Register vehicles and fleet fuel in Dcycle

Before you start

You need an Editor role in your Dcycle organization.

Steps

Step 1

Click “Data” in the left navigation.

Step 2

Click “Categories”.

Step 3

Open the “Vehicles” category.

Step 4

Click “Add vehicles or data”.

Step 5

The menu has two groups: “Vehicles” (add one manually, or bulk upload a file to register many at once) and “Consumptions” (bulk upload fuel consumption for vehicles already registered). Pick “Bulk upload” under “Vehicles” to register vehicles from a file.

Step 6

Choose “Bulk upload” under the “Vehicles” group.

Step 7

The import wizard opens. If you don’t have a file yet, download a template and fill it in: license plate, type (passenger or freight), ownership (owned or rented), country, fuel type, and optionally name, registration year and segment. Supported formats are CSV, XLSX and XLS.

Step 8

Drag your file onto the panel or click to browse. Dcycle parses it and moves to the “Columns” step, where each column of your file is matched to a Dcycle field.

Step 9

Check that every template column was matched to the right field — fix any mismatch with the dropdowns — and click “Continue”.

Step 10

If a “Values” step appears, it shows how the values in your file (type, ownership, fuel type…) map to Dcycle’s accepted values. Review the suggestions and adjust any value that wasn’t recognised.

Step 11

Click “Validate & continue” to validate the rows.

Step 12

The “Review” step summarises valid rows and errors. Fix any flagged cell right here, or filter with “Show errors only” to work through them.

Step 13

When everything looks right, click “Submit” to register the vehicles.

Step 14

Once vehicles are registered, open “Add vehicles or data” again and pick “Bulk upload” under “Consumptions” instead — same import wizard, with license plate, start and end date, and quantity in litres or km.

Log fuel with only the amount spent in euros

If all you have is the fuel-card spend, you can enter a vehicle’s fuel as an amount in euros instead of litres:

1. Open the “Vehicles” category and click “Add vehicles or data”.
2. Add the consumption manually, with “Bulk upload” under “Consumptions”, or by uploading an invoice.
3. Choose “Euros (EUR)” as the unit and enter the amount spent.

Dcycle converts the amount to litres using that week’s average pump price for the vehicle’s country, from the European Commission’s Weekly Oil Bulletin. It then applies the same emission factors as for any other fuel consumption, and the amount in euros stays on the record.

Move a vehicle to another company

If you registered a vehicle under the wrong company, don’t delete it — deleting a vehicle also deletes all its consumptions. Move it instead:

1. Click “Data” > “Categories” > “Vehicles”.
2. Open the vehicle.
3. In “Edit vehicle”, choose the right company in the “Organization” field at the bottom of the drawer.
4. Save the changes.

The vehicle keeps its consumptions, custom columns and history, and its emissions are recalculated under the new company. “Create vehicle” and “Edit vehicle” always show the company that owns the vehicle.

A holding can move vehicles down to any of its subsidiaries, or back to itself. A subsidiary can’t move vehicles up to its parent or to a sibling company.