DKV CockpitManual + SMART FAQs

(EN)

The new DKV Cockpit

2Version 1.0 (03.2021)

Dashboard – Your starting point into the portal Page 05

Dashboard – Selecting customer numbers Page 06

Managing service cards – Filtering and sorting Page 08

Managing service cards – Export a list of service cards Page 09

Order service cards – Introduction Page 10

Order service cards – Select fleet card Page 11

Order service cards – Configure service cards Page 12

Order service cards – Check and order Page 13

Service cards details page – Blocking / Deregistering Page 14

Service cards details page – PIN request Page 15

Service cards details page – Activate / deactivate Page 16

The new DKV Cockpit

3Version 1.0 (03.2021)

Manage limits and restrictions – SMART CONTROL Page 18-20

Manage limits and restrictions– SMART SETTINGS Page 21

SMART Feature & Limits – FAQs Page 22-23

DashboardYour starting point into the portal

Dashboard – Your starting point into the portal

5Version 1.0 (03.2021)

The start page (dashboard) is the gateway to all portalpages and provides an overview of the costs andservice card settings.

In the "My fleet" area (in the navigation) you will find all the functions required for fleet management:

• Manage service cards

• Order service cards

• Management of limits and restrictions

The menu navigation helps you to orientate yourself in the different areas. For some areas, a link will takeyou to the already familiar cockpit.

Dashboard – Selecting customer numbers

6Version 1.0 (03.2021)

1. Click on the drop-down menu with the client numbers in the upper right corner. The list will expand to include your client numbers and names.

2. Scroll down until you find your desired customer number.

3. Alternatively, the option "Select Cust. No." is available. Here you can enter your desired customer number in the pop-up window.

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Service cardsManaging, ordering and details

Managing service cards – Filtering and sorting

8Version 1.0 (03.2021)

Click on the "My fleet" tab in the navigation bar to get to the "My service cards" view, where you can directly see all valid service cards for the selected customer number.

The following functions are available on this page:

1. Filtering• Via the dropdown by label, service card ID or cost

centre• Via the provided list of available service card types• Via the provided list of available cost centre values

2. Sorting• Expand the dropdown menu and select a column and an

ascending or descending order by which to sort the cards 3. Ended cards

• Provides an overview of cards that are no longer valid• Sorting and filtering also works for terminated cards

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Managing service cards – Export list of service cards

9Version 1.0 (03.2021)

In the bottom left corner on the service card overview page is the "Export" button. When you click on the button, you export a list of your service cards.• Available in CSV and Excel formats• If no service card is preselected, the entire list of cards

displayed in the overview will be exported• If filtering has been performed, the results of the

filtering are exported; also applies to terminated service cards

• The checkbox allows you to select specific service maps and export only them

• The export file will contain all the details of the service cards including the limits

• We are currently working on making it possible to download all card information for the card numbers assigned to them in the export area.

Order service cards – Introduction

10Version 1.0 (03.2021)

How to start a service card order process.

• My fleet > Service card order

• or shopping cart icon in the upper right corner of anypage

• or service card button on the service cards overview page

You can order up to 99 cards online within one order. If your needs exceed this number, please contact your account manager.

The card ordering process involves the following three steps:

1. Select fleet card (according to your predefined product preferences)

2. Configure your fleet cards (car registration number, card add-on, card PIN, own cost centre) and optionally select secure delivery mode.

3. Check und order

Order service cards – Choose service card

11Version 1.0 (03.2021)

This view displays the service card types allowed for the order.

1. Choose the desired number of service cards of a particular type

2. Click on the shopping cart to add the cards to the cart. Use the same procedure with other required card types

If you need to adjust the restriction code:

3. Click on "Show extended card settings"4. Select the card assignment (Vehicle*, Person,

Other)5. Select the restriction code (RC90 /30)6. After all cards have been added to the shopping cart,

click on "Next" to continue with "Configure service cards"

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* Card assignment via vehicle is recommended, otherwise the cards will not appear in e-reporting!

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Order service cards – Configure service cards

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To proceed with the order, please configure your service cards by providing the following information:

1. License plate / Name / Other reference (depending on the card assignment type selected in the previous step)

2. Additional label (optional)

3. Card PIN (System, individual)

4. Cost centre (optional)

Secure delivery (optional)

6. If you want your card delivered deactivated, select the option "Secure delivery mode". This has the consequence that you have to activate it in the cockpit after receiving your service cards.

Delete cards from the shopping cart:

5. To delete cards from the shopping cart, please click on the trash symbol.

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Order service cards – Check and order

13Version 1.0 (03.2021)

Place an order:

1. Choose a delivery address

2. Or add a new delivery address (Important: Select a country from the dropdown menu!)

3. Check the items in your shopping cart

4. If you need to make changes, use the "back" button to navigate to the previous pages

5. Place your order - click on the "Place order" button

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Service cards details page – Blocking / Deregistering

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• To deregister or block a service card, clickon the link on the left side of the service carddetail page.

• Answer questions and provide mandatoryinformation in the pop-up

• The card will be blocked/deregisteredimmediately after the request is sentsuccessfully

• You can see a new status of the card in theoverview of service cards

• In case of blocking you will receive an e-mailwith a confirmation

Service cards details page – PIN request

15Version 1.0 (03.2021)

• If you have lost/forgotten your PIN for theservice card, you can have your PIN sent toyou again

• Click on the link on the left side of the servicecard detail page

• Confirm your request in the pop-up window

Service cards details page – Activate / deactivate

16Version 1.0 (03.2021)

• To temporarily deactivate a service card, go to the detail page of the service cardand use the slider in the upper rightcorner

• The service card will bedeactivated/activated within a fewseconds

• You can see the current status of the cardnext to the slider and in the service cardoverview

• Deactivation makes sense, for example, ifa card is not to be used temporarily.

SMART FeatureSMART Control and SMART Settings

Manage limits and restrictions – SMART CONTROL

18Version 1.0 (03.2021)

SMART CONTROL is a new area in DKV Cockpit for managingservice card limits.

Access is via:

1. Detail page of the valid service cards

2. SMART Settings area in the service card overview

3. Here you can set your individual or SMART limits:

4. Transaction related limits (day/week/month, budget, monthly recharge)

5. Time-related restrictions (allowed days)

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Manage limits and restrictions – SMART CONTROL

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DKV cards can be limited in their use in different ways.

1. Time-based limits:The time-based limits apply to the set period and thus limitthe maximum use (in EURO) of a card per selected time period. The limits can be controlled via SMART CONTROL or individually by card.

2. Absolute budget:The absolute budget consists of an amount (in EURO) thatis reduced by the respective amount with each approvedauthorisation. The amount can be reduced, increased ordeleted at any time. The monthly top-up is added to the thenavailable amount on the first of each month. The control canonly be made individually by card.

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As soon as a set limit is violated, the transaction isrejected.

Manage limits and restrictions – SMART CONTROL

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In addition to limiting the authorisation amounts, the use of thecard can also be completely restricted.

Time-based restrictions

Here, cards can be blocked or activated for certain days of theweek. The decisive factor is always the local time of theservice point where the card is currently being used.

The card can be controlled via SMART CONTROL orindividually by card.

Manage limits and restrictions – SMART SETTINGS

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On the overview of your service cards, you can activate the SMART Settings for all your cards or only for the cards with the standard limits.

• The SMART function allows you to define and applycompany-specific limit and restriction standards.

• The SMART Settings are automatically applied to all futurecards.

• Changes to SMART configurations are automaticallyapplied to all your cards with SMART Settings. If there are noSMART cards, the system will ask you if you want to apply thesetting to cards with default limits.

• Even if your SMART Settings are activated, you can still configure individual limits for other cards (e.g. for service cardsfor your manager) or reset a card with SMART Settings to'individual'.

SMART Feature & Limits – FAQs

22Version 1.0 (03.2021)

What is the purpose of the SMART Limits function?

• The SMART function offers the possibility to set a company-specific limit & restriction standard. This standard will beapplied to all current and future cards. If you want to change the limit settings for your fleet, you only need to change theSMART Settings once.

Is it necessary for all cards to be SMART?

• Your service cards can be configured individually.

How can I make SMART limit configurations?

• SMART configuration changes are automatically applied. If your cards do not have valid SMART Seetings, the system will ask if you want to apply the default setting to all cards.

Which limit configuration affects the SMART Settings?

• After configuring the daily limit, the card limit will change accordingly, causing the card indicator to change from SMART toindividual. Future changes to the SMART Settings will not affect the configured card.

SMART Feature & Limits – FAQs

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Which limit configurations do not affect SMART Settings?

• Temporary activation or deactivation as well as changes to the card budget incl. upper limit have no effect on SMART features.

What is the purpose of the DKV standard limit?

• DKV works with daily, weekly and monthly limits to protect service cards from misuse and fraud. In addition, DKV appliescertain rules to detect conspicuous card behaviour and prevent misuse. These rules are always active, regardless ofwhether you manage your service cards SMART or individually.

Can the SMART Settings be deactivated again?

• It is not possible to deactivate the function completely. However, all individual limit settings or restrictions in the SMART Settings can be deleted.

Thank you.