Managing Professional Vehicles in Expensya
Managing professional vehicles and their expenses is more than just an administrative duty. It's a strategic effort that influences a company's finances, employee productivity, and overall brand image. Taking a proactive approach to monitor and control these expenses not only saves costs but also enhances operational efficiency.
As an administrator, you can manage professional vehicles from the web version.
- Go to the "Admin" tab, "Vehicles" submenu,
- Click on the "Professional vehicles" widget.
Manually add a professional vehicle:
- Click on "Add a new vehicle",
- Fill in the fields and save.
- Insert the registration document from "Evidence."
- And assign the vehicle to an employee (not mandatory)
Import professional vehicles:
Another way to enter professional vehicles is importing them via our excel template. To import a list of professional vehicles:
- Click on "Import vehicles", then "Download template file",
You can find below an explanation of the columns, to easily fill out the template:
- VehicleExternalId : is the vehicle's identifier. in your company
- VehicleName: is the name of the vehicle.
- VehicleType: mention if it's a car, motorcycle, etc.
- CurrentYearKm: is the distance traveled during the current year.
- LastYearDistanceKm: is the distance traveled during the previous year.
- Click on "Import", a message will pop-up as displayed below, confirming the import and a summary of imported vehicles and those updated if applicable:
To import the list of assignments:
- Click on "Import Assignments"
- Download the template and fill it out, here's how:
- AssignmentExternalId: assignment's identifier.
- VehicleExternalId : the vehicle's identifier within your organization
- AffectedUserMail : email of the affected user for this vehicle.
- AffectedUserPayId : affected user unique ID
- AssignmentStartDate: assignment start date
- AssignmentEndDate: assignment end date
- AssignmentIsActive: Yes if should be applied, No if not.
- Click on "Import" and a notification will pop-up "import successfully done".