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Management > Costs > How to register a new cost?

In order to register a new cost, go to the Management > Costs and click on the Add new button, located in the upper-right part of the screen:

The following panel will be available to you:

There are two tabs for you to fill, in order to register a new cost. You can select them on the upper left part of the panel:

  • General
  • Additional information

 

GENERAL

The general tab of the new cost panel is:

 

It contains the following fields:

Field Description/Action
Date

This is where you specify the date and time of the cost.

Click on the calendar button:  and the following panel becomes available:

You can define when (day and time) did occur the cost that you wish to register. The upper part of the panel you select the time (hours and minutes) - indicated in orange on the example picture - and in the lower part of the panel, you select the day when did occur the cost that you with to register - indicated in red on the example picture.

Vehicle

By clicking on the vehicle field button, a drop down list appears and you can select the vehicle for which the cost that you are registering is associated to:

Entity

By clicking on the Entity field button, a drop down list appears and you are able to select the entity that is issuing this cost:

Cost type

By clicking on the cost type button field, a drop down list appears with all the cost types (fixed and variable) that are associated with the entity selected in the Entity field:

Total cost

By clicking on the Click to add link, the following free text box opens and you are able to enter the monetary value of this cost:

Odometer

By clicking on the odometer Click to add link, the following free text box opens and you are able to enter the odometer reading. 

This is not a mandatory field, but Frotcom will use it, when available, to calibrate the number of kilometers in the calculation of Cost/km.

Moreover, if on the Entity field you select an entity which has Variable costs associated and on the Cost type you select a Variable cost, you will have additional fields:

I.e. by defining a Variable cost, the fields Quantity and Unit cost become available:

Field Description/Action
Quantity

This is the number of units of the cost type. To add this information, you can click on the Click to add link and a free text box will be available:

  

Unit cost

This is the price of each unit of the cost type. To add this information, you can click on the Click to add link and a free text box will be available:

Continuing now with the example of the panel's picture, we selected a variable cost (fuel), a quantity of 57 Liters and a unit cost of 1.56 £:

You will notice that if you fill the Quantity field and the Unit cost field, the Total cost field is automatically filled:

It works under the following method: when you edit or create a variable cost, the rules for calculation of the costs on the right side of the cost details window are:

  • if you enter the Quantity and the Unit cost, the Total cost will be calculated automatically.
  • if you enter the Quantity and the Total cost, the Unit cost will be calculated automatically.

In the case of variable costs, the Quantity is mandatory. If you do not want to specify quantities and unit costs, your cost should be defined as Fixed cost, in the Preferences folder.

 

Additional Information

The Additional information tab of the new cost panel is:

 

It contains the following information:

Field Description
Document This field is a free text one that allows you to enter a tag which supports the cost (invoice number, bill number, etc.)
Location This field is a free text one that you can use to specify the country where this cost took place.
Country This field is a free text one that you can use to specify the country where this cost took place.
Cost description This field is a free text one that you can use to insert more information about the cost.
Notes This field is a free text one that you can use to insert notes about the cost.

To enter information in these fields, simply press the Click to add link and a text box will become available. Press enter when you finish entering the information on each field.

When you are done, click on the Save button located in the upper right part of the panel, so that Frotcom registers this cost:

Alternatively, you can also press the Save and new button if you want to go directly to the creation of another cost:

On the other hand, if you want to discard your changes, simply press Back to list button, located in the upper left part of the panel at any time:

 

If you wish to edit an already existing cost, click here.

If you wish to delete a cost, click here

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