Fleet Management
 
 
In the past.....

It has been customary for corporates and small companies to have an account at their local Filling Station, where a debtors book was kept for their fuel usage. Many fleet managers favoured this method of managing their fleet fuel expenses as opposed to using a Fleet Bank card or Garage card due to fraud on the cards and abuse of the system by card holders.

 

From the fleet managers point of view, he had control of where his fleet had filled up their vehicles and did not have the extra cost of bank charges incurred with bank cards. The problem that they were faced with was that data was not always accurate, lacking concise consumption reports as it was manually recorded by personnel at the filling station.

 
Today.....

Filling stations equipped with the SmartFuel System have been introduced with a hastle-free convenience for everyone, whether they are managing one vehicle or a few hundred vehicles. Fleet managers now find that what usually took days to reconcile now only takes minutes. At a glance, the consumption reports provide easy user friendly information on the vehicles fuel usage. Lettie Naude one of our valued clients at Imperial Trucks Elandsfontein has the the following endorsement of SmartFuel Systems.

 
Getting your fleet onto the SmartFuel System....
 

Step 1:

Go to the local Filling stations in your area and enquire if they are on the SmartFuel Forecourt Management System. If they are not on the SmartFuel System, request that they call SmartFuel Solutions  on (011 - 786 6335) and enquire about getting the SmartFuel System. Alternatively, you may fill in the Fleet Survey  and we will find you a Filling station in your area that has the SmartFuel System or we will arrange to have one installed .

 

Step 2:

Once you find a Filling station with the SmartFuel System, arrange with the manager the kind of options (see below) that you would want. The following options are available:

  • Limit refuelling during certain times (e.g. not allowed fuel on weekends)
  • Limit the amount of fuel received for a specified period (e.g. only 200lt per 24hr period)
  • Limit the amount of fuel received per fill (e.g. only 20lt per fill)
  • Limit the amount of fuel received per month (e.g. only 500lt per month)
  • Required driver identification at each fill
  • Required order number at each fill
 

Once you are on the system a deposit has to be paid to comply with the legal requirement that prohibits fuel to be sold on credit. Instead of paying a monthly deposit that could be a large sum of money, a weekly account can be arranged. This also assists the Filling station as it improves cash flow.

Once your vehicles are assigned to the SmartFuel System you will be handed a fleet customer tag as illustrated below:

 
These tags can be attached to the vehicle key ring ready to fill up your vehicle.
 

Step 3:

There are options that allow one to fill up without needing the assistance of an attendant on the fill. Once your account has reached its limit the System will restrict that tag from receiving  further fuel.

 

Step 4:

At the end of the month or the period specified, the forecourt manager will post you the statements, Vehicle Transaction reports and Vehicle Consumption reports.

 

Coming soon....
Statements, Vehicle Transaction reports and Vehicle Consumption reports will be emailed to you or you will have the option of downloading it off our web page.