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Today, businesses want to increase their efficiency by utilizing technology in all of their processes, and fleet management is no exception. Among the technologies that stand out, the Vehicle Recognition System (VRS) is gaining popularity as a solution that offers significant advantages for both small and large businesses. VRS provides numerous benefits, ranging from controlling fuel consumption to enhancing security, and is becoming increasingly valuable for businesses aiming to reduce costs in fleet management.
In this article, we will provide a detailed overview of what VRS is, how it works, and its importance in fleet management. If you want to transition into a new era of efficient fleet management, make sure to read on! What is a Vehicle Recognition System? A Vehicle Recognition System (VRS) is a technology used for identifying and tracking vehicles. Especially in fleet management, the fuel vehicle recognition system provides great convenience by automating fuel purchase, usage data, and authorization processes. Typically integrated with fuel stations, VRS allows fuel to be purchased by authorized individuals without the driver needing to make a payment, based on the amount specified by the fleet manager. In this way, it offers both security and cost savings.
What is the National Vehicle Recognition System? The National Vehicle Recognition System (NVRS), which started being used in Türkiye in 2023, is a system that eliminates the need for manually entering license plates into payment-recording devices at fuel pumps. If a taxpayer declares fuel purchases as an expense, even for rented vehicles, they are required to install the NVRS Vehicle Recognition Unit on each vehicle. In this context, we can say that the National Vehicle Recognition System is mandatory for those who wish to declare fuel costs as expenses and deduct them from taxes. This system helps combat the informal economy more effectively and ensures a level playing field in the fuel market.
How Does a Vehicle Recognition System Work? A Vehicle Recognition System (VRS) is a technological infrastructure used to electronically identify and track vehicle information. Typically, by matching the device containing the vehicle’s identity information with the recognition devices at fuel stations, it is possible to track which vehicle purchased how much fuel and when. Additionally, thanks to agreements between fleet-owning companies and fuel stations, drivers do not need to make payments, and billing can be done in two-week or monthly periods, simplifying the accounting process.
What is the Operating Principle of a Vehicle Recognition System? The VRS operates based on the automatic detection and processing of vehicle identity information. In this system, each vehicle is fitted with an identity device (such as a magnetic card or RFID tag). Using this device, the vehicle transmits data to the recognition unit at the fuel station to identify the vehicle.
When the vehicle approaches the fuel pump, the device in the vehicle sends a signal to the reader on the pump. The reader receives this signal, verifies the vehicle’s information, and grants authorization. Once the verification is complete, the fuel filling process automatically begins, and all transaction details are recorded in the system.
These details are then transferred to fleet management software, allowing analysis of the vehicle's fuel consumption, routes, and usage patterns. This system eliminates the need for manual payments and invoice collection, increasing efficiency for companies and making their operations easier.
Does the Vehicle Recognition System Provide Cost Benefits? Yes, the VRS provides significant cost benefits for businesses. It primarily achieves this by effectively monitoring the fuel consumption and usage of vehicles. Especially in large companies, these systems, which can be integrated with fleet management software, also allow managers to conduct detailed analysis by enabling route control alongside vehicle tracking systems in the fleet management software.
Additionally, since fuel purchases are only authorized, the system also offers advantages in terms of preventing fuel theft and improper use of vehicles. Furthermore, by eliminating the need for manual invoicing, accounting, and payment processes, it significantly increases efficiency in terms of labor for companies.
How Does the Vehicle Recognition System Provide Fuel Savings? The fuel savings provided by the VRS primarily stem from its integration with fleet management software. With VRS, fleet managers can track which vehicles are fueling, how often, and in what quantities. If any suspicious data arises (such as excessive fuel consumption), the manager can refer to the vehicle tracking system and access the vehicle's location history. This allows for identifying off-route usage or the need for route optimization. Since all fuel purchases are monitored with VRS, it helps prevent fraud and fuel theft, leading to fuel savings.
What is the Role of VRS in Fleet Management? VRS plays a critical role in the fleet management process. A fleet manager aims to optimize efficiency through various vehicle tracking systems. At this point, VRS can be used to determine which vehicles purchased fuel from which locations and at what times. This enables the fleet manager to identify any misuse, spot issues with route optimization, and take corrective actions. Moreover, the issue of manually processing individual invoices for each fuel purchase can be eliminated by receiving bulk invoices from the fuel station at set intervals.
What Should I Do to Acquire a VRS? If you want to acquire a VRS for your company's fleet, we recommend first examining the VRS options provided by fuel companies. Some fuel companies may offer additional benefits such as special discounts or reward points. After selecting a fuel company, you will need to contact them and express your interest. Based on the number of vehicles in your fleet, the company will prepare a contract offering various options. If the contract is suitable for you, once it is finalized, the fuel company will provide information on authorized service centers where your vehicles can be fitted with VRS devices and assist in scheduling an appointment.
To install the VRS devices, you need to take your vehicles to authorized service centers. During this process, not only the hardware but also the software tasks are handled by the service. Once the vehicle recognition process is completed, you can start purchasing fuel from the fuel stations where you procured the VRS. Typically, the companies providing the VRS also have a national vehicle recognition system, meaning you can use the VRS in the same way across the country.
If you wish to acquire a VRS individually, you should still follow the same procedure: choose a fuel company, and after making the agreement, have the device installed at the authorized service center.
One important point to note when acquiring a VRS is that, if for any reason you no longer wish to use the system, you should have the disassembly process performed by the authorized service. The devices are provided by the fuel company for your use, but the ownership remains with the fuel company. If the device is dismantled by unauthorized individuals, it may become unusable, and the fuel company may charge you for the device. Therefore, you should seek support from the authorized service at every step, from installation to disassembly.
In the past few years, the popularity of VRS has increased, especially with the rise in the use of technology in fleet management processes. VRS has become indispensable for modern businesses, supporting fleet managers in making data-driven decisions, automating repetitive tasks, and increasing operational efficiency.
Asmira Group, the official distributor of Opet Otobil in Türkiye for domestic road sales, offers fleet management solutions for customers nationwide. In addition to Otobil sales, the company provides comprehensive fleet management systems, serving as a solution partner that helps customers save both time and costs. For detailed information on VRS, transportation, and many other services we offer, as well as to access company and contact information, please visit our website: https://www.asmiragroup.com/en/