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.
The Reports module is accessed by clicking the Reports button on Ecofleet bar.
Purposes of Reports
- Reports module allows you to query for detailed charts of information on your vehicles
- There are some types of reports (daily report and period report) where the fields displayed may be customized by the user.
- You can have reports periodically sent on your e-mail, without you logging into Ecofleet.
- The reports may be exported and further edited outside Ecofleet.
Creating a Report
- Choose a report (The Type drop-down menu).
- Choose a time period (Options within the Timeframe box).
- Choose one or more vehicles (Options within the Vehicles box) and vehicle group (or groups).
- Click Create report.
If you choose one of the shortcuts for time period (“Today”, “Yesterday”, “This week”), then the report is created instantly.
Report column settings
Since every company has different needs and desires of what kind of data should be displayed in reports, it is possible to configure the reports in Ecofleet accordingly.
For configuration go to Settings -> Reports -> Report column settings and choose the desired report.
Configurable reports are:
- Day report
- Period report
- Equipment report (has to be enabled by Ecofleet Support)
- Shifts report (has to be enabled by Ecofleet Support)
The user can choose whatever columns to be displayed in report.
It is also important that all the changes will automatically be made in Default report (in Reports module named as Day Report).
Besides the default settings it is possible to create additional views of the same (default) report. The user can set the report to be personal (only the creator can see it) or public (visible to other organization members as well).
Creating new report view:
- name the report
- mark whether the report is private or public
Created report view in the Reports module:
Available Report Types
The actual reports you have available may vary and can be configured in Settings -> Roles ("Report permissions").
- Day report – A report where one row displays one day. The report is grouped by vehicle, if several are selected. The report is customizable, you can select the fields displayed under Settings > Reports > Report column settings > Day report.
- Period report – A report where each row will display, for a vehicle, a summary of information. The report is customizable, you can select the fields displayed under Settings > Reports > Report column settings > Period report.
- Engine hours report gives an overview of engine use, displaying organized by day:
- Distance traveled - the distance that the vehicle moved throughout the selected period
- Driving time – time during which ignition has been on and the vehicle has moved
- Idling time – time during which the ignition has been on and the vehicle has not moved
- Idling time % - the proportion of idling time to the total time when ignition has been on
- Standing time – time during which the ignition has been off
- Fuel report – displays any vehicle fuelings: date and time, location, contents of fuel tank before and after fueling and the increase. This report also displays sudden decreases in fuel tank, ie possible fuel theft.
- Top destinations report – displays the destinations where the vehicles spent most time. The report displays number of visits for each vehicle, total and average time spent in location. The report is similar to areas report, however the latter only displays user-defined areas. The top destinations report also displays address locations.
- Areas report – displays the areas where the vehicles spent most time. The report displays number of visits for each vehicle, total and average time spent in location.
- Areas group report – similar to areas report, but area groups are displayed as nested.
- Worktime report – displays the allocated working time in the first column, then actual working time in the other columns, time vehicle was used outside working time and its proportion to vehicle use inside working time.
Configuring an Automatic Report
It is likely that you need some information on your vehicles regularly. An alternative to logging in to Ecofleet and creating a report is to configure SeeMe to e-mail the reports to you daily, weekly, or monthly.
To create a new Automatic Report, select Settings -> Reports, then click Add new. You will need to make the following choices:
- Send to - enter an e-mail address to receive the report.
- Report type - choose one of the types listed above.
- Interval - select either daily, weekly or monthly. The report will be generated for the previous time period of the selected type.
- Sending day - for a weekly or monthly report, select to have the report sent on a specific weekday or a day of the month.
- Format - choose whether the report should be sent in PDF, HTML, Excel or CSV format.
- Vehicles - reports can be generated for all vehicles, vehicles by groups or individual vehicles from the list.
It is possible to save report favourites for frequent use. In order to create a new favorite report:
- go to Settings -> Reports -> Report favorites
- click "New"
- choose a name for yout report
- choose a desired report from the drop-down menu
- choose the vehicles for you report
- click "Save"
You can see the created report in Reports module -> "From template"
- All reports may be sorted in reverse order. To do so, move mouse over heading of first column, after which a downward arrow appears at right corner. Clicking the arrow opens a menu. Selecting Group by This Field reverses the ordering. This property is helpful in day report, which by default is grouped by vehicle and then by date, but which can be reversed – grouped first by date and then by vehicle.
- From many reports you can open the same information in another module. The report will remain open in the Reports tab.
- Double-clicking a row in the Day, Engine hours and Fuel reports opens the day in the Map view.
- Double-clicking a row in the Week report views the data in the Trips module.
- Double-clicking a row in the Top destinations, Top routes, Areas report will open the location in a small map window.