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Vehicle detail and trip log

Clicking a vehicle in the list opens the vehicle detail. You see vehicle data, the trip log (carlog) for the selected month, events (MOT, tax, etc.), delegations, comments and attachments in one place.

Vehicle card

At the top is the main card – make, model, equipment, engine, transmission, colour, licence plate, VIN, first registration date, handover date, tyres, tax disc, MOT, fuel card, GPS, emissions, consumption, annual private-use limit (if set), purchase price, note. Then driver assignments (who and when), fuel cards and GPS devices with validity, and custom fields. Use Edit to change the card.

Trip log (carlog)

For vehicles with trip log enabled, the detail has a Trip log section. Select month and year; you see the overview for that month:

  • Odometer – start and end reading (km). You can enter or edit these according to settings.
  • Fuel state – start and end tank level (litres or kWh for electric). Used to calculate consumption.
  • Journeys – list of trips: date, time from–to, from–to, type (business / private / delegation), distance (km), driver, note, odometer, optionally fuel. You can add, edit and delete journeys (unless the month is locked). You can change journey type (e.g. from private to business).
  • Refuels – refuelling records: date, quantity, amount, whether paid by company or privately.
  • Month lock – after closing a month you can lock it so journeys and data can no longer be changed. Unlock (if you have permission) allows corrections.
  • Limits and deductions – if annual limits for private use are set (in Settings), remaining limit and any payroll deductions for private km are shown.

In the trip log you can set defaults (e.g. whether to fill odometer at start/end of month or fuel state) according to preferences.

Events

According to event types set in Settings (MOT, tax disc, tyre change, etc.) you can record events for the vehicle – validity or due date. Event types (name and description) are defined in Settings → Vehicles → Event types. In the vehicle detail you then assign a date to each type (e.g. tax valid until 31 Dec 2026).

Delegations

A delegation defines who may maintain the trip log (add journeys, refuels) for this vehicle in a given period – not only the main driver. You add a user and date range (from–to). During that period that user can add journeys and data in the carlog.

Comments and attachments

  • Comments – text notes on the vehicle (who, when, what). You can add a new comment or (depending on permissions) delete.
  • Attachments – uploaded files (documents, photos, contracts). You can download files or (depending on permissions) add new ones and delete some.

Export and import

The vehicle detail may offer export of the trip log to a spreadsheet (Excel) for the selected month. Some installations also support import of journeys from a file – exact format and steps depend on configuration.

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