Expenses By Registration Number/Licence Plate Report

This report is designed to allow organisations to export a snapshot of expenses recorded against each vehicle, providing insights into where costs can be reduced or eliminated.

Expenses include:

• Servicing

• Infringements

• Tolls

• Registration

• Warrant of Fitness (WOF)/ Road Worthy Checks (RWC)

• Road User Charges (NZ)

• Any expenses recorded in the Expense Register (panel repair, wheel alignment etc)

This report will only provide valuable data if you are actively recording expenses in the relevant registers. You can find more information on the Registers here.

Expenses can be bulk imported into PoolCar as well as being added via the methods mentioned above (servicing, infringements, tolls, registrations etc).

This is managed via Uploaders > Expense File

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This page lets you upload a spreadsheet of expenses, ideal if you have a large number of transactions to upload.

Important - the file you upload MUST be in exactly the format as per the template.

How to Upload

1. Download the template and populate it with your data

2. In Excel, do a 'File' > 'Save As' selecting the CSV file type

3. Click the 'Browse' button below to locate the CSV file on your computer

4. Click the 'Upload' button to perform the import into PoolCar.

Please note the following:

• If the cost centre is blank, the importer will look up the cost centre from the vehicle record

• The vendor will be added to the master list of vendors

• The expense type added to the master list of expense types

• For best results, please keep the column headings in the CSV file (i.e. do not delete row 1)

• The “Duplicate File” check is triggered if 5 of the first 10 rows in an expense file already exist as expenses in the expense register, the import will error with the error message “abort the import - appears to be a duplicate”

The Expenses by Registration Number Report is only accessible to users with System Administrator access. This can be found under the Reports heading on your main menu.

Select the data range you wish to report on and if you only want to report on a specific vehicle, enter the registration number. If not, leave this blank and you can export all expenses loaded against all vehicles within the specified date range.

Use the Export to Excel link in the top right corner to download the report.

The report will itemise each expense against a particular vehicle and will show the purchase date, description of the expense and the total cost inclusive of GST.

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• If you believe an expense has been entered incorrectly, you can edit or delete this in the relevant register.

• If you are unsure as to who has entered an expense in the system, go into the Audit Trail and filter on the registration number. Any history relating to the vehicle will be stored here.