This modul uses position data of the cars to determine expenses for your employees.

A log book documenting the periods with a vehicle routes and the reason for the trip. There are (distance traveled) and the purpose of travel registered place of departure, place of birth, driver, mileage at the beginning and end of the ride. It can be used for submission to the police, the tax office or in company.

Understanding

A logbook is always retroactively created for a specific period of time. Select the vehicle you want and you get to the main menu of the logbook. At the beginning is created, no vehicle a logbook. Therefore, you must follow the vehicle selection to create a new log book first. Click on the button "New logbook for vehicle XY". If you have only one vehicle in your vehicle pool, this is automatically selected. A logbook can be carried out only up to the time of the last mileage synchronization.

Create a new logbook

In the first step you will see the last known milage value from the portal and the last date of odometer synchronization. You can now continue with a new synchronization ("adjust mileage") or continoue without any milage setting ("continue without odometer synchronization"). If you want to continue without synchronization, you only able to go on, if the end date of the created logbook is before the last date of synchronization. If you continue with a synchronization, please enter the current odometer value of the vehicle, to synchronize the vehicle and the portal. Click on "adjust mileage". Please wait a moment, you will see a info, that the connection to vehicle will be evaluated and the synchronization is in progress. Immediately the box acknowleged the milage setting you are able to continue with step 2. This procedure can take a few minutes.

In the second step you have to select the timeframe for the logbook. To create a logbook for the month march for example you have to enter from 1.3.200X to 31.3.200X. The ending date has to be at least one day in the past. Logbooks can only be created up to "yesterday". It's also posible to hide short stops which undecut a selected maximum stop duration. On the other hand you have the opportunity to hide trips with a driven distance of 0 km.

If all information are correct, the logbook will now be created and displayed.

Driver name

If there was a driver in the car authentificated at the moment of "ignition off", the name of the driver will be preallocated.

Trip type

Depending on the switch/ state that was sended, the trip type will be preallocated correspondingly.

Existing trip type states:

• private trip
• home trip
• officially
• (2 custom logbook trip types)

Priority is: private trip, home trip, 2custom logbook trip types and the rest is preallocated as officially trip!

For the purpose custom types in the PDF edition no sums are formed!

Edit a logbook

Please choice a vehicle in main view, to display all logbook parts of this vehicle. If you never create a logbook before, you have to do this first. Click on "edit logbook" to open an existing logbook.

The portal will check every logbook of errors as soon as you open it. Errors will be displayed by an message and the corrsesponding entries will appear in red colour.

A possible error is for example a difference between the end milage of a tript and the start milage of the next trip. In this case you have to adapt the milage manually. Another error occurs when the portal regocnizes that the average velocity for a trip is below 5 kilmeter per hour. In this case it is in all probability that the vehicle submited insufficient data and the logbook could not create a valid entry.

Which information can be edited?

• type of the trip
• driver
• purpose of the trip
• driving destination
• milage/odometer
• time/date

On the one hand you can edit a logbook directly by a click on the explicit value. On the other hand you press the edit button to switch the trip into the edit-mode. On edit-mode you could change all available input fields. Every change will be logged by the system. By any change you find a submenu "further actions" with the following points:

History of changes

Any change that is made in the logbook may be automatically logged. For more information please call with confidence to our office staff.

Export

To finish a logbook, click in the main view on the "export logbook" button. Please select a year of issue and take a choice of the different options. Generate the PDF on pressing the "create PDF" button.

Logbook monitoring

The logbook monitoring gives a greaphically overview about the time period until last logbook entry. The length of a bar, means how much time the last logbook entry was ago.

Common

Expenses will be payed if an employee must work outside of his working place. Also he cannot be at his principal residence. This time calls absence. The legislator published on yearly base lists with legal costs rates for each country. These rates are the basis of expenses calculation. For calculation are needed information about first working place or the principal residence for each employee.

Expenses are divided in:

1. Absence over 8 hours (arrival and departure)
2. Absence of 24 hours
3. over night

Expenses will be calculated according German law for companies which are located in Germany. The calculation runs over night and it calculates expenses until day before yesterday.

Configuration

You have to assign a first working place and a principal residence for your personnel to get calculated expenses automatically. In addition you can define further working places to interrupt absence. Create and provide of working place will be explained in chapter 'working places'. You have to edit personnel data to activate expenses. Click on 'Activate expenses calculation for this person'. Choose an already defined working place and assign a validation. Expenses will be calculated from now on.

There is a possibility to assign working place for several employees in one step. Check these employees under personnel. An assistant will pop up by clicking on this symbol Image Added to assign working places.

Expenses editor

After selection of a driver and a time period  expenses will be shown in a table. Each row contains expenses for a day. Days without expenses will be shown gray.
This table shows the follow:

• day of expenses
• start and end of longest absences period of this day
• duration of absence
• cars which were used in this period
• expenses region, by click on this symbol Image Added it opens an overview with border crossings of this day
• expenses for meals and accommodation
• proportionally taxation rates  (tax free, tax flat rate and taxable) of expenses for meals
• calculation base by settings
• field for comments

Entries with *1 have a period which could be used for expenses. Hover shows detail information for this period.

Entries with *2 have an expenses day but no vehicle was used.

Entries with *3 means the tax data include a pro rata calendar month.

Entries with *4 means the calculation and output of tax data is a new function and is only supported for data from 01.01.2023.

Actions

Icon	Action
Image Added	Manual edit of this expense entry
Image Added	Delete this entry
Image Added	Daily based presentation of driven route. Blue parts are related to expenses.
Image Added	Shows manually changes of this entry

Edit entry

Manually changes can be made with inline editor. There can be added comments to the comment field. The type of absence determines the legal standard amount according to the selected country or region. Table will be updated after saving this entry.

Modification of legal requirements

Legal requirements can be adapted for this company in settings. It can be set a fixed amount or a value in precent. All countries and regions are affected by these changes.

Country adaption

Another posibility is to set your own sets per country/region in the setpoint "country adaption". You can use your own, differing from legal ones, points of time as well as own values for your expenses.

Overview

At the overview you get a timebased overview about your managed settings. Timeranges are not covered by your own settings are filled by legal ones.

Functions for lists:

Settings

Each list consist of a description and a start date. For new lists, it is possible to define the coverage of a list. Here you can choose between all countries or just changed ones. As standard view you get a limited set of countries, you made changes to and are differing from legal settings. You can switch to a full list, where you can see and edit all countries.

Settings "list coverage"

The difference if a list contains all countries or only the changed ones maybe trivial for the first time, but can have an great impact later.

If your list contains only the changed countries, for all unchanged the legal values are used. These are managed by YellowFox. Is a validity period of a list over the years and there are changes to to legal for the new year these values are used automatically.

A list containing all values do not use these changes, all values keep stable no matter if a legal value changed.

Change settings

You can set your own point of time you want to pay expenses for, for each country or region. Point on the timeline and just click on the point of time to set a new marker or you click on a marker and move it to left or right. To delete a marker you can click on it (all other are faded out) and click on the Image Added.

To deselect a marker, click a second time on it. Now all other markers are faded in again.

To change a value, click on it and fix it. If you change the value for the 24h marker, the value for "full day expenses" are set too.

Changes are marked red.

If you want to reset your changes, click on the action Image AddedAll your data for this country/region are set back to point of your last save. To go back to the legal settings, use the action Image Added

After saving the data, these settings are used for all calculations.

Export of expenses

It can be exported the current view from expenses editor as PDF, Excel or CSV. The report center gives you possiblity to generate series and export them as HTML, PDF, Excel or CSV.
A generated report contains a conclusion of costs divided in total costs, meal and accommodation for the selected period. Furthermore you will get a list of all days with expenses. Over a checkbox you can additional show taxation values.

Legal regulations for Germany

means that the employee has been instructed by the employer to carry out a work in which he is staying outside the first place of work. Furthermore, the employee must not be at his private address.

Interruption of absence 

Determines how long the vehicle may stay in the workplace without interrupting the absence in terms of expenses.