Record the incident date, report date, and mileage
This article explains how the incident date, notification date, mileage, and location details are captured on a damage case (Schadenfall), and how those values are later used for filtering and reporting.
The two dates on a case
Every damage case records two distinct dates. Keeping them separate matters because reminders, filters, and reports treat them differently.
| Field | What it means |
|---|---|
| Damage date (Schadensdatum) | The date the damage actually occurred. |
| Notification date (Meldedatum) | The date the damage was reported to your team. |
Both dates are mandatory when you create a case. They can differ — a driver may report a scratch several days after it happened — and you should enter what is true for each rather than copying one into the other.
Mileage at the time of damage
The mileage field records the vehicle's odometer reading (in km) at the moment of the damage. It is required at creation and is stored as a whole number. Use the reading closest to the incident so cost-per-kilometre and vehicle-history views stay accurate.
Where the location goes
There is no dedicated location field on a damage case. Record where the incident happened — car park, motorway junction, depot yard — together with the circumstances in the Description field, which holds up to 2000 characters.
Tip: Write the Description in a consistent shape, for example "Location — what happened — parties involved". Because the field travels with the case into the detail view and exports, a predictable format saves time later.
Editing dates and mileage after creation
You can correct the damage date, notification date, mileage, and description at any time while the case is still open or in repair. Editing requires the damage-management:transition permission (SystemAdmin and FleetManager by default).
- Open the case in the detail view.
- Edit the core-data fields you need to change.
- Save. Only the fields you changed are updated, and an "updated" timestamp is recorded.
Warning: Once a case is closed it becomes read-only. You cannot change its dates, mileage, or description. Fix any incorrect dates before you close the case.
How dates drive filtering
When you filter the case list by a date range, a case matches if its damage date or its notification date falls in the range. If a case somehow has neither date, its creation date is used as a fallback. This is why entering both dates correctly makes cases far easier to find later.
Related
- Create a damage case (Schadenfall)
- Find damage cases with the list and filters
- Read a damage case in the detail view
- Assign a damage case to a vehicle and driver
