Expenses

The Expenses module is accessed by clicking the Expenses button on Ecofleet bar.

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Purposes of the Expenses module

This module allows the user to gather information regarding all vehicle-related expenses, providing a quick, systematic and comprehensive overview. Special attention is paid to fuel consumption and it is possible to keep records of actual fuel consumption using only expense receipts.

 

Creating expense items

To add a new expense item, click Add new in the upper left corner of the module view. Then fill out the fields in the right hand panel:

General information:

  • Select the vehicle.
  • Enter the time the expense was incurred (usually the same date and time as on the receipt).
  • Enter the seller of the goods or service e.g. Statoil.
  • Enter the number of the receipt / invoice.
  • Enter any additional information if necessary.

Information on the goods or service bought:

  • Type (see below for how to add and modify expense types).
  • Quantity, if the service or commodity purchased can be measured in units (such as fuel in litres and tyres by number).

Information regarding payment:

  • Amount including VAT.
  • Amount net of VAT (the amount and percentage of VAT will be calculated automatically and can be easily memorised).
  • Payment method (also read below how to manage payment methods).
  • Checkbox for marking the expense as private.

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A private expense is an expense that an employee will pay themselves and the expense item need not be included in the company’s accounts, yet the expense item itself is still important in order to obtain a complete picture. For example, Ecofleet allows fuel receipts to be entered which have been paid for by the employee and for which the employee expects no reimbursement from the company, yet the receipt itself is important for calculating fuel consumption.

After saving the expense item, Ecofleet will check its history log to show the location of the selected vehicle at time of incurring the expense and will display it in the map view. This is a way of confirming the validity of the expense item entered (for example, if the vehicle was travelling along a highway at the time noted on the receipt, it is reasonable to question the validity of the receipt).

 

Creating and managing Expense types and Expense payment types

The expense types and payment methods can be managed by the administrator user of the organisation by selecting either Expense types or Expense payment types under Settings > Categories. In order to allow the calculation of fuel consumption, the expense type ‘fuel’ cannot be modified or deleted and will always remain fixed.

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Some potential expense types are: spare parts, repair, maintenance, washing, technical inspection...

Possible payment methods include: cash, bank transfer, credit card...

Of course, any number of items can be entered in the lists in both categories.

 

Expenses period report

If the expense module has been used consistently over a period of time, the administrator can use the reports module to generate a structured report for a selected time period combining all expenses. The resulting expenses per kilometre are given both as a total sum and broken down by type.

 

Calculation of fuel consumption in the Expenses module

In order to be able to keep accounts of fuel consumption and expenses, simply

  • enter all fuel purchases using the Expenses module;
  • determine at least once (ideally more frequently) how much fuel there is left in the tank at a particular point of time.

This latter figure can be estimated with sufficient accuracy by the driver noting the fuel gauge reading at the end of a trip. Entering a figure in litres in the Journal module, leads to the field Fuel after also appearing in the Expenses module when it is opened.

After the expenses have been entered in this manner and the fuel remaining in the tank noted, the fuel report can be generated on the basis of the data collected.

This provides a record of average fuel consumption for each vehicle and a note of the variation from the estimated fuel consumption figures input under vehicle settings.

 

Expenses import

Companies may have their expenses listed in some other software (for example Excel). To prevent inserting the data over and over again it is possible to extract the data from the 3rd part software to *.csv-file and easily import this file to Ecofleet. NB! the file has to be in UTF-8 format.

1. Example of the simple expense import

By selecting Import on Expenses toolbar the importing window will open

1) Select the .csv file you wish to import

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2) Select "Simple expense import" as an import format

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3) Click Import to expenses

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4) Results window will open. Here you can see whether the import succeeded or not (and why not).

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As an exception the column headers (first row of the .csv-file) are not important in order to import. The column order is important and has to be presented exactly as following:

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  • timestamp – in YYYY-MM-DD hh:mm:ss format
  • fuelcardnr –fuel card number
  • sum – summary
  • type - expense type (predefined under Settings). When type is marked as FUEL (or fuel) it will be considered as fuel entry.
  • amount
  • receiptnr – receipt number

2. Example of the simple fuel import.

1) Select the .csv file you wish to import

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2) Select "Simple fuel import" as an import format

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3) Click Import to expenses

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4) Results window will open. Here you can see whether the import succeeded or not (and why not).

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As an exception the column headers (first row of the .csv-file) are not important in order to import. The column order is important and has to be presented exactly as following:

expenses-simple-fuel-imp

  • timestamp – in YYYY-MM-DD hh:mm:ss format
  • fuelcardnr –fuel card number
  • sum – summary
  • amount
  • receiptnr – receipt number

3. Example of the custom expenses import

If the desired import format is not on the list or you want to adjust column headers, follow the steps below:

1) Select the .csv file you wish to import

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2) Select "Custom" as an import format

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3) Advanced window will open. Here you can comply the values (Date format, Time format, Timezone, VAT amount (%) etc.) with the column headers.

Filter - you can choose which vehicles, fuel cards etc. you would like to be imported. The rest will be left out and will not be imported.

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4) Click Import to expenses

5) Results window will open. Here you can see whether the import succeeded or not (and why not).

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NB! If you feel something went wrong during the import (you are not happy with the result and would like to make some adjustments), we reccommend you to:

  • go to the expenses main view
  • choose the dates of the import
  • load expenses
  • delete the entries
  • start the import process over again
 

Inserting actual fuelings to Expenses module for data comparing between the vendor and fuel sensor.

  • The best way to compare the fuelings is to add the fueling data to Ecofleet Expenses module.

  • Data can be inserted to the Expenses module in two ways:
  1. inserting the fueling information one by one

  2. using the data from the fueling sensors

The second variant is easier because the vehicle, date and time are already set automatically. But if the sensor data is not available, using the first variant for a concrete fueling might be necessary.

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Viewing the result

  • No matter which variant to use, the results are always visible in Expenses module (only the inserted data).

  • “Fuel report with expenses“ - both inserted and fuel sensor data plus their comparison.

  • NB! “Compare with fuelings” view in Expenses module is mainly meant to simplify the data inserting, not so much for further data analysis.
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