Add your vehicle details and configure tracking settings
Setting Up Your Vehicle
Add your vehicle details and configure tracking settings for SARS travel allowance claims.
Overview
If you receive a travel allowance or use your personal vehicle for business, SARS requires you to keep a detailed logbook. ProcessX makes this easy by helping you:
- Register your vehicle
- Track business trips
- Calculate deductions automatically
- Generate SARS-compliant exports
Why Keep a Vehicle Logbook?
A logbook is required to:
- Claim the business portion of travel allowance
- Support your deduction if audited
- Prove business vs personal usage
- Calculate accurate deductions
Adding Your Vehicle
Step 1: Navigate to Vehicle Logbook
From the dashboard, go to Vehicle Logbook in the navigation.
Step 2: Add New Vehicle
Click Add Vehicle or Set Up Vehicle.
Step 3: Enter Vehicle Details
| Field | Description | Example |
| Make | Vehicle manufacturer | Toyota |
| Model | Vehicle model | Corolla |
| Year | Year of manufacture | 2022 |
| Registration | Number plate | CA 123-456 |
| Odometer | Current reading (km) | 45,230 |
| Setting | Description | |
| Fixed Cost | Monthly vehicle costs (insurance, finance, etc.) | |
| Fuel Type | Petrol or diesel | |
| Fuel Consumption | Average km/litre |
Step 5: Save
Click Save Vehicle to complete setup.
Vehicle Information Needed
Basic Details
- Make and Model: Identifies your vehicle
- Year: Affects deemed cost calculations
- Registration: For record-keeping
Financial Details
- Purchase Price: Original cost (or market value if owned before business use)
- Date Acquired: When you started using for business
- Financing: If on finance, monthly payment details
Running Costs (Optional)
- Insurance: Annual premium
- License Fees: Annual cost
- Maintenance Budget: Estimated annual maintenance
Starting Odometer
When setting up, enter your current odometer reading accurately:
- This is your starting point
- All trip distances calculate from this
- Get it from your dashboard
- Photo proof recommended
Multiple Vehicles
If you use more than one vehicle for business:
Vehicle Ownership
Company Owned
If the company owns the vehicle:
- Different tax treatment applies
- Fringe benefit may arise
- Consult your accountant
- ProcessX handles personal vehicles primarily
Personal Vehicle
If you own the vehicle personally:
- You claim based on business use
- Keep detailed records
- Logbook method or fixed cost method
Updating Vehicle Details
If your vehicle details change:
Note: Odometer changes create an audit trail.
Replacing a Vehicle
If you get a new vehicle:
Historical data from the old vehicle is preserved.
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Last updated: March 2025
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