Adding and Maintaining Vehicles

If you use a vehicle for work for which you need to claim mileage expenses, you can add the details of any vehicles used in IRIS Expenses so that you do not need to enter the vehicle details for every claim. Pool cars or work vehicles can also be added within the software.

Users with administration access to IRIS Expenses can add details of vehicles and determine which users can access/view the details, and edit and view all vehicles added by users in the software. Employees who do not have administration access are only able to add, edit, and view their own vehicle(s) and can only view any company vehicles to which they have access to use.

Adding Vehicles

1. select Options, then select Settings.
2. Select Vehicles from the Expenses menu.
   Vehicles is selected by default for users who do not have administration access.
3. In the Vehicles panel, select Add +.
   
4. The Vehicle panel is displayed. Enter the vehicle details for the following:
   Registration - enter the registration number of the vehicle, e.g. CA70 TUH.
   Title - enter a name for the vehicle, e.g. Pool Car, ASmith's Car, or Yellow Mini Bus.
   Manufacturer - enter the name of the vehicle manufacturer, e.g. Ford.
   Model - enter the model of the vehicle, e.g. Focus Style.
   Owner - select a user's details from the drop-down list. If the vehicle is a company (pool) car that is accessible to all employees, do not select an owner.
   Transmission - enter the details of the transmission, e.g. Manual, Automatic, etc.
   Fuel Type - enter the details of the fuel type for the vehicle, e.g. Diesel, Petrol, Electric.
   CO2 Rating (g) - if known, enter the CO2 rating for the vehicle.
   Engine Size - enter the engine size of the vehicle, e.g. 1.4.
5. select Add to save the details.
   

Editing Vehicles

You can edit a vehicle to amend the details, for example, if a registration has been entered incorrectly, or to hide vehicles from selection when entering details for claims.

1. select Options, then select Settings.
2. Select Vehicles from the Expenses menu.
   Vehicles is selected by default for users who do not have administration access.
3. In the Vehicles panel, select the vehicle for which you want to edit details.
   If you are unable to see the details of the vehicle you want to edit, select the Page Number button or use the next and previous Arrow buttons at the bottom of the list. Alternatively, enter the details of the vehicle in the Search field.
4. The Vehicle panel is displayed. select Edit.
   

Editing the vehicle details

Amend the required details, then select Update.

Hiding the vehicle

1. Toggle the Active switch on or off to determine if a vehicle can be selected when entering the details of a claim.
2. select Update to save your changes.