My Vehicles

The My Vehicles screen contains a list of all the vehicles that are available for you to select when creating a vehicle-based expense claim item or adding an entry in Mileage Inquiry. On this screen, if your company's expense parameters allow for it, you can add, modify and delete vehicles.

Adding a Vehicle

Right-click within the grid, or left-click a vehicle and click the menu icon , then click Add. This opens the Modify Vehicles window.

Complete the fields as follows:

Vehicle Type	Select whether this is a personal or company vehicle. Depending on your company's expense parameters, you may only be allowed to add personal vehicles.
Company Asset	This field appears if you selected Company for the Vehicle type. Select which type of company asset this vehicle is from the drop-down.
Name	Enter a name for this vehicle. This is the name you will see in the Vehicle drop-down when entering a vehicle-based expense item. If you selected a company asset, the name will be filled automatically, but you can still edit it if you wish.
Expense Type	Select which vehicle-based expense type this vehicle will use for mileage claims from the drop-down.
Classification	Select a vehicle classification from the drop-down. Classifications are restricted based on expense type, so this field is disabled until an expense type is selected.
Primary	Tick this box if you wish to make this your primary vehicle. Your primary vehicle will be selected by default when you are entering a vehicle-based expense item. If this is the first vehicle you have added, it must be your primary vehicle.
Dormant	Tick this box to make this vehicle dormant. Dormant vehicles will not be available to select when creating vehicle-based expense items until they are made active again. Your primary vehicle cannot be made dormant. Vehicles linked to active mileage claims also cannot be made dormant.
Beginning Balance	If you have already driven this vehicle within the current tax year, you should enter the number of miles already driven in this field. This can be important if the reimbursement rate for mileage is calculated based on miles driven. If you do not add a beginning balance at this stage, you can add one later via Mileage Inquiry.
As of Date	Enter the date on which you started using the vehicle.

Click to save the vehicle. It will then appear in the My Vehicles grid.

Modifying a Vehicle

All fields except Beginning Balance and As of Date can be modified at any time.

Right-click the vehicle you wish to modify, or left-click the vehicle and click the menu icon , then click Modify. This opens the Modify Vehicles window for that vehicle.
Edit the fields as necessary.
Click to save the vehicle.

Deleting a Vehicle

To delete a vehicle, right-click the vehicle you wish to delete, or left-click the vehicle and click the menu icon , then click Delete.

There are some restrictions on which vehicles can be deleted. If a vehicle has already been used in expense items, it cannot be deleted. Attempting to delete such a vehicle will instead make it dormant. The Delete option is not available for dormant vehicles. If you attempt to delete your primary vehicle, you will receive an error message. The only way to delete your primary vehicle is to first make a new vehicle primary, then delete the old primary vehicle.