Gemeinkosten: Managing Fleet Costs Without a Vehicle Reference
Overview
Gemeinkosten (Overhead costs) are receipts without a vehicle assignment – for example parking-space rents, software fees, administrative or insurance flat rates that concern the fleet as a whole. You manage them under Stammdaten → Gemeinkosten (Master data → Overhead costs) (/applications/gemeinkosten/overview). Via the optional Kostenstelle (Cost centre), the costs remain cleanly analysable nonetheless.
The overview
When you open it, the current month is preselected. The period selector offers quick filters: Aktueller Monat (Current month), Letzter Monat (Last month), Aktuelles Quartal (Current quarter), Aktuelles Jahr (Current year) – or you choose a free from/to period. Zurücksetzen (Reset) shows all overhead costs with no time restriction.
The table shows date, invoice, cost type, cost centre, net, VAT %, gross and note. In the toolbar you find:
- Spaltenauswahl (Column selection) – show and hide columns
- CSV and PDF export of the current view
- Suche (Search) across all columns; plus Excel-style column filters and sorting
Creating and editing an overhead-cost receipt
- Click the green plus button ("Neuer Beleg" / New receipt) – visible only with
gemeinkosten.edit. - Enter Datum (Date), Rechnung (Invoice), Kostenart (Cost type), optionally Kostenstelle (Cost centre), Netto (Net), MwSt-Satz (VAT rate), Brutto (Gross) and a Hinweis (Note; multi-line).
- Net and gross recalculate each other automatically based on the VAT rate – identical to the normal receipt dialog (article 56).
- Speichern (Save). A vehicle is deliberately not assigned – that is precisely what makes the receipt an overhead item.
Editing and deleting are done via the icons in the Aktionen (Actions) column; deleting asks for confirmation as a precaution ("Möchten Sie diesen Beleg wirklich löschen?" / Do you really want to delete this receipt?).
Interaction with the BelegStapel
Gemeinkosten and the BelegStapel (Receipt batch) (article 58) show the same data basis: receipts without a vehicle. If it turns out that a receipt does belong to a vehicle after all, assign it in the BelegStapel – it then disappears from the overhead costs and appears in the vehicle's Belege overview.
Frequently asked questions
"Keine Gemeinkosten im gewählten Zeitraum vorhanden" (No overhead costs in the selected period) – but there are some? Check the period filter: by default only the current month is visible. Click Zurücksetzen (Reset) to see all entries.
Why can I view receipts but not create or delete them? Creating, editing and deleting require gemeinkosten.edit; gemeinkosten.view grants read-only access (article 18).
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