In the following article everything you need to know about fleet management, from setting up a fleet to adding and editing suppliers. We have all the details in one place to make things easy for you!
Create Your Fleet
Fleet Management can be found on the navigation bar of your Voly Dashboard. You will need to complete the following steps to Create your Fleet.
Go to Fleet Management on the navigation bar of your homepage.
Select the ‘Create a New Fleet’ button in the top right-hand corner
Select the Vessels you would like to include in your Fleet.
Once all vessels are selected you can select ‘Create Fleet’
Your Fleet will now be visible under the Fleet Management tab of your navigation bar.
Your Fleet must have a name, and vessels can only be added to one fleet. If a vessel you need for your new Fleet is already assigned it will not show on the assets list. You will also only see vessels you have permission to view.
Edit Your Fleet
To add or remove vessels to/from an existing Fleet:
Go to Fleet Management in the top navigation bar. Then click on the relevant Fleet. This will direct you to the fleet details page where you can see all vessels in your fleet and any fleet suppliers.
On the Fleet details page, click on the blue box with three lines in the top right-hand corner. Then, click Edit Fleet.
Select any vessels you wish to include in your supplier fleet or unselect any vessel you wish to remove. When ready, click ‘Update Fleet’.
When a vessel is removed from a Fleet, any Fleet Suppliers will remain on the fleet. The suppliers on the Vessel will then be demoted from a Fleet Supplier to a Vessel Supplier.
This means that all suppliers will still be visible on the vessel and can be used on the vessel. You can edit the supplier details directly in the vessel, but it will no longer be editable /edited on a fleet level. Beneficiary details will also be removed.
Add Fleetwide Suppliers
To add new Suppliers on a Fleet level:
Go to your fleet in the Fleet Management in the top navigation bar. Then, select Create Supplier from the menu drop-down in the top right-hand corner of the Fleet Details Page
Add the necessary Supplier details to the page, ensure the Supplier name is inputted as well as the billing currency of the Supplier
Once all details are added, click ‘Create Supplier’
This Supplier will now be found on the Fleet details page and will be applied to all vessels in the Fleet. If the vessel already had a supplier with the same name and currency listed, the original supplier from the vessel will be labelled with ‘duplicate’.
Fleet Suppliers will show a shield symbol on both the Fleet and Vessel level. On Fleet level it will be seen under Fleet Suppliers and on Vessel level you will see this symbol under Supplier details and to any invoices associated with that supplier.
When selecting a Supplier for a transaction/invoice, you will see Fleet Suppliers first and then Asset Suppliers.
How to Manage Your Fleet & Fleetwide Suppliers
Edit Fleetwide Suppliers
Fleetwide suppliers can only be edited at a Fleet level and not within the vessel supplier's page. To edit a fleetwide supplier:
Go to the Fleet Management tab on your navigation bar.
Select which fleet you need to update the suppliers' details in.
Click on the Supplier from the Fleet Suppliers list
In the top right-hand corner select ‘Edit Supplier’ from the menu options
Make any amendments to your Supplier, then select ‘Save Changes’. These edits will be updated across all the vessels in the fleet.
Remove Fleetwide Suppliers
When a supplier is removed from the Fleetwide Suppliers list, you will have the option to either delete it from all vessels if it has been unused or leave it on the vessels as a vessel supplier with the label 'Ex: Fleet' in the name.
A Fleetwide Supplier can be removed from the Supplier Details page at the Fleet Management level. To remove a Fleetwide supplier:
Go to the Fleet Management Tab on your navigation bar
Select which fleet you need to remove the Supplier from.
Select the Supplier from the Fleet Suppliers List
In the top right-hand corner, select ‘Remove Supplier’ from the menu option.
Then click Remove Supplier
Important: You will need to remove any bank details saved against the supplier before being able to delete the supplier from the Fleet level
Adding Beneficiary Details
To be able to make payments from Voly to your Suppliers you will need to add bank details to the Suppliers you have created at Fleet Level.
Select the Supplier you would like to add banking details from the Fleet details page.
Click ‘Create Beneficiary’ in the top right-hand corner of the Suppliers details page.
Choose your supplier's bank country and fill in the relevant details.
Double check the details before submitting, then click 'Submit Details'.
Once confirmed via our banking partner B4B, you will see the light blue logo attached to the supplier. This means the payment details are available to use. This symbol will be seen at the vessel level. On the Fleet Supplier details page, you will know payment details have been attached as there will be a tick next to the supplier's name.
Approvals
Permissions for Fleet management to suit your workflow including approval permissions can be added to the account. Speak with your Client Relationship Manager or the Implementation team to get these permissions turned on and changed.
Fleet suppliers can be added by any user who has permission to view and add to the Fleet management tab. This also applies to adding payment details to any suppliers within the fleet management pages, the user will need to have permission enabled to do so.
If an approval process is set up, every time bank details are added to a supplier by one admin user, it will require another admin user who has permission to approve the details before any payment can be made. This is the same process that is in place on the vessel level for adding both suppliers and payment details.
Even with the view, add and edit permissions enabled you are not able to Approve details added by yourself, but you can reject them if you notice an error.
If the beneficiary approval setting is turned on, the beneficiary will display as pending approval, indicated by the orange ‘pending approval’ tag on the Beneficiary Details tab and the orange hourglass overlaid on the beneficiary tick once added.
Beneficiaries awaiting approval will be displayed in the Fleet Approvals tab at the Fleet level. You can have the beneficiaries set up so one member of the team will upload the details, and another will review and approve.
You can click on the line to open the Supplier and Beneficiary details. From here you can Approve or Reject by clicking the appropriate button.
If approved, the beneficiary details will drop into the Fleetwide Suppliers Details across the vessels in the fleet. If rejected, the beneficiary details will be deleted.
If the beneficiary details are rejected – it can be resubmitted by whoever uploaded the details originally.
The supplier bank details will not be visible on the vessel level and you won't be able to make payments towards it until the bank details have been fully approved.
Merge & Convert Suppliers
When a supplier is added at the Fleet level, it might have already been saved previously on a vessel level. If you notice a duplicate supplier on the vessel level, you can merge it into a Fleet Supplier. This means only the fleet supplier details will remain on the vessels. The original vessel supplier will be removed from the supplier list and the attached transactions will be added to the fleet supplier.
To do this, follow the steps below
On the vessel, go to Suppliers
In the supplier list, click on the Fleet Supplier
Click on 'Supplier details' and then ‘Merge Supplier’. The dropdown box will show the vessel suppliers that can be merged into Fleet Supplier.
Only vessel suppliers with the same currency and existing transactions against them can be merged. If your vessel supplier has beneficiary details attached to it, you won't be able to merge it with your fleet supplier. Remove the bank details first, then merge the suppliers.
4. Once done, the vessel supplier will be removed, and all its transactions will be assigned to the Fleet Supplier.
Convert a Vessel Supplier to a Fleet Supplier
An existing Vessel Supplier can be converted to a Fleet Supplier.
In the Supplier Details of a Vessel Supplier, click on ‘Convert to Fleet Supplier’. This will promote the Vessel Supplier to the Fleet Level and will add it to all other vessels in the Fleet.
You will then be able to see the Supplier in Fleet Details and all vessels within the fleet.
Export your Fleet Suppliers & Beneficiaries
Once you have suppliers added to your Fleet, you will see the option to download the Supplier & Beneficiary Lists into Excel. Giving you the opportunity to review the details for each supplier out of the system if needed.
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