Setting the rate per kilometer

The rate per kilometer is the charge-back rate applied to the distance a vehicle is driven. You set it on the vehicle's master data when you create the vehicle and can adjust it at any time.

What the rate per kilometer is

Each vehicle stores a single rate per kilometer value — the rate charged per kilometre driven. It is a core master-data field alongside the current odometer and the allowed annual mileage, and it is used when distance-based charges are calculated for bookings and utilisation.

The rate per kilometer is a rate you decide, not a measured figure. Do not confuse it with cost per kilometer, which the platform calculates from actual costs and mileage (see the related article). The rate per kilometer stays fixed until you change it.

Setting the rate when creating a vehicle

Creating a vehicle requires the vehicles:manage permission. The rate per kilometer is entered together with the other master data:

1. Start creating a new vehicle and fill in the VIN and licence plate (both required).
2. Select the brand, model, and year, and enter the current odometer and allowed annual mileage.
3. Enter the rate per kilometer as a decimal value.
4. Complete the remaining fields and save. The vehicle is created with the rate applied.

Changing the rate later

You can update the rate on an existing vehicle at any time; this also requires vehicles:manage.

1. Open the vehicle and edit its master data.
2. Change the rate per kilometer to the new value.
3. Save. The change is recorded in the vehicle's change history so you can see who changed the rate and when.

Note: The rate per kilometer is stored with high precision and appears on the electronic vehicle-file (Fahrzeugakte) export, where it is printed to four decimal places. Enter the exact rate you want charged rather than rounding.

Tip: If you want to understand what a vehicle actually costs to run — fuel, maintenance, leasing, and so on — look at the cost per kilometer in the cost data, not the rate per kilometer. The two answer different questions: one is what you charge, the other is what it costs.

Related

• Reviewing cost data on the vehicle file
• Recording leasing and financing contracts
• Maintaining technical data
• Recording commercial-vehicle data for trucks, trailers, and buses