Road cards and the VAT mileage log

A road card is the record of one truck over one period: kilometres from GPS and from orders, tonne kilometres, the odometer, the route, fuel against the norm, border crossings, diets and the crew. Quanty builds it by itself from what it already has, so nobody types a road card at month end; you check it and close it. For a car or a van with full VAT deduction, Quanty keeps a monthly mileage log the same way.

Before you start

• Your organization has the TMS add-on. Road cards live on the vehicle card, tab Road cards.
• Everyone can open and print cards. Correcting, refreshing and closing needs a role that may change TMS data with the Fleet module; reopening a closed card is an admin's.
• The richer your data, the fuller the card: telematics for GPS kilometres and border crossings, own-fleet orders with the goods weight for tonne kilometres, fuel card files and the vehicle's fuel norm for consumption (see Fuel).

Which vehicle has what

The Road cards tab

"GPS km, orders, fuel and border crossings of the vehicle in one period." The arrows and This month pick the month. Each card shows its Number, Period, Driver (two names for a crew), Status, GPS km and Fuel. Click a card to open it.

• Cards are numbered KD/0001/10/2026, counted per month.
• A card is made once the month has started and there is something to put on it: "This month has not started yet: the card is made once it does."
• While it is being built: "The card is being built from GPS, orders and fuel cards…"

One card per month or per set

TMS settings, Road cards and bonuses, Period of a road card decides how cards are cut (admins):

A month keeps the period it started with. When a set of a card made per set is corrected away, its kilometres and fuel move to the card of the corrected set and the old card is not closed: "The set period of this card was cancelled: its km and fuel are now on the card of the corrected set."

What a card holds

The header shows the number, the status, the plate, the period and the driver, with a line that says where the card stands.

Consumption against the norm reads, for example, "33.9 l/100 km against a norm of 29.0: 138.0 l over the norm." It is counted from one full tank to the next. When it cannot be: "The vehicle has no consumption norm, so the fuel cannot be compared with one.", "There are no GPS km in this period, so the consumption cannot be worked out." or "Consumption is counted from one full tank to the next, and there are no such fills in this period."

Statuses

Checking and closing a card

1. Open the card of last month (status To check).
2. Compare the kilometres from GPS and from orders, the odometer and the fuel.
3. If something is missing (a fuel file uploaded late, an order finished afterwards), click Refresh in the ⋯ menu: "Card refreshed."
4. If the odometer or the drivers are wrong, click Correct the card data (below).
5. Click Close the card: "Card closed." The card shows "Closed 02.11.2026 (Anna Kowalska)".

A card cannot be closed while its period runs: "The period of the card is still running: you close it once it is over." When something stops it: "Before you close it: …".

Correct the card data

Correct the card data sets by hand the Odometer at the start (km), the Odometer at the end (km), the Driver and the Second driver. What you set survives every refresh; clear a field to go back to what the data says. The end cannot be lower than the start: "The odometer at the end cannot be lower than at the start."

Reopening

An admin clicks Reopen on a closed card: "The figures of the card will fill in again from GPS, orders and fuel. The reason stays in the history of the card." The Reason is required, for example "a fill from the fuel card was missing". The card then shows "Reopened: a fill from the fuel card was missing".

Printing

Print prints the card in your language; Print in another language offers In Polish, In English and In German; Download PDF saves it. A closed card prints the same figures every time.

The VAT mileage log

For a car or a van, the vehicle form has Vehicle with 100 % VAT deduction: keep the mileage log. Its note says: "Quanty keeps a monthly mileage log from GPS and typed entries (Polish VAT act, art. 86a). Remember the VAT-26 notice to the tax office."

The Road cards tab of that vehicle then holds one Mileage log a month, numbered EP/0001/10/2026: "Mileage log for VAT: GPS trips and entries with the purpose of each trip."

• Log entries list each trip with No., Date, Purpose of the trip, Route (from, to), Km and Driver, marked "from GPS" or "typed". The summary reads "Entries: 18, 1 240 km in total".
• With telematics, trips between two stops of at least 15 minutes (and at least 1 km) appear by themselves. You fill in their purpose.
• Add an entry types one in: Date of the trip (inside the month of the log), Purpose of the trip (for example "meeting a client in Łódź"), Route (from, to) ("Warsaw, Łódź, Warsaw"), Km driven (more than 0, at most 5 000) and the Driver.
• Correct the entry and Delete the entry are in each entry's menu. "The entry leaves the log and the numbers of the entries after it move up." A GPS trip you delete is never added back.
• The log names what is missing: "3 entries without a purpose", "1 entry without a driver".
• Close the card closes the log only when every entry has its date, purpose, route, km and driver: "Not every entry has its date, purpose, route, km and driver. Incomplete entries: 3."
• A month holds up to 600 entries. The log prints like a road card, in Polish, English or German.

The log shows which columns it follows and as of when, marked "To be verified." Confirm the form of the log and the VAT-26 notice with your accountant: Quanty is not tax advice.

Good to know

• The road card calls the fuel over the norm when it is more than 15 % above the norm over at least 300 km of full-tank segments. Both values are the fuel Control thresholds (15 % and 300 km by default), so a change there applies to the card too (see Fuel).
• Diets are not counted on the road card; the drivers' trips do that, and the card links to them.
• A card built per set holds one crew, which helps when two crews share a tractor in one month.
• A refused action says why: "The card is closed and its figures do not change. An admin can reopen it.", "A road card is made only once the month has started."

Related pages

• The vehicle card: where the Road cards tab lives.
• Fuel: fills, norms and consumption.
• Trips and diets: the drivers' diets the card links to.
• Driver pay: the Road cards and bonuses settings.
• Telematics (GPS).