Accountant Fleet - Accounting-Fleet Integration
Connect accounting with fleet management to audit expenses, calculate mileage allowances and track private use
The Accountant Fleet module bridges the Accounting and Fleet Management systems, allowing accountants to access fleet information directly from the Accounting menu, audit vehicle expenses in the audit process and calculate mileage allowances for employees.
The system automatically adds vehicle expense audit items to the audit checklist, helping identify private use portions of company vehicles that need to be included in taxable income and supporting tax report preparation related to vehicle expenses.
Key Features
Key points
• Fleet Access: Access fleet information from Accounting menu
• Audit Checklist: Automatic vehicle expense audit item
• Mileage Allowance: Calculate mileage allowances for employees
• Private Use Tracking: Track private use of company vehicles
• Tax Compliance: Support tax report preparation for vehicle expenses
• Operating Expenses: Periodic operating expense audits
• Auto-install: Automatically installs with accountant and fleet
• Seamless Integration: Seamless integration without configuration
Important Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Fleet | Đội xe | Company vehicle management system |
| Vehicle expenses | Chi phí xe | Fuel, maintenance, repair costs |
| Mileage allowance | Phụ cấp xăng xe | Allowance for employees using personal vehicles |
| Private use | Sử dụng cá nhân | Company vehicle used for personal purposes |
| Operating expenses | Chi phí hoạt động | Daily operating costs |
| Audit checklist | Danh sách kiểm tra | Periodic tax audit checklist |
Access Fleet from Accounting
The module automatically adds Fleet menu to Accounting → Assets & Liabilities, allowing accountants to view fleet information without switching modules.
Steps
1. Go to Accounting from main menu
2. Select Assets & Liabilities
3. Click Fleet to view vehicle list
4. View vehicle details: license plate, model, driver, costs
5. Check usage history and contracts
Vehicle Expense Audit
The system automatically adds "Vehicle expenses: mileage or private use" item to audit checklist in Operating expenses cycle when preparing tax reports.
Steps
1. Open Tax Return Checklist in tax reports
2. Find "Vehicle expenses: mileage or private use" item
3. Click audit item → System opens vehicle list
4. Review each vehicle: fuel costs, usage history
5. Identify private use portion (if any)
6. Calculate mileage allowances and private use value
7. Mark complete when audit is done
Mileage Allowance Workflow
For employees using personal vehicles for work. Accountants calculate allowances based on kilometers driven and regulated rates.
Key points
• Clear regulations on allowance rate per km
• Verify kilometers are reasonable for work
• Require employee to provide route and purpose
• Pay allowances on time to employees
Steps
1. Employee records kilometers driven in Fleet system
2. Accountant accesses Fleet from Accounting menu
3. Review travel history and verify reasonableness
4. Calculate allowance = Kilometers × Rate/km
5. Create accounting entry to record expense
6. Pay allowance to employee
Private Use Tracking
For company vehicles used by employees. Private use portion must be included in employee taxable income per regulations.
Key points
• Record detailed purpose for each trip
• Calculate accurately based on actual kilometers
• Comply with tax regulations on private use
• Notify employees about tax portion
Steps
1. Record vehicle usage history (work/personal)
2. Check in audit checklist
3. Calculate % private use = (Personal km / Total km) × 100%
4. Calculate private use value per tax regulations
5. Include in employee taxable income
6. Record in payroll
Automatic Installation
Module automatically installs when both accountant and fleet modules are present in the system. No manual action or additional configuration needed.
Installation Requirements
| Required Module | Description |
|---|---|
| accountant | Advanced accounting module |
| fleet | Fleet management module |
Module Integration
Key points
• Fleet → Accounting: Vehicle expenses automatically recorded in accounting
• Accounting → Fleet: Accountants view vehicle info from Accounting menu
• HR → Fleet → Accounting: Private use included in payroll
Related Modules
| Module | Description | Role |
|---|---|---|
| accountant | Advanced accounting | Provides menu and audit checklist |
| fleet | Fleet management | Provides vehicle data and costs |
| account_reports | Accounting reports | Integrates audit template |
| hr_fleet | HR - Fleet | Links vehicles with employees |
User Groups
User Permissions
| Group | Fleet Access | Suitable for |
|---|---|---|
| Read-only | View fleet information | Staff who need to view reports |
| Bookkeeper | View and audit vehicle expenses | Daily accountants |
| Account Manager | Full management and audit access | Accounting department head |
Best Practices
Key points
• Record full purpose of use (work/personal)
• Check vehicle expenses monthly, not wait until year-end
• Reconcile recorded expenses with actual invoices
• Keep fuel and maintenance invoices for verification
• Prepare full documentation before audit
• Reconcile expenses with invoices and contracts
• Note clearly reasons for unusual expenses
• Store documents according to legal requirements