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For organisations that allow drivers to use fleet vehicles for private use, the Log Book Report allows you to extract the business versus private use kilometers from the system to help you claim business use costs back.

By adding a prompt to the Check In page, the driver must specify the percentage split between business versus private use. The system will not allow the driver to check the vehicle in until this has been done.

Firstly you will need to enable a check in prompt for the driver to stipulate the business versus private percentage. This is done via the Check in/Out tab in Application Settings:

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The Log Book Report is only accessible to users with System Administrator access. This can be found under the Reports heading on your main menu. You can run this report based on vehicle registration number or by driver:

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Select your date range and enter the registration number or driver. (Depending on which report you have chosen to run.

You can use the ‘export to excel’ like in the top right corner to export the report into an excel spreadsheet.

Registration Number: Vehicle booked

Employee Name: Driver

Contact Number: Driver Contact Number

Driver Cost Centre: The cost centre associated with the driver profile. The driver can amend this themselves from the ‘My Details’ section or the System Administrator can change this in the Driver Register

Reservation Start: The date and time the reservation was due to start.

Reservation End: The date and time the reservation was due to end.

Checked Out When: The date and time the booking was actually checked out.

Checked In When: The date and time the booking was actually checked in.

Nights Home Garaged: If the booking was overnight the system assumes the vehicle was ‘Home Garaged’ during that time.

Opening and Closing Odo: If we have integrated with your telematics provider to pull through odometer values daily, the system uses the kilometers travelled during the key on to key off period and stores this value against any corresponding bookings made in the PoolCar system. If there is no telematics integration, the system will use the values entered by the driver if you have added a check in prompt to capture the odometer reading.

KM’s Traveled: The different between the opening and closing odo for the trip.

Journey Description: The value entered into the Purpose and Destination field at the time of booking.

Private Use %: The value entered by the driver upon check in.

Private Use Kilometers and Business Use Kilometers: The system will split the kilometers between business and private use based on the percentage split entered by the driver at the time of check in.

• If you need to make any changes to the odometer value and/or the Private Use % column you can do so by clicking ‘Edit’ to the right of the row.

• The accuracy of the report relies heavily on the drivers entering an accurate split between private and business use. There is no way for the system to know which part of the trip was private use, therefore there is no checks done for data validation when the driver completes the check-in prompt.