Record a vehicle's running cost

What a vehicle costs to run belongs to that vehicle. Recorded here, each cost is an expense in the books and is kept against the vehicle, so the Vehicles tab shows each one’s revenue, Costs and what is left After costs this month.

Steps

1. Tap Cost on the vehicle

   Open Sell › Bookings and dispatch, the Vehicles tab, and tap Cost on the vehicle’s row.

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2. Choose the cost

   Running cost for the vehicle opens: “Recorded as an expense, with the usual approvals.” Choose the Cost: Fuel, Service and repairs, Tyres, Driver trip allowance, Parking, weighbridge and county fees or Insurance, licences and inspection.

3. Type the amount and its VAT

   Type the Amount from the receipt and choose its VAT: No VAT, 16% included or 8% included (fuel). Leave the Date as today, or change it to the receipt’s date.

4. Add the litres and the odometer

   For fuel, type the Litres. The Odometer (km) reading helps you follow what the vehicle uses.

5. Say who was paid and how

   Type who it was Paid to, such as the service station, and choose Paid by. For M-Pesa, a card, a bank transfer or a cheque, add the Reference.

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6. Tap Record

   Kila records the expense and adds the cost to the vehicle’s month:

   Kila shows:

   Saved

   Fuel of KES 9,000.00 recorded for Line-haul A, Isuzu FVZ 10-tonne as expense EXP-000102. It waits for approval.

Needs a manager

A running cost waits for approval like any other expense: the accountant, the general manager or the owner approves it in Approvals. The general manager and the owner also see Paid already when they record one: “Records the payment and the journal now.”

What if

A cost cannot be dated in the future

Kila shows:

That did not go through

A cost cannot be dated in the future. Use the date on the receipt.

Change the Date to the day on the receipt, then tap Record again.

There is no Cost button

Recording a cost on a vehicle needs the right to record expenses: fleet officers, branch managers, the general manager and the owner have it.

Related

• Add a vehicle: the vehicles and their papers.
• Fleet officer: a fleet officer’s day.

Next: the owner’s home page adds the month’s running costs up on Revenue today; fuel and maintenance this month.