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Report: Mileage

Registration log and Total per period

Written by Alberte Raaschou Villefrance

Mileage in the report library

In the report library, you can find views for mileage registration, which provide insight into employees' registered mileage created via the Mileage Registration module.

Mileage registration is used to register mileage used in the employee's private vehicle and can be used for documentation, approval, and payroll payment.

The report can be used for:

  • tracking registered mileage

  • checking mileage registrations

  • documentation of mileage registration

  • overview of distance per employee

  • exporting data for further processing in Excel

You can work with the report in two different views:

  • Registration log → shows all registrations individually

  • Total per period → shows the total distance for a selected period

The report can be found under:

HR Statistics → Report Library → Mileage Registration

What does the report contain?

You can choose between two different views of the report:

  • Registration log

  • Total per period

For both views, you select a period, which can be by year, quarter, month, or week/day.

You can generate reports for one year at a time at most.
If you need a longer period, you must generate several reports and combine them afterwards.

1. Registration log

The Registration log view shows each individual mileage registration as a separate line in the report.

This view gives a detailed overview of all registered mileage in the selected period.

The report includes a view of:

  • employee name

  • payroll number

  • department

  • policy

  • mileage date

  • distance for the trip

  • note for the registration with purpose, to/from, and the car's registration number

How to use the report

  1. Select “Registration log”

  2. Select period (year, quarter, month, or week/day)

  3. Optionally filter using the standard filters

  4. View the result per employee in the report

When should you use this report?

Use this report when you want to:

  • find specific mileage registrations

  • check registered kilometers

  • see notes or the purpose of the trip

  • export mileage data to Excel

2. Total per period

This report shows a total summary of distance in a selected period – per employee.

The report sums up the registered kilometers based on the selected filters and shows a total number of kilometers for the period.

How to use the report

  1. Select “Total per period”

  2. Select the desired period (year, quarter, month, or week/day)

  3. Optionally filter using the standard filters

  4. View the result per employee in the report

The result is shown as a total number of kilometers for the selected period.

When should you use this report?

Use this report when you want to:

  • get an overview of kilometers driven in a period

  • analyze the extent of mileage

  • see total distance per employee

  • work with aggregated data instead of individual registrations

Report filters

Both views of the report can be filtered and customized so the view only shows the desired groups.

It is possible to filter by the following:

  • Employee name

  • Employee status

  • Payroll number

  • Job title

  • Department

  • Policy

  • Company

  • Country

Export to Excel

Click Export to continue working with the report in Excel.

When exporting to Excel, make sure to select the same decimal separator in the export as you have set up in Excel to avoid issues with number conversion.

FAQ

How is the mileage report used?

..?

Questions

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