User manual

ABAX Triplog

The difference is ABAX

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Index

Congratulations on your ABAX triplog

Use of the mileage Triplog online

MENUS 3

Triplog 4

Journey details

Merging trips

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Map display

Deliver triplog

Submitted Triplogs

Create journey manually

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MAP

SETTINGS

Person

Vehicle

Rates

MILEAGE

Service

Private car on map

Change password

Areas

Lack of GPS coverage

TECHNICAL DATA:

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ABAX Triplog unit

Ver. 10.0 - 12.03.2012

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Congratulations on your ABAX triplog

The ABAX Triplog is based on two main technologies:

• GSM mobile technology. This is used both for positioning with the help of the mobile phone network, and for transferring data to an Internet server via GPRS (data communication).

• GPS satellite navigation: GPS is the main source for positioning. It continually positions the car with a map co-ordinator, which is transferred via GPRS to the Internet server.

The ABAX Triplog makes filling in your Triplog a pleasure, and also provides you with accurate paperwork that complies with the tax authorities’ requirements. This saves you time and hassle, and reduces the risk of error.

To get the most from your new triplog, it is important to become familiar with its basic use.

The unit itself does not require maintenance or service once it has been fitted. No intervention with the unit is required. If a fault should occur with the unit, it must be sent for repair.

The Triplog is Internet-based, and you do not need to install any special software on your PC, you simply need access to the Internet.

Use of the mileage Triplog online

Logging into the triplog is done from www.abax.co.uk. Use the username and password provided. If you have not received your username and password, please contact the company’s administrator.

MENUS

The menu bar at the top of the screen is split into two, with the main options of “Triplog”,

“Map” and “Settings” at the top, and a sub-menu that changes depending on what has been selected in the main menu. In this case, the sub-menu for the main menu “Triplog”, consists of

“Triplog”, “Submit Triplog”, “Submitted Triplogs” and “Create journey manually”.

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The relevant image always appears under the menu options. If you click on “Settings”, the menu changes as follows:

There are six options in the sub-menu. The options available in the sub-menus may vary from user to user, based on what has been set up in the mileage Triplog.

TRIPLOG

When you log into the Triplog with your username and password, you will see this image:

This is the actual triplog containing journeys driven. The day’s journeys are shown first, and you can choose a specific day by clicking on the arrow in front of the day.

By clicking on the symbol on the right, the day’s journeys will be hidden, and all other journeys of the current month are opened.

Use the arrows next to the date and months to find your way round the mileage Triplog. By clicking on the arrow next to the current month, the list is compiled and looks like this:

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Now you simply scroll down to the month you require and retrieve the driving for that month by clicking into the individual month. This example uses November 2011:

Select a specific day, e.g. Friday 25th November, and the list looks like this:

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Journey details

By clicking on a journey, in this case the first of them, the following image appears:

Here you see the details of the journey. The hour, addresses, time and distance have been filled in. The purpose will also have been filled in if you have created areas in the map, and if the journey is between these areas. See more about this later.

If the purpose has not been filled in, you can do so here.

There is also space to enter other comments as required.

Merging trips

In some instances, it may be required to merge two journeys together to make one. For example, if you stop to eat along the way but want the journey as one trip in the Triplog.

Merging journeys is done by the “drag and drop” function. Click on one of the journeys you want to merge, drag and release it onto the journey you want to merge it to. You can merge more than two journeys together by repeating the process several times.

When you release the mouse, an image opens displaying what is happening. It displays the original journeys, and the result of the merging. You can choose to cancel, or confirm by clicking «Merge”.

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Once you have confirmed the merging, you are returned to the journey list and can see the new journey. By clicking on “Merged trip», you see an overview showing the trips it consists of.

A connected journey can be processed in the same way as other journeys in terms of destination, comments, costs, map display etc.

Map display

To the right of the image with the journey details are four symbols, as shown here.

Behind the top symbol are the journey details as described above. The other two display a map of the journey driven. The top of these displays the journey in the same window as the journey details. By clicking on the other symbol, you will be shown the journey in full-screen.

In the map display you can zoom down to the required area. You do this either by dragging the slider on the righthand side of the map, by dragging out a square on the map with the mouse, or you can zoom by rolling the scroll wheel of the mouse, if it has one.

The window is closed by clicking on the cross in the top right hand corner.

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Deliver triplog

Those who use the ABAX Triplog for mileage allowance for the use of private vehicles for business purposes, must submit a completed Triplog to their employer which documents all journeys requiring reimbursement.

In the Triplog menu select “Deliver triplog” in the sub-menu to activate a guide that will guide you through the process of completing the triplog. In order to include all current journeys, these must first be marked as business trips.

When the guide starts it will pick time intervals so that all business trips that have not already been submitted are included. The journeys are also checked to ensure that they meet the minimum requirements. If a journey is missing a purpose, it will be marked as unauthorised and underlined in red.

When you click on a journey, the image will open for editing the journey details. Here you can fill in the details. The journey’s purpose is required if mileage allowance is to be paid.

You also need to specify if you have attended an event, course or similar.

When all details have been entered you need to save them.

When all journeys are completed and approved by the system, click on “Start delivery”.

A draft Triplog is generated. You can then check the result before submitting. You can print out the list in PDF format as required.

When you are satisfied with the result, click on “Submit Triplog”. A dialogue box appears with a warning. You must click “OK” to continue. The Triplog is

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then complete, and the journeys are locked so that they cannot be edited or re-submitted. If it is later discovered that a mistake was made, the company’s administrator can cancel the authorisation of the Triplog.

When you click OK, you get a receipt on the screen to show the

Triplog has been submitted. You can click on “Print (PDF)”. You will then be asked whether you want to open or save the PDF file.

By clicking “Open”, the file will open in Adobe Acrobat (Acrobat Reader must be installed on your PC). Print the document, sign it and submit it to the appropriate person in the company for further documentation.

Submitted Triplogs

Under “Submitted Triplogs” in the menu is a list of the Triplogs submitted. This acts as an archive. By clicking on one of the rows, you will be able to view and print previously submitted

Triplogs.

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Create journey manually

On rare occasions, you may be required to create a journey manually, e.g. if you have borrowed another car because your one is at the garage. The journey can be created manually through a simple address entry. The length of the journey is calculated in the same way as on Internetbased route planners.

Ver. 10.0 - 12.03.2012

When you create a journey manually, a form appears in which you fill in the start and end address. Fill in the search criteria as shown and click on the search tabs.

Based on the criteria provided, suggested start and end addresses will appear. If the suggestions do not match, adjust the search criteria.

By clicking on the required start and stop position from the search result, these appear on the map. Adjust the start

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date, hour and journey time, and click “Create”. A detailed image then opens for that journey, including the destination and costs. Next click “Save” and the journey is complete.

MAP

By selecting “Map” in the main menu, you will see the car’s last known position in the map display. The car’s position is marked by an icon in the middle of the map.

It is possible to zoom in and out on the map, either by using the slider on the right-hand side, or by dragging out a square with the mouse or with the mouse wheel.

SETTINGS

The “Settings” in the main menu contains several options.

Person

This option allows you to enter all personal information about the driver of the car. It is advisable to fill this in as accurately as possible. In order to receive mileage allowance you must fill in your name and private home address.

Vehicle

This menu option is where all information about the car the mileage Triplog is fitted in is entered. The more specific the information, the better. Be particularly careful when selecting whether it is a private vehicle or a company car. This affects what is shown to the administrator, and whether journeys are classified as private or business.

Rates

This option enables you to select whether you are going to use the tax authorities’ advisory rates for mileage allowance, or your own rates.

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MILEAGE

Here you enter the car’s mileage. This should be done at least once a month, and is a requirement for company car users.

Mileage can also be submitted by SMS. This is done as follows:

Send SMS:

MILEAGE<reg.number> <Value> to 0047 417 16 022.

Example: MILEAGE AB12345 67410

The example shows the mileage as being 67410 on a car with registration number AB12345.

Two conditions are required for this to work:

1. The mobile number you send the text from must be registered to you as a user under

“Settings” in the main menu.

2. The car’s registration number must be entered under “Settings” in the main menu. It is important that the registration number is entered without spaces between the letters and numbers.

When the text has been sent, you will either receive a text confirmation that the new mileage has been entered, or a message to say an error occurred.

What if I don’t receive an SMS receipt confirmation?

If you don’t receive a receipt confirmation via SMS, it will be due two reasons:

1. Your mobile phone is set up not to show incoming numbers

2. There is an error in the actual registration.

Service

Here you can enter information about the car’s service history, when the last service took place, as well as set up a warning about when the next service is due.

Private car on map

If you drive a private car, you should agree with the company administrator as to when the car should be displayed on the map. This complies with Privacy laws and the Personal Data Act.

On this screen, you can specify the time intervals and days you want your car to be visible.

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Change password

Here you can change your password and username. We encourage everyone to change their

password once they receive their Triplog.

You can also overwrite your existing username and save a new one.

Areas

Here you can create areas on the map for places you visit frequently. When you have created an area, the name of the area will be entered in the destination field for the journey, every time you start or stop a journey within the designated area.

This function helps to automatically complete journey destinations.

Lack of GPS coverage

If the unit does not have GPS coverage at the start of a journey (e.g. because you are in an underground car park) the start of the journey will not be registered automatically. As soon as the unit re-gains GPS contact, the journey will be automatically registered and coverage continues to the journey’s end. In order to ensure that the journey is correct, the system will automatically generate a journey from the last position before the unit lost GPS contact to the position when GPS contact was re-gained. This journey is automatically added to the rest of the journey, and is displayed in the Triplog as a journey with a green background.

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TECHNICAL DATA:

Dimensions:

Weight:

IP grade:

Temperature area:

Reduced functionality:

GPS:

GSM:

Communication:

127 x 72 x 42 mm

260 g

IP67

Active: -20 C to 55 C

-40 C to -20 C

SirfstarlII chips with active GPS aerial

Siemens XT55, Tri band (900/1800/1900Mhz)

SMS, GPRS

Radio:

Tension area:

Chipcon CC1020 (433 Mhz)

10 to 32V

All aerials are inbuilt in the unit, and are supplied with connection to an external GPS aerial.

Positioning:

GPS, GSM and Radio (433 Mhz). GPS also reports time/date, position, speed and direction.

Sensors: Movement, sabotage, temperature and battery consumption.

Ver. 10.0 - 12.03.2012

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Produktet er utviklet i samarbeid med Telenor.

PEOPLE

TECHNOLOGY

PRODUCTS

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ABAX UK Ltd., Unit 2 Eaglethorpe Barns, Warmington PE8 6TJ, telephone: 01832 280040, [email protected], www.abax.co.uk