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Vehicle services

The section is intended for accounting works/services performed for vehicles: date, service type, supplier (if used), odometer readings, and cost.

It is convenient to use vehicle services as an “event and cost log” for a vehicle: scheduled maintenance, repairs, seasonal replacement, tire service, etc. (the set of types depends on directories).

Where to find it​

Open “Fleet” → “Operations” → “Vehicle services”.

Service history is also usually available in the vehicle card in the corresponding block.

Creating a service record​

  1. Click Create.
  2. Fill in the main fields:
    • date;
    • vehicle;
    • vehicle service type;
    • supplier (if used in your organization);
    • odometer readings;
    • quantity and price (if applicable);
    • amount (net amount and tax amount — if maintained separately);
    • note and/or description (if needed).
  3. Save the record.

How to fill the cost​

Depending on configuration, cost can be maintained:

  • as quantity and price (with the amount calculated);
  • as amount (without quantity breakdown);
  • with separate tax amount tracking (if used).

If you maintain quantity and price, after changing them the amount may be recalculated automatically.

If your organization maintains service receipt documents, a vehicle service can be linked to such a document. This allows you to:

  • see which document the expense was posted by;
  • control amounts by service.

The available fields and filling rules depend on configuration and permissions.

Practical recommendation: if a service is linked to a receipt document, fill in the date and supplier so that they match the document — this makes control and search easier.

Controlling odometer readings​

Odometer readings help:

  • track mileage history;
  • plan maintenance by schedule;
  • reconcile events (driver change, repairs, scheduled works).

If mileage is recorded in your organization, try to enter readings consistently (without decreasing compared to previous events for the vehicle). If an error is made, correct the record or add an explanation in the note.

Copying a service record​

To quickly create a similar record (for example, a recurring service):

  1. Open the vehicle service card.
  2. Use the Copy action.
  3. Change the date, odometer readings, and amounts as needed.

Copying is convenient for recurring services (for example, seasonal tire replacement) so that you do not fill in the same fields manually.