Documentation / Everyday use

Mileage

Mileage keeps what you need to prove how far a vehicle has driven: odometer readings, trips for the VAT mileage log, road cards, the per-km rates and the distances between cities. Open it from IntelliFleet > Mileage.

Who can see and change mileage

In Administration, then Roles, two permissions under IntelliFleet decide this:

• Mileage lets a user see readings, trips, road cards, rates and distances.
• Edit mileage also lets them add, change and delete readings, trips and road cards.

Rates and city distances are settings, so changing them needs Settings and dictionaries. Drivers with the Driver app permission can record an odometer reading from the driver app; they cannot change or delete one. A user sees the mileage of the vehicles in their own branches.

The odometer never goes backwards

Every reading is checked against the vehicle's other readings by date, then by time of day, then by the order they were entered:

• A reading cannot be lower than the one before it.
• A reading cannot be higher than the one after it.

If you enter 10,000 km on 1 March and later try 9,900 km on 5 March, the app refuses it and tells you which reading is in the way. The same rule applies to a trip's end odometer and, later, to handovers, costs and fuel. Several readings on one day without a time count in the order you entered them; add a time to put them in another order. A mistyped reading is fixed by editing or deleting it.

Odometer

The Odometer tab lists the readings, newest first. Pick a vehicle to see only its readings. Click Add reading, choose the vehicle, date, optional time and the odometer. The form shows the vehicle's latest reading.

Use VAT log milestone to mark the start of the VAT mileage log, the end of a VAT period or the end of the log. A reading written by a trip, handover or cost shows its source and is changed from that record, not here.

Trips

The Trips tab is the VAT mileage log. Each trip has a date, vehicle, driver, purpose, route and distance, and is either Business or Private.

• Enter the distance, or the odometer at start and end; with both, the distance is their difference. The end odometer is also saved as an odometer reading of that day, so the rule above applies to it.
• A business trip is settled with the per-km rate in force on its date for the vehicle's type and engine size. The rate and amount are kept on the trip, so later changes to the rates do not change it. A vehicle with no type, or a date before the first set of rates, has no rate.
• A private trip is logged for the VAT mileage log and has no rate.
• Tick Lent to someone outside the company when the vehicle was used by someone else, and enter their name and the odometer when it left and came back.
• A trip from the driver app (see Driver app, Trips) shows Driver app in the Source column; trips typed here show Office and imported ones Import; older trips entered before the column existed show —.
• A camera icon with a number next to the source marks a trip with odometer photos the driver took in the app (hover it for "N photos of the odometer"). Open the trip to see them under Files; with Edit mileage you can also add or delete photos there.
• N km with no trip marks a trip whose start odometer is higher than where the car's previous trip ended (or its last reading before the trip): those km are missing from the log. Add the missing trip if the car was driven. The VAT mileage log PDF marks the same gap, and an automation rule on Trip with a gap can notify someone (see Automation).
• A trip from the driver app also shows, when you open it, Places from the driver app: Started at, Going to and Ended at, as the driver's phone found or the driver typed them. You cannot change them; the route and the notes stay yours to edit.

Above the list, the totals show business kilometres, private kilometres and the amount settled for the trips you are looking at.

Each trip row has a Copy as new button: it opens the trip form filled in from that trip, dated today and without odometers.

Copy a month

Click Copy a month above the list to repeat a month of trips, for example a regular route driven every month. Pick the month to copy from, the month to copy to and, if you like, one vehicle; without a vehicle every vehicle you can see is copied.

• Each trip keeps its day of the month. When the target month has no such day, such as the 31st in February, choose whether the trip is skipped or moved to the last day of the month.
• Each copy is settled with the rate in force on its new date, so a rate that changed between the months applies. A copy has no odometer readings, so the odometer rule cannot refuse it.
• A vehicle that is inactive, or was sold or scrapped before the new date, takes no copied trip.

When it is done, a summary above the list shows how many trips were copied and lists the ones that were not, with the reason for each. The other trips are still copied. Copying a month twice adds the trips twice.

Look up a distance

In the trip form, pick a From city and a To city from Distances and the distance is filled in; you can still change it. If Distances has no entry for the pair, the form says so. In the road card form the same pick fills in the odometer at the end from the odometer at the start.

Road cards

The Road cards tab keeps the road card (karta drogowa) of a journey: a unique card number, issue date, vehicle, driver, purpose and route, odometer and time at start and end, and driving, rest and working hours. The driver's licence number is copied when you leave it empty. The end cannot be before the start.

Rates

The Rates tab shows the statutory per-km rates for private vehicles used for business. A set of rates is in force from a date until the next set starts. Cars use the rate up to or over 900 cm³ by engine size; motorcycles and mopeds have their own. Click Add rates when the law changes; only one set can start on a given day. Deleting a set makes the earlier one apply again.

Distances

The Distances tab lists distances between cities. Shared distances come with IntelliFleet and cannot be changed. Add your own for other pairs, or for the same pair when you use a different route; yours win. A distance works in both directions.

Copy as new

Trips, road cards, expenses, fuel entries and repairs each have a Copy as new button in their list. It opens the form pre-filled from that record, dated today, without odometer figures and without attachments, which are never copied; save it to add the new record. A fuel entry that came from a fuel-card statement cannot be copied.