Industry
Retail & Distribution
Consumption and frequent maintenance under heavy city use.
Overview
What changes for Retail & Distribution fleets?
Consumption and frequent maintenance under heavy city use.
A demo for your fleetTime-based wear in city driving
A delivery vehicle does a lot of stop-and-go over short distances; even if it covers few kilometers making a hundred deliveries a day, the engine, clutch, and brakes wear heavily. A maintenance plan that looks only at kilometers makes these vehicles look healthier than they are. In vitaFleet, the maintenance interval is defined in kilometers, months, or both together; whichever comes first is the due date. In city use, the month interval typically comes due first, so the parts that actually wear in stop-and-go traffic get serviced on time. Overdue and upcoming maintenance appear in a single list, and notifications arrive. When maintenance is done, a service record is entered, the reminder is completed, and the next due date is recalculated. Upcoming maintenance also arrives in the daily summary email, and in Settings you choose which notifications arrive through which channel.
- Km and month interval together
- Time-based maintenance matters in stop-and-go use
- Overdue and upcoming maintenance in a single list
Fuel, tolls, and fill-up control
In a fleet with many small vehicles, waste goes unnoticed vehicle by vehicle but adds up in total. Actual consumption per vehicle is calculated from fill-up records. Fill-ups that exceed tank capacity, are repeated within a short time, stay well above the vehicle's typical consumption, or are bought above the EPDK (Energy Market Regulatory Authority) price are listed with reasons in Fuel Anomalies and marked Normal or Suspicious. The UTTS vehicle recognition statement is matched against fill-up records. When the HGS and OGS (Turkey's electronic toll systems) statement is uploaded, tolls are linked to the vehicle by tag number and reflected in operating cost. Depot location and shelf details are also kept, so where a removed tire is stored is clear, and if a tire purchase arrives on an invoice, the cost does not have to be retyped by hand.
- L/100 km and cost per km per vehicle
- Anomalies shown with reasons
- UTTS (Turkey's fuel-station vehicle recognition system) matching
- HGS and OGS tolls linked to the vehicle
Tire tracking and winter tires
In city delivery, tires are one of the most frequent expenses after fuel. Each tire is recorded with its serial number, brand, size, purchase price, and position on the vehicle. Tire measurements record tread depth and pressure by position, and cost per 1,000 km is calculated from the kilometers run and the purchase price. With Tire Rules, you set different thresholds for minibuses, light commercial vehicles, or vehicles from a specific model year. Vehicles marked as requiring winter tires that lack suitable tires within the period are listed; the default period is December 1 to April 1 and can be changed in Settings. Because driver assignments are stored with date ranges, you can look back to see who drove a region's vehicles and which assignment the expenses of that period belong to.
- Tread depth and pressure by position
- Tire thresholds by vehicle
- Tire performance by brand and model
- Winter tire compliance list
Delivery regions and depots
Vehicles are grouped by delivery region, depot, or team; cost, maintenance compliance, and fault density are read by region. Questions such as which region's fleet costs more and which depot's vehicles break down more often are answered in a single report, so resources go where they are needed. Depots and garages are kept in the Locations list, and if a GPS provider is connected, the live position of vehicles appears on the Fleet Map. With color-coded tags, you can also segment vehicles, for example rented, spare, or newly purchased. Tags work as filters alongside groups, and a vehicle's card can be printed with a QR code and attached to the vehicle.
- Region, depot, and team groups
- Cost and fault comparison by region
- Depot and garage locations, fleet map
- Color-coded vehicle tags
Managing many vehicles with ease
Chasing dozens or hundreds of small vehicles one by one is not realistic; the job is being able to see the right slice. You manage lists with filters and saved views: slices such as upcoming maintenance, documents about to expire, and open faults are saved as tabs, and every morning you go straight to them. With bulk actions, you update dozens of vehicles in one go; a field left blank means leave it untouched, and a cleared field means empty it. For light commercial vehicles under the same maintenance plan, you set up a service schedule, and a vehicle added to the schedule gets all its reminders automatically. Advanced Analytics shows total and per-vehicle cost, distance driven, and active vehicle ratio by selected period and subsidiary. The cost trend is read from a monthly chart, so a monthly review needs no extra compilation.
- Saved views as tabs
- Bulk editing and bulk reminders
- Service schedule for updating intervals from one place
A single source for delivery cost
Because fuel, toll, maintenance, tire, and fine expenses are totaled per vehicle, the data needed to calculate cost per trip or delivery sits in one place, not in scattered receipts. Per-vehicle cost, cost per km, and operating cost are standard reports; the VAT (KDV) breakdown and expense type summary are available separately for accounting. Knowing the real cost per vehicle of a delivery operation lets you base pricing and route decisions on records, not estimates. For rented vehicles, the monthly rent is entered including VAT and reflected in the vehicle's cost. A fine stays on the vehicle and driver record with its amount and payment status. So in dense city deliveries, a report, not a flat list, shows which vehicle and which assignment generates more violations.
- Cost per vehicle and per km
- Operating cost: fuel, maintenance, tolls
- VAT breakdown and expense type summary
- Operating lease cost
Traffic fines and driver matching
In a delivery fleet with many vehicles, when a fine arrives, the real question is who was driving at that moment. A fine is entered with plate, date, article, and amount, and is reflected in vehicle cost and the fine report. The driver is found from the vehicle assignment at the time of the fine; when you flag a fine as passed on to the driver, a per-person report is created. Because the discounted payment period after notification is short, you enter the discounted amount and the deadline, and fines whose discount period is still running are listed separately. Fines accumulating on the same driver can be followed in reports, so repeat violations stay visible. Critical error codes and open faults are also flagged on the dashboard. Parts used during maintenance are deducted from stock via the work order, and supplier information stays on the record.
- Driver matching from the assignment at the time of the fine
- Early payment discount tracking
- Per-person fine report
From fault to work order, a fast return
In distribution, a vehicle stopping mid-day disrupts the day's planned deliveries, and the faster the problem is recorded and resolved, the smaller the damage. The driver reports a fault from the field, and a critical one becomes a work order that gathers parts, labor, and supplier in one place. With automations, an email can be sent to a person you specify when a high-priority fault is opened. When the work order closes, it goes into the vehicle's service history; a vehicle with recurring faults stands out by its pattern and gets a permanent fix instead of a temporary repair. Because service history is kept per vehicle, you can also compare which vehicles generate more expense and when they should be replaced. Replacement analysis uses this data to give a keep, monitor, or replace recommendation.
- Fault reporting from the field
- Critical fault becomes a work order
- Email notification through automation
- Recurring faults visible by pattern
Focus areas
What do we cover in this industry?
- Heavy city use
- Km and month maintenance intervals
- Fuel consumption and anomalies
- HGS/OGS toll cost
- Tire tread depth and winter tires
- Traffic fine matching
- Fault reports and work orders
- Distribution region groups
How you get started
From setup to your first report
Group your regions
Set up distribution regions, depots, and teams as groups. Assign vehicles to groups and read cost and fault density by region; add depots to the Locations list. After grouping, the dashboard and reports are filtered by region; depots are also used in the map and assignment records.
Define short intervals
In city use, the month interval can run out before the kilometer interval does; define both together. Set up a service schedule for vehicles that follow the same plan so reminders arrive automatically. Changing the interval in the schedule updates the reminders of all linked vehicles; overdue work is tracked from the compliance report.
Monitor consumption and tolls
Enter fuel fills or match them against the UTTS (Turkey's fuel-station vehicle recognition system) statement, and upload your HGS and OGS (Turkey's electronic toll systems) statements. Review suspicious fills from the anomaly list and compare cost per km by vehicle. For consistent, accurate fill records, the alerts work best when tank capacity and odometer information are entered completely.
Measure your tires
Enter tread depth and pressure by position. Use Tire Rules to set thresholds by vehicle type and mark vehicles that require winter tires, so replacement time is visible in advance. Tires that come in from an invoice are entered with their purchase details and, if a position was selected, arrive already mounted on the vehicle.
Save your views
Save slices such as vehicles due for maintenance, documents about to expire, and open faults as saved views. Each morning you start from the relevant tab and run the needed actions in bulk. In a bulk action, a field left blank means do not touch and a field that is cleared means empty it, so check the slice before you update.
FAQ
Lists work with filters and saved views; you save the slice you care about as a tab and manage from there. With bulk editing and bulk reminders, you update dozens of vehicles in a single action, and fields left blank are not touched. Vehicle tags and groups narrow the slices down even further.
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