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How to record field trips and costs

AppWebWorks offline

You'll know how much each day in the field cost and how much goes to each property you visited.

Before you start​

  • In the app, open More and tap Field Trip. On the web, click Trips in the side menu, under Routine.
  • Register the coordinates of the properties and the organization's base. Without them, the estimated km is incomplete.
  • In the app, field trips work offline. Registering the vehicle needs a connection.

Register the vehicle and the cost per km​

  1. In the app, open More, tap My Vehicles and the add button. On the web, click Vehicles and New vehicle.
  2. Fill in Vehicle Name, License Plate and Current odometer (km).
  3. Enter the Average km driven per year.
  4. Under Fixed and Annual Costs, fill in vehicle tax, insurance, depreciation, maintenance and other costs.
  5. Under Fuel Consumption, fill in Price per Liter (R$) and Average Km per Liter.
  6. Under Wear and Maintenance, fill in tires and oil change with their lifespan in km.
  7. Tap Save and Calculate R$/Km.

Set Up Vehicle screen in the app, with General Information and Fixed and Annual Costs filled in

On the web, the New vehicle window has the same data with other names: Name, License Plate, Current odometer (km), Km driven per year, the annual costs (insurance, vehicle tax, maintenance, depreciation and others), Fuel price (R$/L), Consumption (km/L), tires and oil change. Click Save.

The list shows each vehicle's Cost/Km. Turn off Active to remove the vehicle from new trips.

Register the locations​

  1. Open the property and fill in Location (latitude, longitude). See how to register a property.
  2. Fill in the base you leave from. In the app, it is in Organization (Parent Account), in the Base location (latitude, longitude) field. On the web, it is in Settings, under Trip base.

Use the format "-22.9706, -46.9958". You can copy the coordinates from Google Maps.

Build the day's route​

  1. On the Field Trip screen, choose the day with the arrows.
  2. Tap Build route from the schedule. To build it from scratch, tap New trip.
  3. Choose the Date and the Vehicle.
  4. Check the Visits that came from the schedule.
  5. Tap Add visit to include an extra stop, with Property, Time (optional) and Reason.
  6. Use Move up and Move down to change the order, or tap Optimize.
  7. Tap Save route.

Build route screen in the app, with the date, the vehicle, the departure from the base and a visit brought from the schedule

GENNO shows the visits, the estimated km and time. The screen explains the calculation: estimated km is the straight line × 1.3; time is 60 km/h plus 45 min per visit.

Start the route and record the visits​

  1. Tap Start Route.
  2. Enter the Starting odometer and tap Start. The field is optional.
  3. Open the Visits tab.
  4. When you arrive, tap I'm here.
  5. When you finish, tap Complete. If you don't do the visit, tap Skip.

On the Map tab, tap See on Google Maps to open the route with the stops.

Add the costs​

  1. On the Visits tab, under Costs, tap Add cost.
  2. Choose the type: Fuel, Toll, Parking, Meals, Lodging or Others.
  3. Enter the Amount. For fuel, enter Liters and Price per liter.
  4. When refueling, turn on Full tank if you filled the tank.
  5. Tap Add.
Fuel doesn't add to the total

The vehicle's cost per km already includes fuel. That's why refueling is informational only. With two full tanks, the app calculates the vehicle's real consumption.

Finish the trip​

  1. Tap Finish trip.
  2. Enter the Ending odometer. Without a starting odometer, enter the Km driven.
  3. Tap Finish.

If you leave it empty, the estimated km applies. The ending odometer updates the vehicle and becomes the default for the next start.

Understand the cost and the split​

The Trip total adds up:

  • Vehicle: km driven × the vehicle's cost per km.
  • Tolls, parking, meals, lodging and other costs.

Under Split by property, the total is divided equally among the properties with a completed visit. A skipped visit gets no share.

See the history and the summary​

  1. On the Field Trip screen, tap the Trip history icon to see previous days.
  2. Tap the Mileage and costs icon to see the summary.
  3. Choose This month, 30 days or 90 days.

The summary shows km driven, total cost, By vehicle and By month. The Cost per property (split) appears for users with access to finance.

Common problems​

"Without the organization's base, the first leg and the return are not in the estimated km." appears. Register the base in Organization (Parent Account) in the app or in Settings on the web.

A visit appears with "no location". The property has no coordinates. Fill in Location (latitude, longitude) in its registration.

"Coordinates in the format "-22.9706, -46.9958"" appears. Type latitude and longitude separated by a comma, with a dot for decimals.

"Ending odometer (...) lower than the starting one (...)" appears. Check the number typed. The ending one must be greater than or equal to the starting one.

The trip calculator says "Cost per km is zero: register the vehicle costs." Open the vehicle in My Vehicles, fill in the costs and tap Save and Calculate R$/Km.

I can't edit the route. Only a planned trip can be changed. Once you start the route, the route doesn't change.

Next steps​

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