Year-Start Checklist for Fleet Managers

Overview

A few maintenance tasks at the turn of the year ensure that analyses calculate correctly, reimbursements are right and no contract or inspection dates take you by surprise in the new year. This checklist summarizes the seven points - best worked through in the first week of January.

The checklist

1. Create the public holidays for the new year. Holidays are stored with a specific date, not as a recurring rule - so create all holidays of the new year anew, including the movable ones (Easter, Whitsun) and the days before feast days (article 28). Missing holidays distort the working-day calculation of the analyses.

1. Check the home-charging rate. In the "Sätze" (Rates) area of the Heimlade (home-charging) billing, verify whether the ct/kWh rate still matches the current BMF value; if the legislator has changed the rate, create a new entry with a valid-from date of 01 January (article 12). Without a valid rate, generating the billing reports an error.

1. Pull the previous year's annual reports. Export the CO2 Jahresbilanz (CO2 Annual Balance) and the CO2 emissions per vehicle for sustainability and management reports (article 93), as well as the inventory reports Fahrzeugbestände (Vehicle Inventories) and Fahrerbestände (Driver Inventories) as cut-off-date documentation (articles 84, 85). All tables can be exported as CSV, Excel or PDF.

1. Review the contracts expiring this year. Go through the "Verträge auslaufend" (Expiring Contracts) page with its 90-day horizon and, in addition, get a year-wide overview with the Enterprise analysis "Leasing Vorschau" (Leasing Preview) (articles 70, 94). For return candidates, an early look into the return cockpit pays off (article 13).

1. Inspection dates in the year-wide view. Using the workshop-appointments analysis, check which HU, UVV and inspection dates are due in the new year and whether all due dates are maintained in the records (articles 80, 39). While you are at it, check that the HU/UVV reminders are active (article 04).

1. User and role review. Go through the user list: deactivate departed employees, and reconcile roles and permissions against actual duties (article 18). An annual permission review is also a good argument for data-protection audits.

1. Check log retention. Log entries are automatically cleaned up after 365 days by default - check under Hintergrundaufgaben → "Protokolle Bereinigung" (Background Tasks → Log Cleanup) whether this period fits your documentation obligations (articles 16, 15).

Tip

Export the previous year's reports from step 3 before in-year corrections (receipt splits, rebookings) change the figures - that way you keep a consistent year-end snapshot on file (article 107).

Common questions

Do I have to work through the checklist exactly on 1 January? No - what matters is only the order before the first analyses: holidays and the home-charging rate should be maintained before January statistics are read and the first monthly billings are generated (articles 28, 12).

Related articles

• 28 – Managing public holidays
• 12 – Home-charging billing
• 93 – CO2 emissions and CO2 annual balance
• 70 – Keeping an eye on expiring contracts
• 18 – Users, roles and permissions