Vehicle mileage records for vat purposes excel

Vehicle mileage records for VAT purposes in Excel - a complete guide

Vehicle mileage records for VAT purposes in Excel are a key element for entrepreneurs and business companies that use company vehicles and want to do so using Excel. This is most often due to constraints at the organization level. Keeping records in this way not only helps with proper VAT accounting, but also provides important support in fleet management. The entrepreneur is required to maintain accurate records of vehicle mileage for tax and billing purposes.

Although Excel, due to its versatility and accessibility, is often used to keep such records, it nevertheless introduces many problems that can be solved with the use of dedicated record-keeping applications.

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Vehicle mileage records for vat excel purposes - why keep ?

Keeping accurate mileage records is required by Polish tax regulations for businesses deducting VAT on car expenses. It is important to document the start date of the mileage records. These records allow you to justify to the tax office the expenses associated with the operation of vehicles, such as fuel, maintenance, and insurance. It makes it possible to properly account for expenses and VAT deduction, which directly affects the company's finances, and requires regular recording of the vehicle's odometer.

How do I prepare a sheet for vehicle mileage records in Excel?

The most convenient form of conducting mileage is to take advantage of online mileage logging program, but if your organization requires a more traditional approach you can prepare the prints yourself.

You can use the ready-made sheet we prepared here :

Creating the structure of the sheet:

Date: Date of execution of the ride.
Vehicle registration number: Allows identification of the vehicle.
Entry number: A unique number for each entry, required for VAT purposes.
Purpose of the ride: Information on whether the ride was business or private.
Number of kilometers traveled: The exact number of kilometers driven on a given day.
Rate per kilometer: Depends on the type of vehicle and applicable regulations.
Cost of travel: Automatically calculated based on the rate and number of kilometers.
Comments: Additional information, such as route of travel.

Functions and formulas:

Use the SUM() function to calculate the total cost of trips.
Use the IF() function to automatically differentiate rates for business and private trips.
Implementing FILTER() or SORT() functions can make it easier to organize data, especially in large sheets.

Data protection:

Use Excel's security options to lock editing of key cells and prevent accidental deletion of data.

Mileage records for vat purposes excel - best practices in record keeping

Regularity: Update the data regularly, preferably immediately after each trip. Remember that the vehicle must be used for business purposes only.
Accuracy: Try to enter data accurately to avoid errors that can complicate VAT settlements.
Backups: Regularly save backups of your sheet to prevent data loss.
Compliance with regulations: Make sure your record-keeping methods and rates comply with current tax regulations. Remember that the car must be used exclusively for business purposes, and documentation, including VAT-26, must be complete.

Excel mileage records for VAT purposes is not only a legal requirement, but also a tool