Registering cars
Register your employees’ private cars for company use, and edit the ones already created in the system.
To get an overview of the cars created, create new ones or edit the existing cars go to System Administration under Time and Expense registrations -> Cars.
Filter
On the top of the page, you find the filter, where you can select to see active, inactive or all cars. By default, you only see the active cars in the list. You can select if you would like to see company cars or private cars only. Click Show to see your cars in the list below.
Cars
In the results list, you see the cars matching your search. You see the name of the car, the number plate of the owner and if the car is active or inactive. To the right, you can mark the single cars and in the action menu select to delete them or change the status between active and inactive. Click OK and the action is performed automatically.
Creating cars
- Click New car
- Give the car a name
- Enter the car’s liscence plate
- Select if it is a company or private car. If it is a private car, you need to select which employee the car belongs to
- Select a default mileage rate, which is automatically added to mileage registrations for the car
- Mark if the employee should be able to change the mileage rate when new mileage registrations are added to the car
- Click Save
Editing cars
You have the opportunity to edit the cars already created in the system.
- Click the car you would like to edit
- Then you have the option to correct the name and the licence plate
- You can also select if it is a company or private car. If it is a private car, you need to select which employee the car belongs to
- You can select a different default mileage rate, which is automatically added to mileage registrations for the car
- You can also mark if the employee should be able to change the mileage rate when new mileage registrations are added to the car
- Lastly, you can mark if it should be active
- Click Save to save your changes
If you would like to delete a car, you need to click the trash can next to the name to the right.
Good to know
If the car is marked as private, the mileage registrations for the car are shown in Submit/print personal expenses, and they will show in data extraction reports and the detailed mileage report.
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Overview of Vehicles
To view, add, or edit vehicle records, navigate to System Administration under Time and Expense Registrations -> Cars.Filtering Options
At the top of the page, use the filter to view active, inactive, or all vehicles. By default, the list displays active vehicles.Vehicle List
The results list will display vehicles matching your filter criteria, including the car's name, number plate, owner, and status (active/inactive).Creating New Vehicles:
- Click New Car.
- Enter the car's name and license plate number.
- Specify if it's a company or private car. For private cars, assign an employee as the owner.
- Choose a default mileage rate for the car, which will be used for mileage registrations.
- Decide if the employee can alter the mileage rate during new mileage registrations.
- Click Save to add the vehicle to the system.
Editing Existing Vehicles:
To modify vehicle details in the system, select the car you wish to update.- You can amend the car's name and license plate.
- Determine whether it is a company or private car. For private cars, assign the appropriate employee.
- Choose a new default mileage rate to be applied automatically to mileage registrations for the car.
- Decide if the employee is permitted to change the mileage rate for new mileage registrations.
- Mark the vehicle as active or inactive as required.
- Click Save to confirm the changes.