Alvys offers comprehensive Fleet Management capabilities, allowing you to organize and manage your operational structure by creating and assigning fleets to your assets (drivers, trucks, trailers) and loads. This feature also includes an Invoice Prefix option to enhance fleet-based invoice management and accounting integration.
✅ User Roles with Access: Users with access to Management and Fleets settings (e.g., Admin, Office Admin, Fleet Manager).
Summary: The Fleets feature enables you to create customized groups (fleets) within Alvys for organizational purposes. You can assign assets (drivers, trucks, trailers) and loads to these fleets, providing enhanced visibility into your operational structure. Additionally, you can add an Invoice Prefix to each fleet, which will appear on generated invoices, simplifying tracking and integration with external accounting systems.
How to Create a Fleet
Follow these steps to set up a new fleet in Alvys:
Navigate to Fleets Management:
From the main navigation menu, go to Management.
Click on Fleets.
Click “+ Add Fleet”:
Locate and click the "+Add Fleet" button in the top right corner of the page.
Enter Fleet Details:
In the form that appears, enter the Fleet Name.
In the form that appears, enter Invoice Prefix (optional).
Submit to Create:
Click the "Add Fleet" button to create your new fleet.
Assigning Assets to Fleets
Assigning a Driver to a Fleet
Navigate to the drivers list
Go to the Drivers list.
Select a Driver:
Click on the driver of your choice to open their profile.
Assign to Fleet:
Locate the "Fleet" input field.
Click on this field to assign the selected driver to an existing fleet.
Select the desired fleet from the options.
Save Changes:
Click the "Save" button to apply the fleet assignment to the driver.
Assigning a Truck to a Fleet
Navigate to the trucks list
Go to the Trucks list.
Select a Truck:
Click on the truck of your choice to open its profile.
Assign to Fleet:
Locate the "Fleet" input field.
Click on this field to assign the selected truck to an existing fleet.
Select the desired fleet from the options.
Update Truck:
Click the "Update Truck" button at the bottom right corner of the page to save the fleet assignment.
Assigning a Trailer to a Fleet
Navigate to the Trailer list
Go to the Trailer list.
Select a Trailer:
Click on the trailer of your choice to open its profile.
Assign to Fleet:
Locate the "Fleet" input field.
Click on this field to assign the selected trailer to an existing fleet.
Select the desired fleet from the options.
Update Trailer:
Click the "Update Trailer" button at the bottom right corner of the page to save the fleet assignment.
Assigning Loads to Fleets
Loads can be assigned to a fleet during the load creation process or by editing an existing load.
Assigning a Fleet During Load Creation
Navigate to the new loads page :
Go to the New Loads page.
Select Load Type:
Choose either Revenue or Non-Revenue load type.
Fill in Fleet Details:
During the load creation process, locate the "Fleet" input field and select the designated fleet for the load.
Proceed with Load Creation:
Continue to fill in the remaining load details and complete the load creation process.
Assigning a Fleet to an Existing Load
Navigate to the loads board :
Go to the Loads Board.
Select a Load:
Click on the load of your choice to open its Load Details Page.
Change Fleet:
On the Load Details Page, locate and click the "Change Fleet" button (typically on the left side of the page).
Select the Fleet:
A dialog or input field will appear. Select the desired fleet from the options.
Update:
Click the "Update" button to save the new fleet assignment to the load.
Viewing Fleet Details for Assets
Once fleets are assigned, their details can be viewed in multiple locations across the Alvys TMS:
Loads Board: The Loads Board will display fleet information as a column.
Load Summary: Fleet details are visible in the load summary section.
Load Details Page: The Load Details Page shows the assigned fleet.
Asset Profiles: Individual Driver, Truck, and Trailer profiles display their assigned fleet.
Using the Invoice Prefix Feature
The Invoice Prefix feature enhances fleet-based invoice management by allowing you to assign specific prefixes to invoices generated for each fleet. This improves clarity and integration with external accounting systems.
Key Highlights:
Enhanced Invoice Differentiation: Easily identify invoices by fleet, simplifying organization and tracking.
Improved Accounting Integration: Aids in mapping invoices to respective fleets in external systems (like QuickBooks), streamlining data consistency.
Minimized Errors: Unique prefixes make it easier to distinguish and verify invoices, reducing processing errors.
Note: This feature is most impactful when used with an active integration with an external accounting system (e.g., QuickBooks).
Step-by-Step Guide:
Access the Fleets Tab:
Add or Edit Fleet:
You can either click "Add Fleet" to create a new one, or select an existing fleet from the list to modify it by clicking the row.
Enter Invoice Prefix:
In the fleet details form (for adding or editing), locate the "Invoice Prefix" field.
Fill out your chosen prefix (e.g., "RF-" for a Reefer Fleet).
Save Changes:
Click "Submit" to apply the prefix to the fleet
Generating and Viewing Invoices with Fleet Prefix
Once the invoice prefix is set for a fleet:
Create or Modify a Load:
Ensure the load is associated with the designated fleet for which you set the prefix.
Generate Invoice:
When the load reaches "Released" status, proceed with invoice generation as you normally would.
The prefix you defined will now automatically appear as part of the invoice number (e.g., "RF-12345").
View in QuickBooks (or external accounting system):
Navigate to your external accounting system (e.g., QuickBooks Sales page).
Locate the invoice under the Invoices tab.
Filter as needed by invoice number. The prefix will help you easily identify the invoice associated with that fleet.
This update enriches fleet-based accounting workflows, making it easier to manage multiple fleet invoices with distinct prefixes across platforms.
Frequently Asked Questions (FAQ)
Q: Can I change a fleet's Invoice Prefix after it's been set? A: Yes, you can modify a fleet's Invoice Prefix at any time by editing the fleet details in the Fleets section. However, please note that changing a prefix will only affect newly generated invoices, not invoices that were already created with the old prefix.
Q: If I don't assign a fleet to a load, will it still get an Invoice Prefix? A: If a load is not assigned to a fleet, it will not use a fleet-specific Invoice Prefix. It will follow your system's default invoice numbering conventions. To ensure an invoice prefix is applied, the load must be explicitly assigned to a fleet that has a prefix configured.