Finance > Travel Recording Procedure
Authorised by Finance Manager
Issue Date: 4 May 2023
Entry of Vehicle Usage for:
BS07-ZT BS07-ZS XDX-883 1IP 4QN PQT-870 1XS-9LA
1QF-4NC BS07-ZU PKI-021 1OA-7TD UQH-743 1YE-8UB
1. Collect all Travel Log sheets from the vehicles in the last week of required month and remaining sheets for required month as soon as possible after the month ends.
2. To open the file for entry, go to
•K:/ Drive
•Admin Folder
•Finance
•Travel
•Open Travel Sheets
3. Select the
“Milage from Jan 19” tab, enter the date, reporting month, vehicle rego, start
odometer, end odometer, name/activity, description,
destination (if applicable), check kilometres and enter rate. Then tab to next
line and continue until sheet is completely entered
The following vehicle
need not be recorded:
•Green Fingers for
UQH-743
4. Filter data by destination, selecting all destinations an hour or more from Portland, then calculate the discounted fleet rates, using form CCF-22.
5. Then select the Pivot T-Centre vehicle tab, select the required month in row 3 and right click over the pivot table and select refresh. Repeat the process on the report tab. Then make sure both have the same total. Print a copy of each.
6. Open file “Travel month year” of previous month, select Save As and replace the month in the file name to the required month and year in the file name when applicable.
7. With the Pivot T report from step 5 and the Carelink+ report via PowerBI, enter centre-based travel and private vehicle travel in the Data tab.
8. Select the Pivot Table tab, right click over the pivot table and select refresh. Print this table off to enter invoices into MYOB.