Welcome to FossFleet.com

Foss National Leasing is proud to introduce FossFleet.com, our interactive data-centric website.

Working with Foss National Leasing is about to get even easier! We are making every effort to leverage a robust, industry-leading

fleet management software platform to support our push for continuous improvement in providing our customers the best overall

experience.

FossFleet.com provides you with industry-leading reporting designed to optimize fleet management and reduce your operating

costs. This user-friendly instruction manual will teach you how to navigate through our new website and showcase the capabilities of

the various reports available to you.

While we are aware that this walkthrough guide only highlights the predominant tools needed in daily fleet administration, we

strongly encourage you to explore in order to get the full extent of the many tools which FossFleet.com offers. Should you need

further assistance, feel free to contact us.

Last date modified: 08/08/2017

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TABLE OF CONTENTS

Main Menu ……………………………………………………………………………………………………………………………………………………………3

Consolidated Vehicle Report ……………………………………………….……………………………………………………………………….……… 7

Lease Billing Detail …..……………………………………………………………………………………………………………………….………….… 9

Lease Billing Summary …..…………………………………………………………………………………………………………………………...……..… 10

Fuel Analysis Report …..………………………………………………………………………………………………………………………..……….…..11

Fuel Summary Report ……….……………………………………………………………………………………………………………………..….….. 12

Fuel Exception Report ……………………………………………………………………………………………………………………….………..……..13

Unbilled Fuel Purchase Report ………………………………………………………………………………………………………….…..…….….…14

Fleet Management Billing Detail …..…..…………………………………………………………………………………….………………….…….15

Fleet Management Billing Summary …..………………………………………………………………………………………………..….…….….15

Consolidated Billing Summary …………………………………………………………………………………………………………….….………….16

Cancelling a Card ..……………………………………………………………………………………………………………………………….….…….…. 17

Replacing a Card ….………………………………………………………………………………………………………………………………..………... 29

Modify a Unit …………………………………………………………………………………………………………………….…………….…..…………. 23

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MAIN MENU

Our updated main menu offers a new easy-to-use interface that allows you to access a variety of tools aimed at helping you to easily

administer your fleet operations. To the left of your home screen you will see the “Launchpad” tab where you will see a listing of all

the reports that are available to you.

Once you are in the Launchpad you can select your ‘favourite’ reports by clicking on the star next to the icon. Once you have

selected your favourites, each time you log in simply click on the star icon at the top of the page and a drop-down menu will appear

listing your favourite reports.

The main menu can also be accessed by clicking on the ellipsis menu at the top left of your screen

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Click on the search icon located at the top right of the portal. Enter part of the name of the report that you want to open.

Fun fact: You don’t need to go to the Launchpad to use this search. It works from the current report that you have open.

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Please note that on any of the reports generated, you may click on “View” (or right-click) at any time to obtain additional

information.

“View Lease”

- Vehicle: Vehicle details, specs and options. Copy of purchase order is readily available

- Lease: Lease start date, capitalized cost, terms, depreciation ($ and %), months in service, residual

value and more. A copy of the Schedule A is available here

- Invoice Details: Detailed breakdown of the expenses incurred on this particular unit

“View Fleet Card”

- Fleet Unit: Details pertaining to the unit

- Fleet Cards: A history of all cards assigned to this vehicle

- Fuel Purchases: Previously incurred fuel purchases

- Maintenance History: Previously incurred maintenance purchases

- Invoice Summary: Monthly breakdown of the vehicles’ various operational expenses

- Odometer History: Odometer reading entries

“View Driver”

- Driver Info: Driver’s contact information

- KM Reporting: Breakdown of business and personal kilometers

- Invoice Details: Lease payment history

- Vehicle History: Listing of the driver’s previous vehicles

“View Customer”

- Customer Info: Identifies the fleet contact within your organization and Foss National

- Vehicles: Provides a full listing of your fleet

- Parameters: Enumerates the exiting billing levels and licensing information

- User Access: Individuals with FossFleet.com credentials

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Once the parameters of the search have been selected, you may sort, move, add or remove columns by clicking on any of the arrows

shown within the toolbar and selecting the desired fields.

Once the desired data has been selected, the information can be easily converted to an Excel spreadsheet by simply clicking on

“Export” where the information can then be customized according to your requirements. The presented information can be

downloaded into either an .XML or .CSV file.

.XML: Microsoft Excel workbook binary file enabling content formatting (number masking, colouring, conditional formatting

etc.) and the insertion of charts and images

.CSV: Comma Separated Value file solely reads plain text where no formatting is allowed. Intentionally designed to import

or export the data to any CSV supported application

Once the data has been converted, a document will appear at the bottom left of your screen. Simply click “Open” and “Save”.

Ensure you have added the desired content/columns prior to exporting the document as additional data cannot be added once in an

Excel format.

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CONSOLIDATED VEHICLE REPORT

- Displays all vehicle related information pertaining to your fleet

(Year, make, model, serial number, plate number, driver and more)

- Provides a breakdown of the monthly vehicle cost of ownership, the capitalized cost and residual book value

- Identifies when leases are due to expire

- Available under the “Lease Reports” folder

On the navigation toolbar:

Option: Reset the current report/tab

Show Active: active/on-road units

Show Pending: units/vehicles currently on order in the process of being delivered

Show Inactive: includes non-active/off-road units

Show Fleet: lists all the units (active and non-active) within your fleet

Show Retail: N/A

At the bottom right of the screen you will see the count of the number of units within your fleet.

In the event of multiple pages, simply click on the arrows in the bottom left corner to navigate from page to page.

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At any time, you may double-click on a particular unit to view its “Fleet Card”. Within this tab you will be able to quickly view vehicle

details, assigned fleet cards, fuel purchases, maintenance history, invoice summary and odometer history.

Fleet Unit: Additional vehicle information

Fleet Cards: History of assigned fleet cards

Fuel Purchases: Transaction details on the fuel purchases incurred within the chosen time frame

Maintenance History: Records all the maintenance completed on the unit/vehicle

Invoice Summary: Displays the total expenses incurred on prior invoices

Odometer History: Lists the reported kilometers

The “Term” and “Months in Service” show when each lease is due to expire and identifies when vehicles are to be replaced. This

information proves particularly valuable for vehicles that are ordered from the manufacturer as it allows you to factor in the

production time and ensures minimal loss in productivity when your driver takes possession of their new vehicle.

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LEASE BILLING DETAIL

- Details all lease related expenditures for a single vehicle within a specified time period

(Book value, monthly depreciation (lease payments), telematics, interest and administrative fees, etc.)

- Provides the lease details of each vehicle

(Lease start date, term, month in service, capitalized cost)

- Available in the “Lease Billing” folder

*** Note that exclusively for leasing invoices, payments are applied for the upcoming months’ rental. For example, the rental

payment indicated on the invoice issued on February 25th

, 2014 is in actuality the cost of ownership for March 1st

until March 31st

,

2014. ***

Should you wish to replicate the charges shown on your monthly PDF lease invoice, simply stipulate the first and last day of the

desired month under the “From:” and “To:” fields. For example, should you require a listing of the purchases shown on the

December lease invoice, simply refine your search to December 1st

to December 31st

.

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LEASE BILLING SUMMARY

- Provides an overview of the total leasing costs for an entire billing sub-group during a set period of time

- Useful for cost comparison with other cost centers

- Available in the “Lease Billing” folder

Note that a PDF copy of the cost summary can automatically be sent to the authorized individual. To do so, simply provide a written

request providing the recipient email address and the billing sub-group he or she is entitled to.

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FUEL ANALYSIS REPORT

- Breaks down each unit’s total fuel consumption for the selected time period

- Allows you to analyze the monthly consumption trends of each individual unit

- Particularly useful in detecting card misuse

- Available in the “Fleet Management Reports” folder

Multiple determinants can be used to help keep your fuel cost down. “L/Month” displays the total liters purchased the previous

month. A significant fluctuation in consumption from one month to the next could indicate card misuse.

In addition, if multiple fuel grades are purchased for a single unit, the report will create separate entries for each fuel type. This

information proves valuable in detecting card misuse since each vehicle is normally allowed a single fuel type.

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FUEL SUMMARY REPORT

- Calculates the total fuel consumption by each petroleum supplier for the chosen time period

- Available in the “Fleet Management Reports” folder

According to your selection on the navigation toolbar, the “Invoice Date”, “Vendor”, “Province” and “Fuel Type” could also be

specified within your report.

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FUEL EXCEPTION REPORT

- Flags recent fuel purchases which fall outside of the typical consumption parameters of the card in question

- Available in the “Fleet Management Reports” folder

The “Description” column explains why the fuel purchase was deemed exceptional. Out of province, multiple fuel grades, high

consumption totals, and same day fill ups are common determinants as to why a transaction would be flagged.

If a fuel purchase is deemed exceptional, a fuel exception report listing the above details is proactively emailed to your fleet

manager where the transaction in question must be promptly validated. In the event you notice any illegitimate purchase(s),

promptly notify us and the necessary precautionary measures will be taken on our end.

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UNBILLED FUEL PURCHASE REPORT

- Up-to-date listing of the fuel purchases yet to be invoiced

- Available in the “Fleet Management Reports” folder

*** Please note that the purchase details listed are solely dependent on the transactional files which are submitted to us by the

petroleum companies. Each supplier may submit its respective file on a different schedule (daily, weekly, bi-weekly, monthly) and

only upon receipt will the purchase details be listed on the Unbilled Fuel Purchases Report.***

Not Invoiced: Authenticated transactions which will be billed on the upcoming invoice

Pending: Transaction which remains to be authenticated by the petroleum supplier

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FLEET MANAGEMENT BILLING DETAIL

- A per-unit breakdown detailing every expense incurred on a particular unit within a specified time frame

- Useful in monitoring driver purchases and expenditures

- Available in the “Fleet Management Billing” folder

Should you wish to replicate the charges shown on your monthly PDF Fleet Management invoice, simply specify the first and last day

of the desired month under the “From:” and “To:” fields. Example, should you require a listing of the purchases shown on the

December lease invoice, simply refine your search to December 1st

to December 31st

.

FLEET MANAGEMENT BILLING SUMMARY

- Consolidates the unit’s total operational cost and consumption for a specified time frame

- Available in the “Fleet Management Billing” folder

On the navigation toolbar, “Show Billing Levels” will indicate to which group the respective unit is currently assigned. Billing levels

are established for accounting purposes and can represent a region, city, province, department, etc.

Clicking on “Show Vehicle Details” will display the Year, Make and Model of the vehicle.

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CONSOLIDATED BILLING SUMMARY

- Summarizes the various operating costs incurred within a particular billing level for the selected time period

- Main operating costs consist of Fuel, Service, Repairs, Tires and Miscellaneous

- Available in the “Fleet Management Billing” folder

*Miscellaneous expenses are typically car washes, windshield washer fluid, snow brushes, etc.

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CANCELLING A CARD

1) Select the unit in question within a unit-centric report.

(Please note that any “Summary” reports will not display unit-centric data)

2) Right-click or double-click on the desired unit

3) Click on “View Fleet Card”.

FossFleet.com will now open the fleet card on a separate tab.

4) By clicking on the “Fleet Cards” tab, current and historical cards assigned to that unit will be displayed.

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5) Select the active card and click on “Cancel Card”. The window below will appear.

6) From the “Cancel Reason:” drop-down list, identify the cause of the cancellation and insert a comment.

7) Once the cancellation reason and comment fields have been completed, click on the acknowledgment checkbox which will

in turn enable the “Confirm Card Cancellation” button.

*** Please note that “Confirm Card Cancellation” will only be enabled once the checkbox is selected. Once the “Confirm

Card Cancellation” button is clicked, the action cannot be undone and the cancellation takes effect immediately. ***

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8) Once cancelled, the “Card Status” will be amended. The “Cancelled Date”, “Cancelled Reason”, “Comment” and “Cancelled

By” fields will be automatically populated.

9) Should you wish to proceed with another cancellation, simply close the “Fleet Card N61234” tab, select the unit in question

on your report and repeat the aforementioned steps.

REPLACING A CARD

1) Select the unit in question within a unit-centric report.

(Please note that any “Summary” reports will not display unit-centric data)

2) Right-click or double-click on the desired unit

3) Click on “View Fleet Card”.

FossFleet.com will now open the fleet card on a separate tab.

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4) By clicking on the “Fleet Cards” tab, current and historical cards assigned to that unit will be displayed.

Select the active card and click on “Replace Card”. The below window will appear.

From the “Replacement Reason:” drop down list, indicate the reason behind the replacement and then insert a comment.

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“REISSUE CARD” FUNCTION

In the event of occasional card malfunction, most commonly due to wear and tear, you may use the “Reissue Card”

function. This will order a replacement card and keep the existing card active for 10 calendar days.

Doing so provides a reasonable delay for the cardholder to receive the new card without interrupted service.

*** Please note that only the “Reissue Card” option allows this feature. ***

The card is officially cancelled at the stroke of midnight on the specified “Cancelled date”.

5) Validate the default address of where the new card will be sent.

Should you wish to have the card shipped to an alternate address, check the “Change Card Ship To” and complete the

necessary fields. Please make note that the amended address will only apply to the card in question.

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In the event that you wish to have a card(s) expedited via courier to shorten the delivery time, please make your selection

from the available shipping options in the “Courier Replacement Card” drop-down list. If applicable, please provide the

account number of the respective courier.

“YES – $20 courier fee applies”: Foss National Leasing will assume responsibility of couriering the card at a

$20 surcharge

“YES – Use my FedEx account”: Courier fees will be applied to the specified FedEx account

“YES – Use my Purolator account”: Courier fees will be applied to the specified Purolator account

“NO – Use Canada Post mail”: Card(s) will be sent via regular mail

**Courier fees can only be applied to a FedEx or Purolator account. Any other messaging courier is not accepted.

6) To complete the replacement process, click on the acknowledgment checkbox which will in turn enable the “Confirm Card

Replacement” button.

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*** Please note that “Confirm Card Replacement” will only be enabled once the checkbox is selected. Once the “Confirm

Card Replacement” button is clicked, the action cannot be undone and the cancellation takes effect immediately. ***

7) Once issued, the “Card Status” of the old card will be amended and the new card number will be displayed with “ON

ORDER” status.

8) Should you wish to proceed with another replacement, simply close the “Fleet Card N61234” tab, select the desired unit on

your report and repeat the aforementioned steps.

MODIFY A UNIT

1) Select the desired unit within a unit-centric report.

(Please note that any “Summary” reports will not display unit-centric data)

2) Right-click or double-click on the desired unit

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3) Click on “View Fleet Card”. FossFleet.com will now open the fleet card on a separate tab.

4) Click on “Edit” and the window below will appear.

5) Complete the required change(s) by either clicking on the various drop-down lists or by manually amending the current

information.

6) If billing levels are used in managing your fleet, please note that amending the “Level 1”, “Level 2” or “Level 3” will make no

embossment changes with regards to the card layout. These amendments are solely for documentation purposes and will

be reflected on your next invoice.

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Note that units can only be re-allocated to existing billing levels through the web portal. For any additional levels, please

submit a written request to your client service representative.

Should you want to obtain the driver’s personal contact information, simply click on “View Driver”. You may also click on

the email button which will automatically prompt an email correspondence to your driver.

7) Once the required changes have been completed, click on the acknowledgment checkbox which will in turn enable the

“Save” button. Click on “Save” to finalize these changes.

*** Please note that “Save” will only be enabled once the checkbox is selected. ***

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8) Should you wish to proceed with another modification, simply close the “Fleet Card N61234”, select the desired unit on

your report and repeat the aforementioned steps.