Creating a Receipt: Recording Vehicle Costs Manually

Module: Receipts / vehicle file → Belege (Receipts)

Audience: Fleet managers, clerks

Required permission(s): belege.view (view), belege.edit (create)

Overview

Belege (receipts) are the individual cost items of your fleet – fuel fills, servicing, repairs, washes and everything else you map via Kostenarten (cost types). Alongside the automatic fuel card import (article 08) and the CSV KostImport (article 59), you can record receipts manually at any time – centrally in the receipts overview or directly in the vehicle file.

Path 1: the receipts overview

Open the receipts overview (/applications/belege/overview).
Click the green plus button ("Neuer Beleg" / New receipt) – it appears only with the belege.edit permission.
Fill in the fields:

Belegdatum (Receipt date; pre-filled with today)
Fahrzeug (Vehicle; selected by licence plate, with a search filter)
Kostenart (Cost type) and optionally Kostenstelle (cost centre)
Netto (Net), MwSt-Satz (VAT rate) and Brutto (Gross) – net and gross convert into each other automatically based on the selected VAT rate (details in article 56)
Rechnung (Invoice/receipt number)

Speichern (Save) – the receipt appears in the overview immediately.

Path 2: the vehicle file (with mileage and quantity)

For fuel- and vehicle-related details, open the vehicle under Stammdaten → Fahrzeuge (Master data → Vehicles), switch to the Belege tab and create a receipt there. This dialog offers additional fields:

KM-Stand (Mileage) – the mileage at the time of the receipt; maintain it especially for fuel receipts so consumption reports calculate correctly
Fahrername (Driver name), Warensorte (Goods type), Lieferant (Supplier), Maßnahme (Measure) and Hinweise (Notes)
For the cost type Tanken (Refuelling), additionally the Menge (quantity, litres); for electric and hybrid vehicles instead or additionally KWH Zugeladen (kWh charged), Aktueller Ladestand in % (current charge level in %), Strommix (electricity mix), Reichweite in KM (range in km) and Ort (location) (article 11)

Receipt without a vehicle?

If you leave the vehicle empty, the receipt is not assigned to any vehicle. Such receipts appear:

as Gemeinkosten (overhead costs, article 60) and
in the BelegStapel (receipt batch, article 58), where you can later assign them to a vehicle in bulk.

Documents on the receipt

You attach invoice scans and receipts directly to the receipt ("Dokumentenverwaltung" / document management licence required). The document area becomes available only after the first save – so create the receipt first and then reopen it to upload.

Frequently asked questions

The plus button is missing – why? Creating requires the belege.edit permission; with belege.view alone the overview is read-only (article 18).

The right cost type does not exist. Cost types are maintained in the general master data (article 20). Create the cost type there, and afterwards it is available for selection in the receipt dialog.

Written by Alexander Hagemann

Updated: