Post the fleet costs
Link the fuel and workshop invoices to the vehicle, split one fuel invoice between two vans and see the cost of each vehicle in Fleet.
Before you start
The fuel and workshop NF-e are already imported by the tax team in Third-party NF-e, and the vendor invoice waits as Draft. The vehicles are registered in Fleet, such as the Fiat Fiorino, plate QXN4G52, and the Peugeot Partner Rapid, plate RDK4F27, the delivery vans of Guatambu Móveis. The user has access to Accounting and to the Fleet Administrator group, and the group Brazilian fiscal details (popup) in the journal item lines: the administrator gives the user the group Brazilian fiscal details (popup) on the user screen. This applies in Brazil with configuration: the vehicle is chosen in the window of the invoice line and the Third-party NF-e uses the A1 certificate of the company.
Step by step
1. Check the fuel invoice
In Fiscal, open Third-party NF-e, remove the To import filter and click XML on the note of Auto Posto Guapuruvu: check the key, the number and the total. Click DANFE and check the access key and the total of 300.00. Click Invoice: the invoice of the gas station opens as Draft, with the operation Fuel purchase for own use (CFOP 1.653). Example: on 10/16/2026 the van was filled with 48 liters of regular gasoline at 6.25, NF-e 4712, so 48 x 6.25 = 300.00.
2. Choose the vehicle on the line
Click the gasoline line: in the window, check the CFOP 1.653, choose the Fiat Fiorino QXN4G52 in Vehicle and save. Click Confirm: the invoice of 300.00 is Posted. The cost of the van is the total of the note: the company is in Presumed Profit, with cumulative PIS and COFINS, and the gasoline of the van is for use and consumption.
3. See the bills and the cost of the van
In Fleet, open the QXN4G52 and click Bills: the note of 10/16 comes with the ones of September, with a negative total (payable). In Reporting > Costs, switch to the table and group by date: October adds up to 300.00, next to the 750.00 of September. The three September fillings are 250.00 + 262.50 + 237.50 = 750.00 (40, 42 and 38 liters at 6.25).
4. Post the workshop invoice
In Third-party NF-e, click XML on the note of Oficina Aroeira and check the key, the number, the total and CSOSN 102; click DANFE and check the total of 370.00. Click Invoice: the invoice opens as Draft with the operation Purchases (CFOP 1.556). Click the brake pad line, choose the Fiat Fiorino QXN4G52 in Vehicle, save and click Confirm. In Fleet, open the QXN4G52 and click Services: the brake pad appears on 10/16/2026, with 370.00 (2 parts at 185.00). The workshop labor, issued as NFS-e, is posted in the same way: vendor invoice with the vehicle on the line.
5. Split one fuel invoice between two vans
When the station issues a single note with one item per van, click Invoice on it: the invoice opens with two gasoline lines, of 150.00 and 225.00 (NF-e 4714 of 10/16/2026: 24 liters for the Fiorino and 36 liters for the Partner Rapid, at 6.25, total 375.00). Click the first line, choose the Fiat Fiorino QXN4G52 in Vehicle and save; click the second, choose the Peugeot Partner Rapid RDK4F27 and save. Click Confirm: the invoice of 375.00 is Posted. In Fleet, in Reporting > Costs, in the table grouped by date, October shows 150.00 for the Fiorino and 225.00 for the Partner Rapid.
Expected result
The fuel invoice of 300.00 and the workshop invoice of 370.00 are linked to the vehicle QXN4G52, in its bills and services, and the invoice of 375.00 is split into 150.00 for the Fiorino and 225.00 for the Partner Rapid in the cost report.
If something goes wrong
If the Vehicle field does not appear in the invoice line window, install the Fleet app and open the line of a vendor invoice. If clicking the line edits it in the list without opening the window, give the user the group Brazilian fiscal details (popup) in the journal item lines, as in Before you start, and open the invoice again. If the Bills or Services button of the vehicle does not show the note, confirm the invoice.
Odoo 18 manual
Standard Odoo 18 features used in this task, from the official manual.