Travel documents (Utazási okmányok)

The HolAzAutó Travel documents module supports keeping the records connected to business vehicle use: currently route records (mileage logs) and lorry waybills can be created; the assignment order, bus waybill and consignment note types are being introduced gradually. The documents are prepared in a closed IT system conforming to the relevant legislation (Act CXVII of 1995, Government Decree 261/2011 (XII.7), Act C of 2000, ITM Decree 1/2018 (VI.29)), with three permission levels: travel document editor, administrator and accountant.

This chapter describes the creation, completion and closure of travel documents and the function permissions connected to them.

In connection with the business use of vehicles, some kind of document or record connected to vehicle use must generally be kept. Depending on the vehicle category (passenger car, lorry, tractor unit, bus) and the nature of the transport (carriage of persons or goods, and within that transport for reward or on own account), several pieces of legislation may prescribe the keeping of different vehicle use records. This help does not cover all these relations, but you can find more information here:

• https://holazauto.hu/nyilvantartas-kikuldetes-rendelveny-menetlevel-fuvarlevel/
• https://holazauto.hu/menetlevel-vagy-utnyilvantartas/

The type of travel document (vehicle use record) you must or should keep is determined by the vehicle category and the nature of the vehicle use. The following travel document types will be available in the service:

• assignment order
• route record (mileage log)
• bus waybill
• lorry waybill
• consignment note.

In the HolAzAutó system it is currently possible to keep route records and lorry waybills; the remaining types will be made available gradually in the near future.

The route records are produced in the system with the data content defined in Annex 5, Part II, Detailed records 7, Vehicle use record (route record) of Act CXVII of 1995 (PIT Act), and the lorry waybill forms in a closed IT system in the manner required by Section 33 of Government Decree 261/2011 (XII.7), with the data content prescribed there. The authentication prescribed for the waybill in point (3) is ensured on the one hand by the closed system defined in point (3a), and on the other hand by making the form printable, so that after printing the driver of the vehicle can authenticate it with his/her actual signature.

Under Government Decree 261/2011 (XII.7) the lorry waybill qualifies as a document subject to strict accounting rules, therefore the electronically stored waybills are produced, stored and made reproducible according to the rules on documents subject to strict accounting - Section 168 of the Accounting Act.

The route record and the waybill are forms directly and/or indirectly supporting the bookkeeping settlement, therefore under Section 169 (2) of Act C of 2000 (Accounting Act) they must be preserved for at least 8 years in a readable, retrievable form. Under point (5) of the same section, an electronically issued form - taking into account the provisions of the legislation on the rules of digital archiving - must be preserved in electronic form, in a way that the method applied ensures the immediate reproduction of all data of the form, its continuous readability and excludes the possibility of subsequent modification.

On the basis of Section 3 of the legislation on the rules of digital archiving, ITM Decree 1/2018 (VI.29), we ensure the preservation of the electronic document in a way that protects it against deletion, destruction, accidental loss, subsequent modification and damage, and unauthorized access.

The electronically produced waybills and route records are stored in the closed IT system defined in Section 6 of the Decree. The system documentation described in point (5) of Section 6 relating to the closed system and our statement prescribed in point (3) - provided with AVDH authentication - can be found here:

Information security information and compliance statement

You can find more information on authentication based on identification (AVDH) on the following page: https://magyarorszag.hu/szuf_avdh_hasznalati_utmutato

On the basis of the relevant legislation, in the interpretation of the Information security information documentation and of this user description, “a closed system archiving software or IT solution serves the satisfaction of special needs and the operation of the organization and technology created for this purpose, by ensuring the continuous, complete and risk-proportionate confidentiality, integrity and availability of the electronic document to be archived.”

Beyond the conditions we provide, the customer must design its administrative processes so that, on the basis of point (4) of the Decree, “the developer of the closed system archiving software or IT solution and the party obliged to preserve are jointly liable for the fact that the applied closed system archiving process complies with the requirements laid down in Section 3 (1).”

From the point of view of travel documents, three roles (permission levels) exist:

With this permission you can:

• list the travel documents (waybill and route record) for every vehicle in which you appear as driver,
• edit travel documents (naturally only before the closed status) in which you appear as driver, but you can only see and edit the items for which you drove the vehicle,
• approve the items of the travel document connected to you,
• close the document awaiting approval in which you appear as driver and whose items are approved,
• create a new partner company connected to your journey,
• create POIs,
• download your own travel documents from the travel document list.

With this permission you can:

• list the travel documents (waybill and route record) for every vehicle and driver,
• edit travel documents (naturally only before the closed status),
• view travel documents after closure,
• download travel documents,
• approve the items of travel documents,
• close travel documents,
• reopen closed documents; the data you already filled in are not lost,
• invalidate and regenerate faulty documents,
• create and modify partner company data,
• create a visit purpose for the partner companies,
• create new POIs,
• create new and modify person records,
• assign vehicle use categories to the person,
• create and modify travel document types,

With this permission you can:

• list the travel documents (waybill and route record) for every vehicle and driver,
• view travel documents, but you cannot edit them in any status,
• change the status of closed, accounted documents to processed, and change processed documents back to closed.

In this help we aimed at describing the full functionality, so the description assumes the travel document administrator role. If you see less than the functions described here, you only have editor or accountant permission.

In order for travel documents to be created for your vehicles, you first have to define the document types you want to use, and then you can assign these document types to your vehicles. You can also have several formats of the same kind of document, depending on the needs of the given vehicle group. You can find the list of your document types under the menu item Administration ⇒ Travel document types. From here you can create, modify and even delete types.

When creating the first travel document - depending on the document type you set - the following data must be entered. The data marked with an asterisk are only displayed and recorded for the route record (not for the waybill).

• Type: selection of the base type of the travel document from the set; currently the route record and the lorry waybill can be selected.
• Name (designation): the distinguishing name of the document type, which helps to identify the type when several route records are defined. This name does not appear on the travel documents; instead the heading “Route record” or “Lorry waybill” appears.
• Serial number prefix: a per-company unique prefix used for the unique and unrepeatable numbering; after the first creation the further versions of the same type are also produced with this prefix at the given company, and a separate prefix can be assigned to another type within the company.
• *New visit purpose definition allowed (Yes/No): if enabled, the filling users can also add a new visit purpose beyond the existing data set during the approval of the route record and the modification of the items; the administrator can also create a new visit purpose during filling even when the option is set to “No”.
• Work number selection allowed (Yes/No): if enabled, a work number can be assigned to the route sections.
• *Marking foreign trips (Yes/No): if enabled, the stay abroad can be indicated on the form from the company's point of view.
• *Selecting the home country: the country considered domestic (base country) from the company's point of view, if you want to indicate the stay abroad on the form.
• Document generating user: select the user in whose name the system generates the forms. You can select the user from the user search list opened with the search icon — you do not enter an identifier or a number. This user has full permission for every form created with this definition (see the permissions connected to travel documents).
• Period (Daily/Weekly/Monthly): the period for which the type generates the forms (typically applies to the route record); the waybill is always a daily document.
• Producible document types: the selection of the form templates with which the system produces the document (PDF). For the route record you can currently choose between the “Route record with driver identification” and “Route record without driver identification” versions.

By clicking the Save button the base data are saved, and the editor window opens immediately so that further data can be entered on the separate tabs.

The lorry waybill creation dialog shows fields different from the route record: since the waybill is always a daily document, the configurable data groups also differ.

On the editing surface there are several differences between the route record and the waybill data, therefore we describe the configurable data by document type. The reason for the different parameterization is that a given data item or group of data items is mandatory on one document type according to some legislation, while on another document type it is irrelevant or not mandatory. The display of the data mandatory on the given document type cannot be switched off.

For example, on the route record editing surface, the Data tab contains the odometer reading, the cutting mode, the individual document and the documents to be sent to the driver, while on the lorry waybill the same tab offers the fields related to transport (the transported quantity, the nature of transport, the trailer licence plate) to be selected from the Selectable fields list. The content of the Advanced settings and Vehicles tabs for the two document types is described below.

• Annual or monthly odometer reading: according to point 7 of Annex 5, Part II, Detailed records of Act CXVII of 1995 on personal income tax, “the private individual is obliged to keep a route record for the cost accounting of the vehicle used in his/her income-generating activity. For this purpose the keeping of a waybill is also suitable if it contains the data detailed below… In the route record the odometer reading on the first and last day of the year must be indicated, and, if necessary for the cost accounting, this data must also be entered monthly.” With this setting you can control which one you want to use on the given document type.
• Producible document types: the selection of the form templates defined in the system for the given type, with which the form (PDF) is generated. Currently the following versions can be selected for the route record:
  1. Route record with driver identification
  2. Route record without driver identification
• Document types to be sent to the driver after closure: the same choices as above.
• Cutting mode: the basis of section splitting during the automatic production of sections. Possible settings:
  1. Based on idle time and a minimum idle time parameter in minutes. If the vehicle stands in one place for the time given in the parameter - even with the ignition on - a section split occurs.
  2. Based on ignition and a minimum idle time parameter in minutes. If the vehicle is in a state without ignition - even in motion - for at least the time given in the parameter, a section split occurs.
• Minimum idle time: see the cutting mode.
• Individual document: this parameter controls what the route record instance is produced on the basis of. Possible values:
  1. Per vehicle: the vehicle use document is generated for the given period per vehicle, for example there will be a daily route record for vehicle XXX-001. Any driver identification data are indicated at the items.
  2. Per person: the vehicle use document is produced for the given period per person using the vehicle, for example in case of use of vehicle XXX-001 as a key vehicle, as many route records are made for a given day as the number of people using the car.
• e-mail notification: the driver is notified by e-mail about the important events of the documents produced with the document type (currently when the document awaits approval).
• Additional driver notification text: the e-mail notification sent to the driver is completed with the text given here.
• Automatic approval (if possible): when switched on - if the automatisms can identify all data necessary for the approval - the route record enters the approved status at the end of the period.
• Automatic closure (if possible): when switched on - if the automatisms can identify all data necessary for the closure - the document also enters the closed status at the end of the period. The approval of the items of the document is a precondition of the automatic closure.

The advanced settings tab contains settings and parameters with which the display of information differing from the general but important at the given company can be switched on on the travel document.

• Manual section splitting: this switch controls whether manual section splitting by the driver is allowed for the given document type.
• Display of the vehicle name: the switch controls whether the unique name assigned to the vehicle (on the vehicle data sheet) is displayed on the route record.
• Display of the external identifier of the vehicle: the switch controls whether the external identifier (e.g. inventory number) assigned to the vehicle (on the vehicle data sheet) is displayed on the route record.
• Display of operating hours: the switch controls whether the operating hours data are displayed on the route record. The operating hours are the time between the daily start (first ignition state) and the end (last ignition state). In case of a weekly or monthly route record, the operating hours are naturally the sum of the daily operating hours. On the route record it is displayed both in 3:28:10 and in 3.5 hours format.
• Time spent waiting: when the switch is switched on, the periods spent waiting between the trips are also indicated on the document, so the form shows the complete vehicle use.
• Work number mandatory: if the work number selection is enabled on the document type, switching on this switch makes the assignment of a work number to the items mandatory.
• Use of the primary business goal: among the business goals that can be set at the partner companies, one can mark what the typical visit reason is at the given partner. When this switch is switched on, the automatism identifies the visit made at the given partner with the primary visit purpose.
• Creating an empty document for non-moving vehicles: in the case of automatic creation, the travel document is triggered by the ignition event. If the vehicle does not move, the corresponding route record or waybill is by default not created. When the switch is switched on, the travel document is also produced for the non-moving (not ignited) vehicles.
• E-mail receiving errors: in case of detecting an error - e.g. an odometer jump - a notification is sent to the e-mail address given here.
• Enforcement of completion sequence: when switched on, the system checks that the items of the document are completed in chronological order; for this purpose the document closure deadline can be set, and the enforcement of the closure sequence for the previous year can also be switched on.
• Warning once per login: when switched on, the warning pop-up windows are displayed to the user only once per login.
• Warning level: the levels controlling the sending and display of the warnings sent by the system, with one warning per row:

^ Sending ^ Warning text ^ Popup ^ Disabling functions ^

* Time based section splitting and Maximum duration: when the option is switched on, a section cut also occurs after the maximum duration given here, even if the vehicle did not stop in the meantime (based on ignition off and/or idle time).

• Distance based section splitting and Maximum distance: when the option is switched on, a section split also occurs after the maximum distance given here, even if the vehicle did not stop in the meantime (based on ignition off and/or idle time).
• Transitional known point groups: the section preceding a stop at POIs assigned to the POI groups marked in the POI group list is classified by the system into the so-called transitional section.
• Recording free text information: if this switch is active, free text additional information can be recorded for the items of the travel document. It can be used for any purpose, for example if the driver visits several business partners in one route section and wants to record all of them to the item.
• Displaying free text information on the PDF: by switching on this option you can control whether the free text information written to the item is displayed on the generated PDF form of the travel document.
• Constant data: at the constant data you can record constant values which you want to appear on the document always and permanently. Practically an unlimited number of such data can be given for the document type as follows:
  1. Field name: the label that appears on the document as the characteristic designation of the data
  2. Field content: the numeric or textual value belonging to the field
  3. Position: whether we want to place it on the right or left side of the document header
  4. Active: in the active state it appears on the document, but by switching off the active flag it can be deactivated either permanently or temporarily.

On the vehicles tab you can assign vehicles to the document type, individually and in bulk. Selection is only possible for vehicles belonging to the given company.

To assign a single vehicle, open the entry window with the add button above the list, where you select the production mode of the vehicle use document (automatic, hybrid or manual), then mark the vehicle to be assigned with the vehicles button. For bulk assignment, with the Bulk edit button you can select several vehicles at once in the vehicle search; before saving, the HolAzAutó system checks whether the necessary data for the document type are available on the selected vehicles, and gives an error message about the missing data. Every row in the list has an edit (pencil) and delete (trash) icon, so the assignment of a single vehicle can be modified or removed later.

• Annual or monthly odometer reading: according to point 7 of Annex 5, Part II, Detailed records of Act CXVII of 1995 on personal income tax, “in the route record the odometer reading on the first and last day of the year must be indicated, and, if necessary for the cost accounting, this data must also be entered monthly.” With this setting you can control which one you want to use on the given document type.
• Producible document types: the selection of the form templates defined in the system for the given type, with which the form (PDF) is generated. Currently the following versions can be selected for the route record:
  1. Route record with driver identification
  2. Route record without driver identification
• Selectable fields: predefined fields can be selected for the document which we want to display on the document and require the recording of the related data. The currently usable fields are the following:
  1. transported quantity (number of persons or weight of the goods)
  2. the nature of transport
  3. attached documents
  4. trailer licence plate
  5. total travel time
  6. total idle time
  7. owner (operator) tax number, tax identifier
• Default nature of transport: the entry of the value that appears by default as the nature of transport on the waybill.
• Default transported quantity: the entry of the value that is by default written into the transported quantity field on the waybill.
• Unit of quantity: the entry of the unit of measure of the transported quantity (e.g. kg, t, pcs, persons), which appears on the document.
• Default trailer licence plate: the entry of the licence plate that appears by default as the trailer licence plate on the waybill.
• Displaying the fuel summary on the documents: with this parameter switched on, the fuel summary block appears (though not mandatory on the waybill) on the documents created with the given document type.
• Displaying the applied fuel norm type and fuel type on the documents: with this parameter switched on, the fuel norm type and fuel type data group appears (though not mandatory on the waybill) on the documents created with the given document type.
• Cutting mode: the basis of section splitting during the automatic production of sections. Possible settings:
  1. Based on idle time and a minimum idle time parameter in minutes. If the vehicle stands in one place for the time given in the parameter - even with the ignition on - a section split occurs.
  2. Based on ignition and a minimum idle time parameter in minutes. If the vehicle is in a state without ignition - even in motion - for at least the time given in the parameter, a section split occurs.
• Minimum idle time: see the cutting mode.
• e-mail notification: the driver is notified by e-mail about the important events of the documents produced with the document type (currently when the document awaits approval).
• Additional driver notification text: the e-mail notification sent to the driver is completed with the text given here.
• Automatic closure (if possible): when switched on - if the automatisms can identify all data necessary for the closure - the document also enters the closed status at the end of the period. The approval of the items of the document is a precondition of the automatic closure.

The advanced settings tab contains settings and parameters with which the display of information differing from the general but important at the given company can be switched on on the travel document.

• Manual section splitting: this switch controls whether manual section splitting by the driver is allowed for the given document type.
• Display of the vehicle name: the switch controls whether the unique name assigned to the vehicle (on the vehicle data sheet) is displayed on the route record.
• Display of the external identifier of the vehicle: the switch controls whether the external identifier (e.g. inventory number) assigned to the vehicle (on the vehicle data sheet) is displayed on the route record.
• Display of operating hours: the switch controls whether the operating hours data are displayed on the route record. The operating hours are the time between the daily start (first ignition state) and the end (last ignition state). In case of a weekly or monthly route record, the operating hours are naturally the sum of the daily operating hours. On the route record it is displayed both in 3:28:10 and in 3.5 hours format.
• Time spent waiting: when the switch is switched on, the periods spent waiting between the trips are also indicated on the document, so the form shows the complete vehicle use.
• Work number mandatory: if the work number selection is enabled on the document type, switching on this switch makes the assignment of a work number to the items mandatory.
• Creating an empty document for non-moving vehicles: in the case of automatic creation, the travel document is triggered by the ignition event. If the vehicle does not move, the corresponding route record or waybill is by default not created. When the switch is switched on, the travel document is also produced for the non-moving (not ignited) vehicles.
• E-mail receiving errors: in case of detecting an error - e.g. an odometer jump - a notification is sent to the e-mail address given here.
• Enforcement of completion sequence: when switched on, the system checks that the items of the document are completed in chronological order; for this purpose the document closure deadline can be set, and the enforcement of the closure sequence for the previous year can also be switched on.
• Warning once per login: when switched on, the warning pop-up windows are displayed to the user only once per login.
• Warning level: the levels controlling the sending and display of the warnings sent by the system, with one warning per row:

^ Sending ^ Warning text ^ Popup ^ Disabling functions ^

* Time based section splitting and Maximum duration: when the option is switched on, a section cut also occurs after the maximum duration given here, even if the vehicle did not stop in the meantime (based on ignition off and/or idle time).

• Distance based section splitting and Maximum distance: when the option is switched on, a section split also occurs after the maximum distance given here, even if the vehicle did not stop in the meantime (based on ignition off and/or idle time).
• Transitional known point groups: the section preceding a stop at POIs assigned to the POI groups marked in the POI group list is classified by the system into the so-called transitional section.
• Recording free text information: if this switch is active, free text additional information can be recorded for the items of the travel document. It can be used for any purpose, for example if the driver visits several business partners in one route section and wants to record all of them to the item.
• Displaying free text information on the PDF: by switching on this option you can control whether the free text information written to the item is displayed on the generated PDF form of the travel document.
• Constant data: at the constant data you can record constant values which you want to appear on the document always and permanently. Practically an unlimited number of such data can be given for the document type as follows:
  1. Field name: the label that appears on the document as the characteristic designation of the data
  2. Field content: the numeric or textual value belonging to the field
  3. Position: whether we want to place it on the right or left side of the document header
  4. Active: in the active state it appears on the document, but by switching off the active flag it can be deactivated either permanently or temporarily.

On the vehicles tab you can assign vehicles to the document type, individually and in bulk. Selection is only possible for vehicles belonging to the given company.

To assign a single vehicle, open the entry window with the add button above the list, where you select the production mode of the vehicle use document (automatic, hybrid or manual), then mark the vehicle to be assigned with the vehicles button. For bulk assignment, with the Bulk edit button you can select several vehicles at once in the vehicle search; before saving, the HolAzAutó system checks whether the necessary data for the document type are available on the selected vehicles, and gives an error message about the missing data. Every row in the list has an edit (pencil) and delete (trash) icon, so the assignment of a single vehicle can be modified or removed later.

For the vehicle for which we want to keep some vehicle use document, the necessary data set must be recorded on the vehicle data sheet.

Depending on the document kept for the given vehicle, several data may need to be given. If the system detects a missing data item necessary for the given document type, the vehicle data sheet cannot be saved.

• the travel document type used, with which we determine whether we keep a route record or a waybill for the vehicle, and which one among the several created document types. The assignment of the vehicle to the document type is also possible on the “vehicles” tab of the type definition.
• the production of the vehicle use document. Possible options:
  1. automatic: the vehicle use document is produced automatically when the vehicle is ignited, then the sections are generated automatically according to the settings
  2. hybrid: the vehicle use document must be produced manually, but once this is done, the generation of the sections happens automatically
  3. manual: the vehicle use document is created manually, upon user interaction; the stopping points of the sections are set by the driver in the mobile application.
• the type and licence plate of the vehicle: the type can be selected from the system's vehicle type set, the licence plate can be recorded as free text.
• the data of the operator (name, address, tax number): naturally, on the basis of point 9 of Section 2 (interpretive provisions) of Act LXXXIV of 1999.
• the site of the vehicle: may be a necessary data for waybills in the case of lorries with a gross weight above 3.5 tonnes.
• the type of the fuel consumption norm: which the operator uses for the calculation in connection with the given vehicle. On the basis of the relevant legislation these can be the following:
  1. base norm
  2. base norm lump sum
  3. determined by an expert
  4. and on the basis of the actual consumption
• the fuel type
• the fuel consumption norm in l/100 km, or in gallons/100 miles.

The used document type can be changed later, so a monthly route record can be set for the vehicle even if a weekly route record was kept earlier, and also if a waybill was prescribed for the vehicle earlier but from the next month we only want to keep a route record. The previously produced travel documents remain in the system in a reproducible way.

The list of the route records and waybills issued in the HolAzAutó system is available under the menu item Travel documents.

The travel documents created or generated in the HolAzAutó system - regardless of type - are displayed in the familiar multifunctional list at the bottom of the screen. At the top of the screen you will find a private use summary list, which by default shows the summary of your private trips (of the person assigned to your user).

At the private use summary you will find a single function here: a search with which you can change the default filter. After clicking on it, in the filter that appears you can filter by period (year) and driver, and you can also request the data in a monthly breakdown. You can start the filtering with the magnifier icon. If you want to return to the default data, you can reset the filter with the trash icon. What the calculation is based on for the given person can be set at the private use categories.

The private use categories are not a separate page or a separate function: they can be opened from the Travel documents page, from one of the action buttons above the document list (above the data table), namely from the Private use categories button. The button is located in the control row presented in the Document list chapter.

With the private use categories you can set up private use templates that provide monthly or annual private use kilometre and cost limits. For the drivers for whom the given cost limit template is set, the company provides the kilometre limit defined in the template for private trips. If the driver stays within this limit in the given period - in the case of private use - no cost compensation has to be paid, and if the driver exceeds the kilometre limit, the system calculates the amount of the cost compensation according to the applied unit price given in the settlement property assigned to the category.

If for example the compensation category shown in the picture is set for a monthly private use category, the company provides the driver assigned to this category with a freely usable private kilometre limit of 200 km per month. If the monthly private trip statement shows more, for example 300 km, the 100 km difference must be compensated by the driver to the employer at the 16 HUF per kilometre recorded here, i.e. a total of 100*16 = 1600 HUF. It is possible to set different compensation categories for different periods, but there cannot be overlaps in the periods. Which of the private use categories is valid for the given employee can be set on the person data sheet.

The general control buttons of the list are located - in the same way as in the other functions - in the top left corner of the list header, while the controls belonging to the rows are at the beginning of the item rows.

The functions from left to right are the following:

• Create document
• Refresh list
• Private use categories
• XLS export
• Search, filter
• Column settings
• Saved profiles
• Bulk operations
• Financial excel export
• Functions connected to items

{{:hu:fleet:okmany3_items1.png?600|Operations connected to items}}

• Row selection
• Edit item
• Invalidation
• Further functions menu
  1. Download the travel document
  2. Navigate to the vehicle data sheet
  3. Query the previous routes
  4. Preview

Further functions are connected to the functions listed above, which are described in detail in the subsection of the main function in this help chapter. The main functions are described in a more comprehensible context, in a different order than the list above.

Several functions in the travel document list serve your convenience, so that you can find and display the documents and their data that are important for you as precisely as possible. As in other lists, the functions necessary for this are available here, namely

• Refresh list
• the search and filter
• the control of the visibility of the columns, in which you can save the settings into your own profiles
• with the saved profiles you can set a layout that suits you and is regularly used with a single click
• clicking on the column headers also sets the sorting according to the given column here. An odd number of clicks on the column header means ascending order by value, an even number of clicks means descending order by value.

You can download the content of the list, a report made from it, and the printable version of the travel documents with the following file operations.

With the XLS export function you can export the list corresponding to the filter you have set into an Excel (.XLS) table suitable for further processing. The export can be started from the XLS export button of the control row above the Document list. If the language of your application interface is Hungarian, this export file will be created under the name “Utazasi okmanyok.xls” in the downloads folder of your computer. To open the file you will need an application capable of displaying Excel tables, for example Microsoft Excel, OpenOffice or Libre Office spreadsheet software.

The financial export is a special Excel report in which you can query the kilometre and cost summary of the persons (drivers) selected by you for a longer period (at least 1 month), broken down by route natures.

Before starting the query you have to set the input conditions of the report. You can choose a report format, you have to give the period to be queried and the persons whose data you want to summarize. After the settings you can start the query with the Export button. The result of the query goes into your document store, to which the system offers immediate navigation.

It is possible to download the printable image of the travel document in PDF format. The final, permanent and official version can only be downloaded after the closure of the travel document. For still open documents you can download a so-called “preview image”, on which it is indicated that the document does not yet show the final state. This preview is not suitable for using as a voucher in the economic settlements.

Depending on the status of the document, the system offers one or the other version for download from the functions menu connected to the items. You will find the PDF file in the downloads folder of your computer; the name of the file is generated from the unique serial number of the form and the licence plate of the vehicle.

From the travel document list various auxiliary operations can be started for a single item. You may need them to get additional information during work or to set some necessary data.

The button of the operations connected to the item is located at the beginning of the row (not in the table header or at the top of the table): you can open the further functions menu from the operation icon on the left edge of the individual rows of the list.

The following operations can be started from this menu: downloading the travel document, navigating to the vehicle data sheet, querying the previous routes of the vehicle, and opening the preview. The Navigate to vehicle data sheet and Previous routes of the vehicle functions are detailed in the subsections below.

With this function you can navigate to the data sheet of the vehicle involved in the travel document on the selected row. If you hold down the Ctrl key while clicking the menu item, the vehicle data sheet opens in a separate browser tab.

When you select the previous routes function, a panel appears on the right side of the screen, from which you can navigate to the current positions, the past positions and the evaluation interface. The panel opens with the period set by default so that the period of the selected travel document falls within this query. You can naturally change the parameters before starting the query. If you hold down the Ctrl key while clicking the function, the selected function opens in a separate browser tab.

There are operations that you can perform not only on one travel document but on a group of the documents selected by you. After setting the filter you want, you can also use the “select all” switch in the top left corner of the list, and the “row selection” switch placed at the beginning of the rows.

You can perform bulk operations started from the (…) icon on the items selected by you:

with this function you can download the printable (PDF) files of the selected travel documents in a compressed form. The file goes to the downloads folder of your computer under the name Utazási okmányok.zip. You can access the PDF files by extracting the .zip file.

You will benefit from the notify drivers function when you have several documents awaiting the approval of the drivers. In this case you can select these documents and, with an additional text given by you, send to the drivers the e-mail with the subject “Notification about the creation of a new open lorry waybill”, which is otherwise sent automatically by the system when the document is created.

With the reopen closed document function you invalidate the selected documents that are already closed and create a new document awaiting approval for the same period for each of them.

With the closure and approval of documents function you can attempt to approve the items of all the documents selected by you and to close the documents.

At the end of the operation the system opens a summary window on which you can see which documents it managed to close and for which it was unsuccessful.

With this option you can invalidate the selected documents. When a document becomes invalid, it receives a yellow marking.

Depending on your permission settings, you can create travel documents. On the HolAzAutó web interface you can manually create a travel document only with the travel document administrator role. As a driver you only have the possibility in the mobile application, if you are the driver of a vehicle for which manual (or hybrid) travel document creation is enabled.

Click the ➕ button to create a new route record.

In the window that opens you have to fill in the following data as mandatory:

• select the vehicle(s) for which you want to create a travel document. The type of the document to be created will be the one you previously assigned to the selected vehicle. You can create travel documents for several vehicles at the same time, but only for those for which the same travel document type is set. In the case of vehicles assigned with a different document type, you will get a warning message.
• set the start and end dates of the period.

After filling in the data, by clicking the save button the window closes and the production of the documents begins. The documents being produced appear in the list with the status “Production in progress”.

The created documents can appear in the list in four states.

• Production in progress: in this state the data content of the record is not complete, for example if the end date of the period is in the future, therefore the data are continuously filled until the end date occurs. In this status the data can only be partially modified.
• Awaiting approval: in this state the missing data of the document can and must be filled in. If all mandatory data are present on the document, it can be approved and closed.
• Closed: the content of the document can no longer be modified in this status. If a document was produced and closed incorrectly, it must first be invalidated, and only then can the new document be produced again for the given vehicle and period. The invalidated instances are stored - in accordance with the storage rules of strict accounting forms.
• Processed: the processed status means a “strong” closed state, with which it can be indicated that the travel document has been recorded and settled in the accounting records. In this status no operation can be performed on the document and it cannot even be invalidated. If the invalidation still becomes necessary, it must first be set back to the closed status.
• Invalidated: the invalidated documents cannot be edited.

With the automatisms enabled (allowed) for the document type and the related other settings, the approval and closure of the travel documents can mostly be automated, but there are cases (mostly in the case of route records) where the approval of the route sections and the closure of the document are only possible manually.

The open route record is a raw document with a unique serial number, which is created by the HolAzAutó system from the evaluated route sections produced on the basis of the data of the GPS tracker built into the vehicle. The individual sections are created according to the cutting parameters (idle time or state without ignition) set in the travel document type serving as the basis of the given route record.

You can open the route record awaiting approval for editing by clicking on the pencil in the left edge of the table. In order for the travel document to be regular and usable in your accounting settlement, it must contain all data prescribed by some legislation in connection with the given document type. In the case of route records such data are for every item, for example:

• the place and time of departure
• the place and time of arrival
• the nature of use (private or company use)
• in the case of a company trip, the visited business partner,
• and the purpose of the visit

If any of the above data is missing, the given section cannot be approved, therefore the whole document cannot be closed either, and without these data the document is not valid and you cannot download or print a final instance of it. The missing data can be filled in manually by clicking into the empty field and selecting from the drop-down menu from the previously created data, but you can also ask the automatisms for the automatic classification of the items.

In the case of a waybill, every section by default receives the Official classification automatically; you have to change this only if it is actually a private use, which is quite rare in the case of lorries. The sections of the route record are created without a nature classification by default, then - if you have set automatisms in this connection - the system tries to classify them according to some nature it identifies. If it cannot do this, you have to classify the unclassified route record sections into one of the following natures:

• Official: this must be set if the given route is clearly for official purposes, i.e. you visited one of your customers or suppliers for business purposes.
• Private: if you travelled on the given section for personal purposes, i.e. you used the company car for your own purposes, this must be set.
• Transitional: we can classify a route section as transitional if, for example, you travelled to your customer but stopped once (or several times) at a petrol station or resting place on the way. Because of the stop, the system always inserts a stopping place here, so your journey interrupted by the rest consists of two (or more) sections. In order for this to be qualified later as the same business (or private) journey, you have to classify the section(s) preceding the stop(s) as transitional, and only the last section of this journey (when you actually arrived at the stopping place) has to be classified into the appropriate nature.
• Commuting: since as an employer the classification of the commute from the employee's home to the workplace as official or private use (and the accounting of the related costs) may differ, we created this classification to identify the commuting items. If necessary, it can be used for the distinguishing classification of these items.

The HolAzAutó system is able to classify the sections automatically under the nature predetermined by you.

The precondition of the automatic filling is that you have to assign the appropriate nature to those route sections about which it can be decided in advance what use nature they will take. For this you have to create the necessary route section use nature assignments.

For example, you assign the commuting nature to the section between your home and your workplace, or if you often travel the route section between your workplace and a given location connected to work, you assign the official nature to it.

How can you set it up? The route section use nature assignments can be created in the HolAzAutó system in the Basic data → Persons module, on the person data sheet, under the Assign use nature to route point: for the given person you select the starting and arrival places (POIs) of the route, then assign the use nature (for example commuting or official). You can read about the complete process of the creation here.

In the case of official use, the visited business partner and the purpose of the visit are mandatory data of the route record.

You can select the business partner manually from the partners previously created - in the Partner companies function of the Basic data menu - or you can create it during the filling. If you click into the business partner field and start typing the name of the partner, the system lists the business partners in the database corresponding to the typed characters, and you can select the suitable one from there. If you do not find it among the recorded ones, you can record a completely new one. To do this, click on the gear icon in the row of the given route section.

In the top left part of the window that opens, in the Partner company data panel, by clicking on the downward arrow in the partner company field you can display the previously created partner companies, from which you can select the suitable one with a single click.

If you have assigned a visit purpose to the selected partner (on the partner company data sheet, on the Visit purpose tab), it is filled in automatically. In case the partner does not yet exist, do not open the drop-down menu by clicking on the arrow, but type the name of the partner to be created into the field. After typing the name of the new partner, continue the filling and select the purpose of the visit.

If a suitable purpose already exists, you can choose it from the drop-down. If it does not yet exist, the filling of the document can continue in two directions depending on your permissions.

If the administrator set the travel document type so that the filler of the document can create a visit purpose, then in the way described above, not by choosing from the drop-down but by typing into the field, you can create a visit purpose during filling just like a partner company.

If a partner company with a similar name already exists, after giving the mandatory data we offer you the possibility to review the partner companies with similar names in a table before saving.

The table contains, next to the names of the possible business partners, the name of the company, its distance from your stopping place, and whether the displayed information comes from an external (Google Maps) or internal (previously drawn POI) source. If you do not find the partner company you visited or the site assigned to the partner company in the list, click the Cancel button. Then the table disappears and you can click the save button again. Then we ask you whether you want to create a POI for the partner company and its site to be created now.

If you create the partner company without a POI, the automatic filling function will not be able to fill in the partner company data in the future if your route ends at the same place next time. For this reason we made it possible to create the POI for the partner company in place. This can be started with the Draw new POI button placed above the map.

You can read in detail about the creation and modification of POIs in another help chapter HERE. If you do not have permission to create a visit purpose and the drop-down does not contain the necessary item, contact the administrator who can create the appropriate visit purpose for you.

After completing the document, by clicking the save button the new partner and the visit purpose are created, and the item of your route record from which you started to create the partner is filled in with the created data.

The HolAzAutó system is also able to identify the business partners automatically taking into account the departure and arrival addresses. If a POI representing the site of the customer already exists at the arrival place of the given section (i.e. it is assigned to the partner on the partner company data sheet), the system automatically assigns the visited business partner to the section.

If a POI does not yet exist at the site of the selected partner, you can create it even during the filling of the route record. Click the Draw new POI button located above the map on the left side of the window containing the partner data. Then the map loads the default view of the POI of the partner to be created to the arrival place of the section, which you can shape as needed by moving the points on the outline of the POI.

After filling in the mandatory POI data, by clicking the save button the partner - POI assignment is created.

If a POI already exists at the site of the selected partner but is not yet assigned to the partner, by clicking the “Assigned poi: no assignment” button you can create the assignment by selecting from the list of existing POIs.

You can read more about the creation and assignment of the POIs displaying the sites of the partner companies here.

These auxiliary operations can be selected from the menu opened from the Filling automatisms button on the travel document editing surface. In the order of the menu items you will find the following functions.

For the automatic determination of the transitional nature it would be too complicated and labour-intensive a process to have to give this per person, per driver. As described earlier, the transitional nature is typical of a section of a journey interrupted - for example by a rest. The typical places of such journey interruptions are the petrol stations and the resting places of motorways, of which there can be hundreds. Therefore the automatic determination of the transitional nature can be prepared by first classifying the previously drawn POIs that can be such stopping places into some special group - for example “resting places, petrol stations” - then assigning these groups - in the Administration menu, Travel document types function - to every document type at which we want to qualify this POI group as a transitional (resting) point.

The automatic determination of the route natures is the process in which the system tries to fit the start and end point of an item to a POI pair previously defined for the driver - at the assign use nature to route function of the person data sheet.

If for a row the departure and arrival place match a POI pair defined for the driver, then the use nature set for this POI pair will be the use nature of the given item. So if the driver may use the employer's vehicle for commuting home and you want these trips to be automatically assigned to the commuting nature, you have to create a POI at the driver's home and at the employer's site, then record this POI pair with the commuting nature on the driver's person data sheet. The same principle can be applied if you want the automatic official nature determination at a regularly visited customer. On the person data sheet the employer's site POI and the POI drawn at the customer's site have to be assigned with the official nature.

The route the vehicle took between the two points is irrelevant from the point of view of the automatism; the determination is made exclusively on the basis of the departure and arrival places. If necessary, the route nature determined by the automatism can naturally be modified manually.

The filling automatism can determine the business partner automatically if there is a POI assigned to a partner company as a site within the area of which the arrival place of the route record item is located. See the chapter Automatic selection of business partners.

The previously drawn POIs get onto the stopping points of the travel document during the generation of the items. In the case of monthly, weekly but even daily route records it may happen that a POI is drawn later than the route record item is created on the basis of the section generation, but it is also a possible case that by the time the travel document is closed, someone deletes a previously created POI in the background that was previously put on an item of the travel document. The review of POIs and addresses automatism examines and updates the not yet approved items as follows:

• if an item has a deleted POI, it deletes it from the item too.
• if a POI has been created in the meantime at the departure or arrival place of an item, it records it for the item.
• where any relevant data of the POI has changed, it updates the affected items of the document.

If the work number selection is enabled on the travel document type, when the sections of the travel document are generated the work number corresponding to the current state of the current person's work number assignment is placed on the items. If a change occurs in the work number data or in the use of the work number, it may be necessary to review the work numbers at the not yet approved items.

After the function runs, the interface notifies about the changes executed.

You can also add file attachments to the travel documents. You can use this in many ways. You can attach the photographed or scanned image of the delivery note proving the origin of the transported goods or your fuelling invoice to the waybill, but also a document connected to the purpose of the journey, for example in PDF or compressed (ZIP) format. In the editing view of the document, in the right panel of the header you will find the Attachments tab, where you can attach files to the document, which you can later download and also delete.

By clicking the “+” button you can see in the pop-up window the file formats that can be uploaded as an attachment to the document. A file of maximum 2 MB can be uploaded, and you can only attach 1 file at a time, but several files can be uploaded to the document itself. The supported file formats are the following:

• PDF
• ZIP
• JPG
• JPEG
• PNG

By default we will offer the name of the file to be uploaded as the name of the attachment too; you can naturally modify this.

After saving, the attached files appear on the panel with the icon indicating the format and with the name chosen by you. On the right side there are two icons. With the first icon you can download and view the file, while with the other you can delete the attachment from the document.

You can also initiate the download of the attachments from the travel document list.

In the attachment column on the right edge of the list an icon indicates that the document has an attachment. By clicking the icon you can download the attachment(s). If the document has several attachments, by clicking the download button the attached files appear in a floating window from which you can choose the files one by one, while if the document has only one attachment, the download starts immediately. To view the downloaded attachment it is necessary that you have an application or browser on your computer capable of displaying or opening the attachment for editing.

The purpose of the check and finalization is to close the travel document, i.e. to make it suitable for the financial settlement and to store it as a strict accounting form. The precondition of the closure is the complete data content described above and that we approve the filling item by item, i.e. section by section.

With the approvals selected row by row, a data content check starts for the affected item. If the system finds an error during the check, it marks the affected row and within it the faulty or missing data with a colour highlight, and also informs in a textual error message which data has the problem.

In the case of a travel document with many items and several pages (typically a weekly or monthly route record), approving every section row by row can be time-consuming. In this case, by pressing the button marked with a double check mark at the bottom of the list you can initiate the approval for the sections on all pages.

By clicking the double check mark, a section-by-section data content check starts in the document. If the system finds an error during the check, it marks the affected rows and within them the missing data with red highlighting, and also indicates with a warning message which data prevented the approval of the sections and the closure of the document.

In this case you can click the “Cancel” button, with which you close the warning, or you can click the “Select incomplete routes” button, with which you only display the incomplete sections.

The closure of the document can happen after these data have been corrected by you.

If the “Automatic approval if possible” option is switched on on the travel document type, the system tries - with the other automatisms discussed earlier - to fill the items of the completed travel documents in the awaiting approval status with data and to approve the rows. At the items where this was successful, the approval check mark at the end of the row will be in the switched on state when you open the travel document for modification. The still incomplete items are not approved; you have to modify them manually and approve them individually or in groups.

The precondition of the closure of the document is the approval discussed in the previous section. When all sections are approved, the document can be closed.

This can be done by pressing two buttons:

• by pressing the double check mark button at the bottom of the list
• by pressing the “Approve and close” button at the bottom of the page.

If all data are suitable, a confirmation message awaits you, where you can confirm that you really want to close the document. After the closure the data content of the document can no longer be modified.

If the “Automatic closure if possible” option is switched on on the travel document type, the system tries to close the documents with approved items. If it finds even a single unapproved item, the document is not closed.

The processed status means a “strong” closed state, with which it can be indicated that the travel document has been recorded and settled in the accounting records. In this status no operation can be performed on the document and it cannot even be invalidated. If the invalidation still becomes necessary, it must first be set back to the closed status.

The processed state can be started with the “Switch closed documents to processed status” function placed in the bulk operations menu. The operation is executed exclusively on the selected documents in the closed state. The switch back from the processed status to the closed one is possible in the same way, with the “Switch processed documents to closed status” function.

Data recording and modifications are only possible on the not yet closed forms. After the closure by the automatisms or by the user, the Route record or the Waybill form cannot be modified; it can only be viewed, and the PDF instance of the form stored in the database can be downloaded. If a closed document of yours is faulty and you want to change it, you can only indicate it as a spoiled instance with the invalidation function. You can initiate this with the trash icon placed in the row of the document on the document list.

Before the actual invalidation the system awaits confirmation; it only executes the invalidation if you answer yes to the confirmation question. The spoiled, invalidated instances remain in the database, in the virtual form block, with the marking “Invalid”, but the data of the invalidated document are not transferred to a new form; the filling of the new form has to be started from the beginning. For a given vehicle, a new form can only be created for the same period after the invalidation of the previous one. The invalidation procedure depends on permissions, so it can only be performed by users with the appropriate function and object permission.

In the evaluation of the travel documents function you can create queries for given periods and evaluate the information obtained about the route taken during the event.

When you enter the function, a filter surface slides in immediately, with which you can create individual evaluations. This surface can be reopened at any time with the blue dock at the bottom of the map.

The filter conditions are the following:

• Period - here you can set the period to be examined with the quick buttons, but you can also set a custom time interval.
• Vehicle - here you can select which vehicles you want to examine; if you do not change it, by default all of them are taken into account.
• Driver - you can also select the drivers you want to examine.
• Responsible - here you can select the responsible persons.
• Trailer licence plate - if there is one.
• Document type - route record or lorry waybill.
• Status - the status of the document.
• Nature of use.
• Travel document type.
• Partner company - if there is one.
• Work number - optional.
• Visit purposes - optional.
• Comments - optional.
• Table columns - you can set which columns the table displays.

Below the selectable fields you will find the start of the filtering icon and the clear search conditions icon. Before that, select the examination aspect(s) according to which you want to perform the examination.

The examination aspects (dimensions) determine in what grouping and on what breakdown levels the HolAzAutó system produces the result table. You can choose from the following dimensions as examination aspects, and the selected dimensions, placed under each other, form the rows of the table:

• Visit purpose: breakdown according to the visit purpose recorded for the items of the travel documents.
• Company: breakdown according to the company managed in the HolAzAutó system.
• Day: breakdown according to the day of the travel document.
• Driver: breakdown according to the person driving the vehicle.
• Month: breakdown according to the month of the travel document.
• Nature of use: breakdown according to the use nature of the items (for example official, private, commuting).
• Business partner: breakdown according to the visited business partner.
• Vehicle: breakdown according to the vehicle.
• Work number: breakdown according to the work number assigned to the items.

You can read about the general operation of the evaluation, the filter and display settings in the Evaluation chapter.

We get the result in the familiar hierarchical summary table.

With the quick buttons in the top bar of the table you can navigate to the bottom or top of the table.

? Which travel documents can be created in the HolAzAutó system?

: In the HolAzAutó system it is currently possible to keep route records and lorry waybills; the assignment order, bus waybill and consignment note types will be introduced in the near future.

? What permission levels exist for the HolAzAutó travel documents?

: Three permission levels exist for the HolAzAutó travel documents: travel document editor, travel document administrator and travel document accountant; the editor manages his/her own items, the administrator works with full scope, and the accountant can view and process closed documents.

? Which legislation are the HolAzAutó travel documents produced on the basis of?

: The HolAzAutó route records are produced according to Annex 5 of Act CXVII of 1995 (PIT Act), the lorry waybills according to Section 33 of Government Decree 261/2011 (XII.7), and the preservation is performed according to Act C of 2000 (Accounting Act) and ITM Decree 1/2018 (VI.29).

? How long must the travel documents produced in the HolAzAutó system be preserved?

: The route record and waybill produced in the HolAzAutó system must be preserved on the basis of Section 169 (2) of Act C of 2000 (Accounting Act) for at least 8 years, in a readable, retrievable form.

? What does the warning level mean in the advanced settings of the travel document type?

: The warning level is a warning row configurable on the Advanced settings tab of the HolAzAutó travel document type; in every row you can give the timing of sending the warning (value and unit of measure of hour or day), the text of the warning, the pop-up display and the disabling of the affected functions.

? How can I assign vehicles to a travel document type in bulk?

: In the HolAzAutó system, on the Vehicles tab of the travel document type you can open the vehicle search with the Bulk edit button, where you can select several vehicles at once; before saving, the system checks whether the necessary data for the document type are available on the selected vehicles.