Vehicle inventory, expiry alerts for inspections, insurance, toll tags and tyres, fuel and expense logging, driver licence/medical/psychotechnical tracking, vehicle booking and approval workflows, traffic fines, cost analysis and live GPS/CANBus telematics — all in one module running on top of your ERP. Your ERP only sees the vehicle as a fixed asset; it has no view of the real fleet operation. Intranet Portal closes that gap with zero implementation cost and a single monthly subscription.
Logo, Mikro, SAP or Netsis records the vehicle's depreciation and purchase value, but it won't raise an alert because the inspection is due in 20 days, won't track the validity of a driver's licence, psychotechnical or medical report, won't run an approval chain for a vehicle booking, won't monitor toll-tag or tyre status, and won't pull live location, CANBus fuel or tachograph data from a telematics service such as Arvento. Trying to customise the ERP to do all this is neither technically feasible nor cost-effective — every new requirement means another consultancy invoice. That is why genuine fleet management always calls for a separate system; Intranet Portal delivers that system as a layer that talks to your ERP, all within the subscription.
A complete vehicle record covering plate, make, model, year, colour, vehicle type, fuel type, capacity, registration and licence serial number, toll-tag number, mileage and location. Active/available/in-maintenance/retired status management and a separate archive for sold vehicles (mark-as-sold) keep the entire fleet in a single list.
Vehicle inspection, emissions inspection, comprehensive/third-party insurance expiry dates and summer/winter tyre status are held in the system. Insurance triggers an automatic alert 30 days out and maintenance 7 days out; dedicated inspection, insurance and toll-tag screens plus a single alert board surface everything about to expire in advance. No obligation ever slips through.
Each driver's licence number and class, licence validity date, professional competence/medical report and psychotechnical report expiry dates are tracked. A driver whose document has lapsed is automatically flagged as 'expired', and 30 days out as 'expiring soon'. With active/inactive driver segmentation and driver statistics, legal compliance stays under continuous control.
An employee reserves a vehicle by stating the purpose, destination and date/time; the request passes through an approve-reject chain. An approved booking runs through start/complete steps, with outbound and inbound mileage recorded. Conflict checking prevents the same vehicle from being assigned to two people at the same time.
Which employee a vehicle is assigned to, by whom and when is kept with full history. When an assignment changes, the open record is closed (released_at), so a vehicle only ever appears against one person at a time. The question 'who is actually driving this vehicle today' always has a clear answer.
Fuel, maintenance, tyres, tolls and other costs are logged per vehicle and categorised. Custom expense categories can be defined, and every item of spend is tied to a vehicle and a date. This way the total cost of ownership of a vehicle accumulates in one place.
Traffic fines linked to a vehicle and driver are recorded, edited and marked as paid. It is clear at a glance which fine has been paid and which is still outstanding; the fine burden is reported by vehicle and by driver.
A cost-analysis dashboard combining fuel, maintenance, fines and other expenses; cost comparison across vehicles and a monthly cost trend. Which vehicle is the most expensive to run for the fleet, and how costs move month on month, become visible on the evidence.
Through the Arvento integration, live vehicle location, route history, CANBus/OBD fuel consumption, odometer and tachograph/ignition status flow into the portal. A live alert/event list and a 'nearest vehicles to a point' query support field coordination. Plate-to-node mapping is synced with a single click.
Every vehicle in the fleet is entered with its plate, registration, toll tag, inspection/insurance dates and location; every driver with their licence, medical and psychotechnical report dates. The plate is mapped to its Arvento node.
As inspection, insurance, toll-tag and document expiry dates approach, the system raises automatic alerts. Vehicles are assigned to employees, and who is using which vehicle and when is recorded with full history.
An employee opens a vehicle booking; the request enters the approval chain. Once approved, the booking starts, outbound/inbound mileage is recorded and it is completed. Overlapping requests are blocked.
Fuel, maintenance and other spend are recorded per vehicle with categories, and traffic fines with their payment status. CANBus fuel and mileage data are confirmed from telematics.
The cost-analysis dashboard produces vehicle comparisons and a monthly trend; the GPS/telematics screen shows live location, routes and nearest vehicles. Approved cost totals can be posted to ERP accounting.
Fleet Management is a layer that talks to both your ERP and a telematics service (Arvento). The ERP remains the single source of truth; the portal reads employee master data and vehicle fixed-asset information from the ERP and writes the approved expense and cost outputs it produces back to accounting. The fleet-specific operation (alerts, bookings, assignments, telematics) is a world that lives entirely in the portal, one the ERP never touches.
Drivers and the employees who make bookings are built on the personnel record coming from the ERP (SAP/Uyumsoft) or the portal's HR module; a driver is an extension of an existing user record. You do not maintain a separate personnel list.
The vehicle's purchase value and depreciation remain in the ERP fixed-asset ledger; the portal produces that vehicle's operational record (expenses, fines, fuel, mileage). The two sides don't clash — they complement each other.
Vehicle expenses, fuel and fine totals can be posted cleanly to the ERP accounting/cost centre once they have passed the approval workflow. Double data entry and manual Excel transfers disappear.
Live location, CANBus fuel, mileage and tachograph data are pulled from the Arvento service APIs (GetVehicleStatusV2, GetNearestNodes, CANBus fuel/odometer/tachograph). Plate-to-node mapping is synced so that each vehicle is tied to the correct device.
Tell us your ERP and your process. We’ll show how this module works and scope it into your subscription — no man-day, licence or setup fee.
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