Logistics & Freight

Every document must be in order before the truck leaves

For a heavy vehicle to go out on a trip, several documents must be valid at the same time: the K-class road transport authorization certificate (K belgesi), the TÜVTÜRK inspection (Turkey's national vehicle inspection), the exhaust emission test, compulsory traffic insurance, and comprehensive (casco) insurance. They come from different authorities, expire on different dates, and a single missing document takes the vehicle off the road that day. vitaFleet keeps every document's expiry date on the vehicle record and lists upcoming and expired items in a single nightly summary notification. Each morning, the dispatcher sees which plate has which document expiring, with no wall calendar or reliance on someone's memory, and plans trips accordingly. With the file attached to each document, you do not have to phone the office to hunt for a registration or a policy during a roadside inspection.

• K-class authorization, inspection, exhaust test, and insurance expiry dates per vehicle on one screen
• Nightly summary email for upcoming and expired documents
• Registration, policy, and contract files archived on the vehicle record
• Set the interval once; it is recalculated after every renewal

Tractor and trailer are separate assets

Tractor and trailer run on separate calendars: the trailer's inspection is independent of the tractor's, a tractor may work with different trailers during the day, and a trailer may sit parked for days. Keeping both in one record lets a trailer's inspection slip through unnoticed. In vitaFleet, the trailer has its own record with its own inspection, insurance, and maintenance schedule, and brake and tire work is tracked separately from the tractor. When a trailer's inspection is approaching, the alert is about that trailer, regardless of which tractor it is working with that day. That way, a trailer with an expired inspection does not go out just because the tractor's documents are fine. As your trailer count grows, separate records, expenses, and service history prevent confusion; what was done to each one, and when, can be read from its own record.

• Separate inspection, insurance, and maintenance schedule for the trailer
• Trailer tire and brake work in its own history
• Tractors and trailers grouped and filtered in separate lists

The real cost of each trip

A trip's cost is not just diesel: bridge and highway tolls, maintenance along the way, tire wear, and any fines are all part of the same calculation. vitaFleet brings these items together on the vehicle record; fuel, HGS/OGS (Turkey's electronic toll systems), service, tire, and fine expenses add up into a single vehicle cost. Cost per kilometer and per vehicle comes from records, not estimates; with similar vehicles side by side, you can see which one really costs more. In the report screens, you can pick a date range to compare this month, last month, or the last three months. Cost is not a single total: fuel, tolls, and maintenance appear as separate line items, so you can see why a vehicle is expensive, whether from consumption, breakdowns, or tolls.

• Fuel, tolls, maintenance, tires, and fines combine on one vehicle
• Cost-per-km and cost-per-vehicle comparison
• Actual consumption (L/100 km) calculated between two full fill-ups
• Report date range: this month, last month, last 3 months

Fuel control: consumption and deviation

In a long-haul fleet, fuel is the biggest expense and the easiest to overlook. Every fill-up record is compared against the vehicle's tank capacity, its own typical consumption, and the EPDK (Energy Market Regulatory Authority) dealer price on the day of purchase. Fill-ups that exceed tank capacity, a second fill-up on the same vehicle within six hours, intervals well above typical consumption, and expensive purchases are listed with their reasons. You mark each one as normal or suspicious. By uploading the UTTS statement (Turkey's fuel-station vehicle recognition system) during reconciliation, you can match card transactions to vehicle records; Opet and Petrol Ofisi cards connect as integrations. The consumption rule applies to vehicles with at least four full-fill measurements and compares each vehicle against its own history, not another vehicle's.

• Tank overflow, quick second fill-up, excess consumption, expensive purchase
• Every deviation shown with its reason; mark it normal or suspicious
• UTTS statement matched by vehicle number
• Partial fills can be flagged so the average is not skewed

Tires: position, tread depth, and cost

On heavy vehicles, tires are a large part of the maintenance budget, and how many kilometers each tire has run matters. In vitaFleet, every tire is its own record: serial number, brand, size, DOT code, purchase price, and position on the vehicle. On heavy vehicles, dual tires are measured separately as inner and outer; by uploading the PDF report from a laser tread gauge, the readings for four tires are imported. At mounting and removal, the reason is recorded: rotation, season, wear, or damage. The tire performance report compares brands by average km and cost per 1,000 km, so your next purchase is based on records, not just price. Alert thresholds can be defined separately by vehicle type, brand, model year, and group; a tractor and a light commercial vehicle do not have to follow the same rule. Remaining km to replacement is calculated from tread wear and the km limit you enter.

• Tread depth and pressure by position, inner/outer separate on duals
• Laser tread gauge PDF report upload
• Average km and cost per 1,000 km by brand
• Separate alert thresholds by vehicle type and group

Driver responsibility for tolls and fines

When the monthly HGS/OGS statement is uploaded, toll crossings are linked to the vehicle by tag number and, through vehicle assignment, to the driver on that date. You do not have to match hundreds of rows by hand; crossings for vehicles with no tag defined stay unmatched and are flagged for you. For a traffic fine, you enter the plate, date, article, and amount; the driver is found from the assignment at the time of the fine. You enter the discounted amount and the discount deadline, and fines whose discount period is still running are listed separately; fines passed on to the driver are flagged and included in the per-person fine report. If there is no assignment, the fine stays without a driver, so keeping assignments uninterrupted matters. The amount passed on to the driver and the amount the company absorbs are kept apart, so there is no need to prepare a separate list for month-end reconciliation.

Driver documents have expiry dates too

Even if the vehicle is fully documented, a trip is at risk if the driver's documents are missing. The driver's license, SRC (professional driver certificate), psychotechnical certificate, and health report are tracked on the driver record with expiry dates; a document about to expire appears in the daily summary notification, early enough to renew it before a long trip. Driver assignments are also kept with date ranges, so for any damage, fine, or toll, you can read from the record which driver was working with which vehicle that day. In case of an accident, the date, location, other party, report scan, and sketch are stored on the same record. These records also support internal audits: you can trace when each driver's documents were renewed, which vehicle they worked with, and which incidents occurred under their assignment.

• License, SRC, psychotechnical, and health report expiry dates
• Vehicle-driver assignment with date ranges
• Accident record: report, photos, sketch, and insurance file
• Damage history linked to the driver at the time of damage

From fault to work order, from record to maintenance

A problem on the road is reported as a fault; if it is critical, it becomes a work order that brings labor, parts, and supplier together on a single record. When the work order is closed, it goes into the vehicle's service history, the parts used are deducted from stock, and the related maintenance reminder moves forward on its own; the same maintenance is never planned twice. The maintenance interval is defined in both kilometers and months, and whichever comes first is the due date. If the GPS integration is connected, mileage arrives automatically and the due date is calculated from the current odometer. Because a vehicle's recurring faults sit together in its history, chronic sources of expense are easy to spot. And because service history is kept by plate, a question like "when was the last tire change on this vehicle?" is answered at a glance, and you have the record in hand when talking to the supplier.

• Fault, work order, and service history in one flow
• Parts used are deducted from stock; alert at critical threshold
• Km and month interval together, whichever comes first
• If GPS is connected, the odometer arrives automatically from Arvento