Transport

BORA Fleet Management is the back-office system for company transport. It is where vehicles and specialised machinery are planned, administered and serviced, and the costs of running them go down.

Transport

Data comes from external sources and from the ERP system’s modules. From it, management sees the total cost of ownership (TCO), how efficiently drivers drive and what each kilometre costs.

How BORA Fleet Management is built

Register and life cycle (Asset Management)

Every vehicle in the company has a file:

  • identification (VIN, registration number), commercial information, technical and operating data;
  • the history of all events, repairs and insurance claims for as long as the vehicle is with the company.

Telematics and fuel with no manual entry

Data arrives by direct electronic exchange (B2B), so nothing is retyped and there are no copying errors:

  • Trip logs come automatically from the GPS systems that are widely used on the market. The system knows the exact mileage, the driving time and the routes.
  • Electronic invoices and refuelling records from the large petrol station chains are imported directly. Litres are compared with kilometres to give the real average consumption.
  • The costs of parts, consumables, repairs and external services are linked to the vehicle and posted directly in the accounts of BORA Business Suite (through BORA SCM and Accounting).

Maintenance and deadlines

The system tracks events so that the fleet is in working order and its paperwork is up to date:

  • maintenance schedules: changing oil, filters, belts and brake pads, seasonal tyre changes and more;
  • the deadlines for compulsory insurance (third-party liability, comprehensive cover), vignettes and annual technical inspections;
  • a service schedule with reminders to the responsible managers before each event.

Transport reports and cost

The data feeds analyses of how efficient transport is:

  • the exact cost of transport by site, vehicle, route and driver;
  • deviations from the fuel norms, long idling with the engine running and routes outside the set ones;
  • costs by item (fuel, insurance, repairs, depreciation), to show whether each vehicle pays its way.

Frequently asked questions about fleet management

How does BORA Fleet Management help avoid fines for missed insurance or inspections?

In the calendar you set how long before the deadline a warning should come, 14 days for example. The system goes through the register and notifies the fleet manager about expiring insurance, vignettes and technical inspections.

How is data imported from petrol stations?

There are ready B2B interfaces for the files of the large petrol station chains (Lukoil, Shell, OMV, Eko and others). The accountant does not key in hundreds of receipts. The file is imported into BORA BS, and the litres and amounts are allocated to the vehicles by fuel card number.

Can the module predict when a vehicle needs servicing?

Through the GPS systems BORA BS receives the real mileage every day. If you have set an oil change at 15,000 km, the software follows the kilometres and creates a service task when the vehicle gets close to the limit.

What is the benefit of integrating BORA Fleet Management with BORA Accounting?

Without it you cannot calculate the TCO (Total Cost of Ownership). When an invoice for a repair or for new tyres is posted, the cost is attached automatically to the vehicle’s file. Management sees what each vehicle costs the company.