Documentation / Costs, invoices and reports
Legal and accounting PDFs
IntelliFleet makes the documents the law and your accountant ask for as PDF files, laid out from the regulations and in the language you use IntelliFleet in (English, Polish or German). Each one carries your company name and tax ID from Settings > Company. Nothing is stored: the file is made from today's data each time you ask, so a corrected trip shows in the next PDF.
Who can make them
- The VAT mileage log and the road card need the Mileage permission (under IntelliFleet in Administration > Roles).
- The internal voucher and the work order need the Costs permission.
- A user who sees only some branches (see Branch access) can make documents only for those branches' vehicles.
VAT mileage log
On Mileage > Trips, click VAT mileage log, choose the vehicle and the month and click Create PDF. The log shows your company and tax ID, the vehicle, the odometer at the start of the log, at the end of the period and at the end of the log, every trip of the month with its date, purpose, route, driver and kilometres, the total, and the footnotes the VAT act asks for. For a trip in a vehicle lent to someone outside the company it also shows the odometer when it left and came back, and who had it.
The log needs its start. Add an odometer reading on Mileage > Odometer with the VAT log milestone Start of the VAT log (see Mileage), dated no later than the month. Without it IntelliFleet tells you what to add instead of making a log that is not valid. Mark the end of a period with End of a VAT period to print that odometer too.
Road card
On Mileage > Road cards, click the printer icon on a card. The road card prints on a landscape page as a form of numbered boxes: card number and date, company, vehicle and registration number, owner, driver and licence number, purpose, route, odometer and time at start and end, kilometres driven, driving, rest and working hours and notes, with lines for the issuer and the driver to sign.
Internal voucher
On Costs, click Internal voucher, choose the vehicle and the month, type the voucher number and its date, and click Create PDF. The voucher adds up the vehicle's business trips of the month at the per-km rates they were settled with (see Mileage), shows the amount in Polish words as an accounting voucher (dowód wewnętrzny) needs, and has lines for the issuer and the approver. A month with no business trips has nothing to settle, and the trips of one voucher must be in one currency.
Work order
On Costs > Work orders, click the printer icon on an order and type the text to print, for example instructions for the driver. The PDF shows the order's number, period, vehicle, driver, customer, type of work and route, then your text, and has lines for the issuer and the one who receives the order.
Record card
Any record can be printed as a card of "label: value" lines under a title, with lines to sign. It is made from the lines the screen sends, so the list you print from decides what is on the card.