FLEET MANAGEMENT

Fleet management is very popular in Industry’s where lot of vehicles are used; it is used to track the
vehicle usage, fuel consumption etc.

Step 1 Technical Objects-General Data-Set View Profiles for Technical Objects

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects-General Data-Set View Profiles for Technical Objects

The following configuration allows to create individual screens for technical objects, We can assign a
view profile to each equipment category or functional location category, and each fleet object type.
Step 2 Maintain Equipment Category

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Equipment- Maintain Equipment Category

Equipment category allows the higher end grouping of equipment’s of same characteristics like
Machines, Fleet, PRTs, Customer equipment
Step 3 Define Number Ranges for Fleet Equipment category

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Equipment- Equipment Categories - Define Number Ranges

Step 4 Define Types of Technical Objects

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- General Data - Define Types of Technical Objects
the types of technical objects are also used as a grouping instrument in fleet management.

Step 5 Assign View Profile and Equipment Categories to Fleet Object Types

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Assign View Profile and
Equipment Categories to Fleet Object Types

Technical object type is further grouping of technical objects based on their use. For Example
Technical object of category M – Machines can be further divided into technical object types like
Pumps, Motors. Technical Objects of category V – Fleet can be further grouped into technical object
types cars, trucks, excavator, forklifts
Step 6 Define Consumable Types

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Define Consumable Types

We define the fuel types for the fleet objects. Each fleet object can be assigned four consumable
types. Fluid types are used to default materials in the fuel entry transaction Feet object.

Example
You can define that a particular fleet object requires:

 Lead-free petrol

 Super petrol

 A certain type of engine oil

Further notes

The settings are used solely for checking the permitted values and can be used for reporting
functions

Step 7 Define Usage Types for Fleet Objects

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Define Usage Types for Fleet
Objects

The usage type is freely definable and intended as a criterion for usage-related categorization.

Example

Here you can define, for example, whether a fleet object can be used:

 Exclusively for business

 Privately and for business

 As company transport
  For Executive Board purposes and so on.

Step 8 Define Engine Types for Fleet Objects

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Define Engine Types for Fleet
Objects

We can define different engine types for fleet objects, The engine type can be defined freely. It is
intended as a criterion for usage-related categorization.

Example

For example, you can define the following engine types for fleet objects:

 Electric power unit

 Diesel motor

 4-cylinder petrol

 6-cylinder petrol
Step 9 Make Settings for Units of Measurement for Monitoring of Consumption

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Make Settings for Units of
Measurement for Monitoring of Consumption
In this IMG activity, you can make the settings for determining the energy and fuel consumption of
your fleet objects.

Note that the common ways in which energy consumption is measured are already contained in the
standard settings.

The design of the settings is outlined below.

Energy consumption for fleet objects can be calculated based on:

 Time - for example, liters per hour

 Distance - for example, liters per 100 km

However, the representation of consumption can vary in different countries. For example, you would
define for Europe that fleet object consumption is usually specified in liters per 100 km, whereas in
the United States, this would be miles per gallon (MPG). Nevertheless, the latter is still a distance-
based calculation.

Technically speaking, consumption is represented as volume consumption per unit of time, or per
unit of distance.

You can also find both these settings in the first table, and you must then only change them if you
have defined a new unit of measurement for consumption. There is no reason to do this for fuel
consumption.
All display units of the same dimension (for example, volume consumption per unit of distance) are
grouped together with the display units of the inverse dimension (for example, distance per unit of
volume consumption). On the detail screen, you can assign the accompanying display units to a unit
group.
Step 10 Define Special Measurement Positions for Fleet Objects

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Define Special Measurement
Positions for Fleet Objects

Step 11 Define Calculation Method for Fleet Consumption Values

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Settings for Fleet Management - Define Calculation Method for
Fleet Consumption Values

We can assign any number of measuring points (counters) to a fleet object. To calculate the
consumption, you must define here which fleet object counter is used for calculating the
consumption. You enter this counter in the column 'Fuel'

Step 12 Define Tolerance Check for Usage Control

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update - Define
Tolerance Check for Usage Control
In this IMG activity you define rules for consumption control.

You can, for example, define the following:

 By how much percent the recorded quantity of consumed auxiliary- and expendable
material can be higher or lower than the long- or short term average consumption?

 How should the system react to deviations? If you specify an "error message" as a reaction,
then the system does not allow any update outside of the tolerance limit. For all other error
types you refer the system to the consumption recording falling short of or exceeding the
tolerance and the recording can still be saved.

In the equipment for vehicles you specify the tolerance key entered here.
Step 13 Create Gas Station

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Create Gas
Station

A Gas station is a Place where expendable materials for vehicles (for example, fuel, motor oil) are
stored and removed, Gas stations are created so that the system can post the material documents
for the expendable materials when there is a material withdrawal.

Step 14 Assign Auxiliary Materials and Consumables

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Assign
Auxiliary Materials and Consumables

We assign the available auxiliary- and expendable materials to gas station where we also define
which material is assigned by the system and if the consumption of material is recorded for a
vehicle.

Note that the indicator default is set for the material

Step 15 Define Key and Cost Object for Updating Material Documents

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and
Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Define Key
and Cost Object for Updating Material Documents
The above are complete configuration steps along with rationale to configure SAP Fleet
Management.

Master data for technical objects and measuring points ( counters) are additionally created as per
the customer requirement ( example is Distance unit ( kms/miles), Fuel Consumption unit (
liters/Gallons) , Time ( Hours/Days))