CONFIGURATION

• Go to Fleet > Vehicles . You can select an existing vehicle from the list or click New to add a new car.
• Select driver of the vehicle.
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• Employee Car: Tick this checkbox to prioritize tracking professional business distance rather than the total vehicle mileage.
• Fiscal Horsepower: Enter the vehicle's power rating. (Note: This field is formatted strictly as a float number).
• Business Distance Unit: Select your preferred operational unit ( km or mi ). (Note: This only updates the unit display format on the interface, it does not convert the underlying numerical values).
• Business Distance (Year): This field automatically sums up all the distance records from the vehicle's Odometer logs for the current year.

• Odometer: Tracks the vehicle's mileage history. The system automatically records approved expenses here, but you can also manually add new entries anytime.
  

2. Mileage Scale Configuration

(cds_mileage_allowance)

• Go to Expenses > Mileage > Mileage Scale > click New to create a rule.
• Name: Give the scale a clear identifier, such as FH_3_0_5000.
• Formula: Define the calculation logic using a Python formula
  (for example result = d * 0.529)

• Mileage Allowance Conditions: Click Edit Domain to define the criteria used to determine when a mileage scale applies. These conditions allow the system to automatically select the appropriate reimbursement formula based on expense and vehicle data, such as the vehicle's F iscal Horsepower (CV) , cumulative annual mileage ( Year KM Afte r), vehicle type, or any other configured parameter.
  

• Setup Example (URSSAF Mileage Allowance): You can easily translate standard governmental matrices into the system. Beside is a reference table based on French URSSAF scales:

• Go to Expenses > Mileage > Mileage Allowance . This dedicated view only shows [MIL] Mileage expenses.
• Click New to create a new mileage allowance record.

USAGE

When creating a new Mileage Allowance:

Inside the new record (Category: [MIL] Mileage), fill in the details to trigger dynamic calculations:

• Vehicle & Distance: Select the vehicle assigned to the employee and enter the distance traveled.
• Annual Mileage Tracking: The system automatically retrieves the vehicle's accumulated mileage for the year ( Year KM Before ) and calculates the updated total ( Year KM After ) based on the entered distance.
• Mileage Scale (Auto-Matching): The system automatically identifies the applicable mileage scale by evaluating the expense data against the configured criteria. For example, it can consider the vehicle's fiscal horsepower (CV) and the employee's cumulative annual distance to determine the correct scale. No manual selection is required.
• Reimbursement Amount: Once the matching scale is found, the system executes the configured Python formula and automatically calculates the reimbursement amount.
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1. Dynamic Calculation & Odometer Syncing

• The system automatically retrieves the vehicle's accumulated annual mileage ( Year KM Before ) and calculates the updated value ( Year KM After = Year KM Before + Distance ).
• Based on the configured matching criteria (e.g., vehicle Fiscal Horsepower (CV) and annual mileage), the system automatically selects the appropriate Mileage Scale.
• The reimbursement amount ( Total ) is then calculated using the formula defined on the selected Mileage Scale.

• Once the expense aka milleage allowance is Approved , the system automatically creates an Odometer log to sync this new distance directly with the vehicle's history.
  

2. Modification After Approval

• If you change the Distance on an approved expense, the system smoothly handles the update: it auto-syncs the linked Odometer log, recalculates the Fleet's total distance, and refreshes the Expense Total.
• (Note: Refused or deleted expenses will automatically delete their linked odometer logs to prevent phantom data).

3. Handling Parallel Expenses (The Refresh Button)

• Scenario: You have two Draft expenses (A & B) for the same car. If Expense A is approved first, the car's total mileage increases, making Expense B's Year KM (Before) outdated.
• Note: There will be a warning showing that the Year KM Before is outdated.

• Solution: While Expense B is still in Draft, simply click the Set Year KM (Before) button. This manually fetches the latest data from the Fleet to ensure perfect calculations. (This button permanently locks once the expense is submitted).