Fleet configurations and vehicle orders don’t have to be rocket science. Fleet Ordering provides the proof: The practical online system enables fleet and direct customers of the Volkswagen Group to organise central fleet processes much more efficiently. With the November 2024 update, the portal now offers more attractive added value.

Intuitive usability and a wide range of product features that make life easier for fleet managers and company car owners: It is no coincidence that the Fleet Ordering online vehicle ordering system for Volkswagen Group’s fleet and direct customers has been a real success story since its debut in 2001. A successful model that is also being continuously refined and enhanced with new features. The most recent example is the integration of leasing instalments and services from Volkswagen Financial Services AG into the ordering process.

What services does Fleet Ordering provide?

Fleet managers and user-choosers have a multifunctional online portal at their disposal with Fleet Ordering. The range of functions extends from the creation of customer-specific car policies and vehicle configuration to the direct placement of orders in the production systems.

The key features are:

• The customer profile
  All contractual terms and conditions with vehicle manufacturers are stored centrally here. Customer-specific car policies that are applied down to the very smallest detail as part of vehicle orders are applied here.

• The configurator
  The vehicle configuration is based on the company’s individual car policy stored in the system, which specifies the corresponding procurement parameters. Brands and models can be shown and hidden and equipment can be permitted or, for example, stored as a mandatory field. This policy can be individually assigned to users and user groups. The vehicle data is based on the Group’s own information and is also stored in the configurator and is always up to date. Fleet management also has the option of creating standard vehicles in the configurator.

• The order
  When an order is placed, Fleet Ordering immediately issues a response regarding the buildability of the vehicle (updated daily). Assignment to a supplier alliance can also be done in this process step. The approval workflow is based on individual customers.

• The integration and the reporting
  The web application enables all individuals involved in the process to view orders as well as see information about the selected status and history.

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Which features are new?

As of November 2024, leasing rates and additional services from Volkswagen Financial Services AG have also been displayed in the vehicle configuration in Germany on the basis of fleet conditions. Fleet managers can also easily specify whether the system should display a value limit for the leasing rate – all it takes is one click. An e-mail can also be sent to the responsible retailer with just one click – for a smooth process with the greatest possible transparency and speed.

The fast track to a company car

Just how does the system work? How is the order process carried out? What happens in the background? Once a fleet manager has created his or her authorised company car users in Fleet Ordering (see “Customer profile” module), the manager can register via the web portal with just a few clicks. Company cars can then be individually configured according to the specifications of the company’s own car policy. A comparison between several vehicles is also possible – for models from the Volkswagen Passenger Cars, Volkswagen Commercial Vehicles, Audi and Škoda brands. Once the selection has been made, Fleet Management receives the vehicle request via Fleet Ordering, checks it and approves it. The order will then be sent directly to the appropriate dealer and then forwarded to the production scheduling systems. This smooth process eliminates delays and possible transmission errors between the individuals involved in the process. It is always based on the latest vehicle and production data. The fleet manager will receive an order confirmation and an invoice.

Saving the best for last

Fleet Ordering is free and available in a number of different languages. It can also be linked to customers’ IT systems, a process that has proven itself time and time again in the past. Last but not least, the option of logging into Fleet Ordering by using the ONE Business ID was recently added. What are you waiting for? All it takes to sign up for a test is a short email.