Video tutorial
Tutorial content:
- Example of vehicle registration
- Example of creating a vehicle ride
- Example of records of trips, fuel costs and service
- Example of tabular and graphical statistics of trips and loads
- Example of automatic driving import from CCS iMonitor application
1. Creating a company vehicle fleet
It is necessary to register the company's vehicle fleet before the actual registration of journeys and vehicle costs. From the ORGANISATION module, click on the Log book application in the left navigation bar. Next, click on All vehicles, and then press the New vehicle button on the page. In the open form of the vehicle, we fill in the make, registration plate and check the category of vehicle, the person responsible and the type of vehicle. Finally, we fill in the field Price per km – this is the default selling price per 1 km, which automatically determines the price of the items of the quotation or contract, if we invoice the customers of the ride. If the type you want is not in the list of the Make drop-down menu, you can enter it directly in the field. When you save the form, the new type is then registered in the list. When we're done, we'll save the record. This way we will create records for all vehicles that the system should record.
2. Creating a vehicle trip
In the left navigation bar, click on New journey, which will open the new journey form. In the journey form, we will assign a registration plate using a picker and check the user. Next, fill in the field Kms before journey and the field Kms driven. The data for the field Kms after journey is calculated automatically for us. We will now check the Price per km field – this is again the default selling price per 1 km, which automatically determines the price of the quotation or contract items if we invoice the ride customers. We may assign the journey to a specific contract using a picker. By checking the field Purchase of fuel we will see another field for filling in data on refueling while driving. Now click on the Save button.
3. Creating additional vehicle cost records
Using the Expenses view page and the New expense button, we can create records of vehicle loads that are not related to journeys (repairs, service inspections, etc.). After opening the expense edit form, we fill in the registration plate, which we can assign using a picker. We will check the type of expense, fill in the description, date, price excl. VAT and price incl. VAT. We then save the record. Overviews of all vehicles, journeys and expenses are available in the view pages of the application. The Statistics section (in the left navigation bar) contains view pages with simple tabular and graphical statistics of journeys and expenses.
Import journeys from iMonitor
To automatically import journeys from the CCS iMonitor application, click on All vehicles in the left navigation bar, and then open the vehicle you want on the page. It is necessary to enter its name in the vehicle record edit form, which is used in the iMonitor application (iMonitor field), and click on the Save button. Then click on the iMonitor reports view page and the New report button in the left navigation bar. The report form will open. Here we will attach the iMonitor application report in MS Excel format and save the record. All rides from the selected iMonitor record have now been imported into the information system.