How do I create a new vehicle?

Modified on Tue, 10 Dec, 2024 at 3:06 PM

Within Capture Expense, you can create a new Vehicle record with its own mileage rate if your organisation uses different mileage rates from those approved by HMRC.

The Mileage Rates can be cumulative or non-cumulative. The cumulative thresholds are applied, based on the total number of miles a person has travelled (regardless of vehicle) in any given tax year (UK from 6th April).

If you set Mileage From = 0 and Mileage To = 10,000, the rate will be applied when the claimant does not exceed 10,000. If Mileage From = 10,000 and Mileage To = 0, this rate will be applied when the claimant exceeds 10,000 miles.

To create a new vehicle

1. Create the Vehicle record

Navigate to the Vehicles page.
Go to Setup> Overview> Vehicles & Rates or Setup> Vehicles
Click +Vehicle. The Vehicle page appears.
Select the relevant options.
Note: For more information about Vehicles and Rates, see What are Vehicles and Rates?
Ensure the Use Approved Rates option remains unselected.
Describe the vehicle as either a private car, company car or a bicycle.
Click Save. The Vehicle record is created.

2. Add a Rate to the Vehicle

Click +Rate on the relevant Vehicle record. The Vehicle Rate page appears.
Create either of the following types of rates:
1. Enter the Effective from date.
2. Enter the Rate per Mile.
3. Click in the Rate Element field. The Element automatically appears.
4. Click the Save button. The Mileage Rate record is added to the Vehicle record.
1. Select the Cumulative Mileage Rate option. The Mileage from and Mileage to fields appear.
2. Enter the Effective from date.
3. Enter the Rate per Mile.
4. Click in the Rate Element field. The Element automatically appears.
5. Enter the start of the Mileage Rate threshold in Mileage from.
6. Enter the limit of the Mileage Rate threshold in Mileage to, or leave it blank.
7. Click the Save button. The Mileage Rate record is added to the Vehicle record.
8. Continue to add the next Cumulative Mileage Rate threshold. The Mileage Rate records appear in the Vehicles overview.