The Journal module allows you to organize trips from the Trips module.
The trips can be classified them as "business" or "private" and given descriptions to present the journal to tax authorities. If, due to technical reasons, the odometer read data in Ecofleet differs from that in the vehicle, the read can be corrected in Journal.
The Journal module is accessed by clicking the Journal button on Ecofleet bar.
Purposes of the Journal module
- Some data in the Journal may be edited - in contrast to the Trips module, where all data is set fixed.
- Simplifies any record-keeping that is mandatory for taxation requirements. You can add the necessary descriptions and business-private distinctions to the trips.
- Allows you to correct odometer reads if necessary.
The Journal view
The left side of the Journal view displays a list of journal entries and the buttons to select the vehicle and the time period to generate the list.
The right side of the Journal view displays details of the journal entry selected on the left. The details displayed include several editable fields relating to the purpose of the trip and also fields to correct the odometer and fuel reads.
Journal entry creation
Transferring trips to Journal
Journal entries are created from trips in the Trips module. How this works can be read in the article on the Trips module.
Automated Journal entry creation
In addition to manually transferring trips to journal, it is possible to have Ecofleet automatically transfer a trip to journal depending on end location.
Next to every journal entry is a Remember checkbox. If the box is checked, Ecofleet transfers every trip ending at the same location with this entry to the journal, adding the same description and type.
This solution saves time if the same clients are visited often or works performed in the same locations. The description, for example "maintenance for client X", has to be entered but once and the trip marked as business. In the future, similar trips shall be transferred to the journal automatically.
Correcting Odometer Reads
Due to technological reasons, there may be a difference between odometer reads in the vehicle and those displayed in SeeMe. The difference may be corrected by entering the proper value in the Odometer after field.
This chapter explains:
- why may it be necessary to correct odometer reads in the Journal module
- what happens when a user corrects odometer read
- what limits there are to such correction.
We have to start by a discussion of how Ecofleet creates the track. The track is the trail of the vehicle as abstracted from the positions periodically sent by the device in the vehicle. These positions are joined with direct lines. In other words, the positioning data is not and never can be completely continuous.
This technical limitation, however, results in a potential difference between the track as shown in Ecofleet and the distance shown on the actual odometer. The latter is drawn directly from rubber hitting the road. The vehicle will travel in curved trajectories, of which GPS data is given out in certain points, and the points are connected with straight lines. Whether the potential difference manifests as an an actual difference depends on how many positioning points the devices transmit.
There are additional considerations involved in the notion of trips. Trips are generated as follows:
- A trip starts if the ignition system for a vehicle is switched on and
- ignition is kept on for at least a minute or
- the vehicle moves for at least 50 meters.
- A trip ends if the ignition is switched off and is not switched on for a minute.
- Additionally, a trip ends if the car stops for at least 10 minutes, even if the ignition is not turned off. If the trip is ended this way, a new trip will start if the car moves at least 50 meters.
These necessary limitations in trip generation can also result in differences between the odometer read in the vehicle and the odometer read registered in Ecofleet.
CAN bus systems
There may be vehicles where the CAN bus system collects odometer data directly and transmits it to Ecofleet. In this case the above considerations do not apply.
As demonstrated above, there are technical reasons that may result in a difference between the vehicle odometer read and one shown in SeeMe. The odometer read may be corrected in the Journal module.
What happens when a user corrects the odometer read in Journal
When a user corrects (edits) the odometer read in Journal, the odometer reads in Ecofleet are corrected retroactively. The difference between reads before correction and after correction is divided between all trips until the time of last odometer read correction.
The odometer read of 150 000 is changed to 150 500. The last corrected odometer read is 100 000. The values associated to prior trips also change, as the chart below demonstrates.
|Before correction||After correction|
|100 000||110 000||100 000||110 100|
|110 000||120 000||110 100||120 200|
|120 000||130 000||120 200||130 300|
|130 000||140 000||130 300||140 400|
|140 000||150 000||140 400||150 500|
Limits on odometer read correction
There are limits as to how much the odometer read may be changed in Ecofleet.
Users can correct odometer read if the change is 5 % or less of distance. This limit can be bypassed by administrators.
- A weighted average is calculated of how much the read was corrected (percentually) previous 4 times. In calculating the weighted average, the weights are the distances. If the weighted average percentage is less than 10 %, the change is allowed.