISPOSAL

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

Benefits

  • Costs and benefits of asset acquisitions/disposals can be properly analysed prior to approval.
  • Asset Management processes properly enforce authorisation levels to ensure accurate inventory control.
  • Minimal effort is required to manage finance contracts and repayment schedules with multiple financiers.
  • Advanced planning and profitability analysis enables significantly improved decision making.

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