Vehicle Log Sheet - Fleet

One driver's day, with every trip they made listed underneath: where they went, the meter readings at each end, the fuel taken and the day's totals.

When to use it

At the end of a driving day, when the driver hands in the paper log and somebody enters it. You come back to it as the sheet is checked and approved.

Before you start

The driver must exist as an employee, and the vehicles must exist in Fleet Vehicles.
There is one sheet per driver per date, so check whether today's sheet has already been started before you create another.
You need create rights on this screen. The approval steps need whoever your organisation has given site and HR approval to.

Where to find it

Fleet > Vehicle Log Sheet.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Log Sheet	Employee	The driver this day's sheet belongs to. There is one sheet per driver per date.	Yes
Log Sheet	Primary Vehicle	Default vehicle prefilled onto each trip; per-trip can override	Yes
Log Sheet	Date	The day this sheet covers. Fleet cost figures place its spend in a period by this date.	Yes
Log Sheet	Branch	(not explained yet)	No
Log Sheet	Site	Branch, project or department this document belongs to. Lets you report profit and cost per unit.	No
Log Sheet	Total Trips	Trips run on this sheet. Type it in - it is not added up from the trips below.	No
Log Sheet	Engine Hours	Engine hours run on this sheet. Type it in - it is not added up from the trips below.	No
Log Sheet	Total KM	Kilometres run on this sheet. Type it in - it is not added up from the trips below.	No
Log Sheet	Fuel Cost	What the fuel on this sheet cost. It reaches fleet cost figures only when a Primary Vehicle is set.	No
Log Sheet	First Trip Start	When the driver's first trip began. A record only - overtime pay comes from attendance, not this time.	No
Log Sheet	Last Trip End	When the driver's last trip ended. A record only - overtime pay comes from attendance, not this time.	No
Log Sheet	Notes	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Trips	Trip #	Numbered automatically when you save. Leave it blank unless you need to set the number yourself.	No
Trips	Vehicle	The vehicle that made this trip. It starts as the sheet's Primary Vehicle and can be changed per trip.	No
Trips	From	(not explained yet)	No
Trips	To	(not explained yet)	No
Trips	Purpose	What the trip was for. A driver pay rule can be set to count only trips with a chosen purpose.	No
Trips	Start Reading	Odometer or hour meter when the trip began. End Reading less this figure is the distance or hours used.	No
Trips	End Reading	Odometer or hour meter when the trip ended. It also moves the vehicle's own meter forward.	No
Trips	Reading Used	Worked out for you: End Reading less Start Reading. Per-kilometre driver pay is based on it.	No
Trips	Fuel Qty	Fuel put into the vehicle on this trip. A quantity only - the sheet's Fuel Cost is entered separately.	No
Trips	Remarks	Optional note about this trip, such as a delay, a detour or a waiting charge.	No

How it works

A sheet is entered as a draft and then goes round for approval: Submit, then Site Approve, then HR Approve, then Post. A submitted sheet is read only, so to correct it you send it back. It can be rejected at the site step, sent back to draft by HR, or stepped back later with Unapprove and Unpost.

Each trip you add does some of the work for you. Leave Trip # blank and it is numbered automatically. Reading Used is End Reading less Start Reading. The End Reading also carries the vehicle's own meter forward, so the odometer or hour reading on Fleet Vehicles keeps itself up to date from the trips. It only ever moves forward, so a mistyped low reading does not pull it back.

You type the day's totals at the top yourself. Total Trips, Total KM and Engine Hours are not added up from the trips underneath. They are whatever you enter, so check them against the lines.

Fuel Cost is the figure that reaches the fleet cost and expense reports, in the month of the sheet Date. It gets there only when the sheet has a Primary Vehicle set. A sheet covering several vehicles with no primary vehicle records the fuel spend against nobody.

Tips and common mistakes

Set the Primary Vehicle even when the trips name their own vehicles, or the day's fuel cost never appears on a report.
Posting a sheet does not pay the driver. Per-trip driver pay cannot be worked out from these trips at present, so nothing reaches a payslip from here. Driver hours and overtime come through attendance instead, and First Trip Start and Last Trip End on this sheet are a record only.
Enter the readings in the unit the vehicle is tracked in. A reading entered in kilometres against a vehicle tracked in hours does not move its meter at all.

Fleet Vehicles, Service Record, Compliance, Vehicle Log Sheet and Equipment Utilization reports.