How do I create a new vehicle for procurement?

We accompany you step by step through the procurement process of a vehicle. This gives you an overview of your vehicle purchases at all times and ensures that all relevant documents and data are stored.

Create procurement

A vehicle replacement / a new procurement takes place soon

1. Go to the menu bar on the left and click on the tab "Procurements".
2. Click on the blue button "+ Add" on the top right.
3. Enter the vehicle data in this mask. As title / designation you may e.g. enter the driver name or the type of vehicle. If you select a vehicle in the field "Substitute for", the order will be connected to this car.

4. Then click on "Save".

You have now created a new order file. Here you can save all documents and data belonging to this order. These data are then automatically transferred to the vehicle file when the vehicle is activated.

You have already obtained offers

In the procurement file, click on the "Add" button under the "Offers" tab and select the correct financing type. Depending on the type of financing, there are different ways to complete the procurement. Please note that all fields with * are mandatory fields.

 1. Leasing

• If you do not know the offer number, you can select "unknown" in this field.
• For "Duration (months) *", enter the total leasing period in months, e.g. 36 months.
• For "max mileage *", enter the contracted milage over the entire lease term, e.g. 120,000 km.
• Click on "Save" to create the offer.

2. Loan

• If you do not know the offer number, you can select "unknown" in this field.
• For "Total Price *" enter the amount of the borrowed loan.
• Click on "Save" to create the offer.

3. Purchase

• If you do not know the offer number, you can select "unknown" in this field.
• For the field "Total Price *" you can enter the purchase price including discounts, transport costs and transfer costs.
• For the field "Depreciation plan *" you can select an existing depreciation plan or create a new one.
• What is the depreciation plan meant for?
• Click on "Save" to create the offer.

4. Long term rental

• If you do not know the offer number, you can select "unknown" in this field.
• Click on "Save" to create the offer.
• We always recommend you to get more offers and to collect them here. The documents you create here are then automatically transferred to the vehicle file.

You have decided on an offer and order the vehicle

1. Click on "Order vehicle" in the bottom right of the procurement file.
2. Select the desired offer and enter the additional data. The field "Expected date of delivery *" is a free text field, so you can, for example, note "End of May". Now click on "Save".
3. Next, enter the vehicle's financing data. This is important, so that on the one hand, the financing rate for the cost calculation is created and on the other so that you will be reminded early enough of the replacement of this vehicle. Click on "Convert offer to financing contract" and enter your details. For more information about the contracts, please continue reading here:
4. How do I create a lease?
5. How do I create a purchase contract?
6. How do I create a new provider?
7. Once the vehicle is delivered, click on "Vehicle is delivered".
8. In the last step, under "Authorization", we will show you the fields with which you can enter all relevant data for your vehicle. We recommend that you fill in all of them, but only the field "Admission" is a mandatory field. By entering the vehicle identification number (VIN), Avrios can automatically fill out the vehicle model and other vehicle data for you.
9. What is the VIN query?
10. Based on the country of registration, the legally prescribed dates are proposed (main inspection, UVV, etc.). You can deactivate them with one button if they are irrelevant to you.
11. You can complete the vehicle data in this view or at a later time in the vehicle file of the activated vehicle.
12. Click on "Activate vehicle" in the lower right corner when all the required data has been entered. You can either click "Close" to edit another purchase or "Go to the vehicle" to see the vehicle file.
13. The activated vehicle is now in your vehicle list under "Vehicles" in the menu bar on the left. The contract data, master data, fuel cards, etc. are automatically taken over when the vehicle is activated. The documents uploaded during the procurement process can be found under the "Documents" tab in the "Procurement" folder.

Managing procurement

Under "Procurement" in the menu bar on the left you will always find your open purchases.

Use the filter options to select specific procurements. With the tabs, you can see which process step the vehicle is currently in at a glance.

Wenn Sie eine Beschaffung löschen möchten, klicken Sie auf den Mülleimer auf der rechten Seite in der Beschaffungsübersicht.

If you want to edit a procurement, click on the order name in blue.

Fleet Heroes tip:

If your procurement process is manageable and you do not require support, you can choose to set up the vehicle as an existing vehicle when it's delivered:

How do I set up an already existing vehicle?