Overview
Monthly Reimbursement Overview
Automatic totals from vehicle records plus monthly support items. All vehicle reimbursements use Registration Date except PDI Expense, which uses Delivery Date.
| Reimbursement Title | Claimed | Approved | Paid | Status | BC Reconciled | Action |
|---|
Annual Tracker
January to December roll-up. PDI is allocated by Delivery Date; all other vehicle reimbursements are allocated by Registration Date.
| Month | Total Claim | Approved | Paid | Approved Not Paid | Pending Approval | Ignored / Not Approved |
|---|
Claim vs Approved vs Paid
Monthly movement.
Search All Months
Searches all registration months and manufacturers directly in the database without loading the full history into your browser. It checks vehicle information, reimbursement type, amounts, status, comments and other saved fields.
Vehicle-Level Monthly Sheet
Spreadsheet-style entry with automatic saving, Customer Name, Engine No., Offer Detail, multi-row selection, bulk actions, undo, and duplicate-VIN protection. Use Import Excel to bring in whatever information is available; missing fields stay blank as Draft rows for users to complete here later.
Excel Import
Vehicle Excel imports are now handled directly inside Monthly Details.
Open Monthly Details
Select the manufacturer and registration month where you normally enter vehicle information.
Click Import Excel
The file does not need to contain every column. Any available recognized information is imported; missing fields remain blank and the row is saved as Draft.
Complete later
Imported rows appear in Monthly Details. Users can fill the yellow missing cells later and Auto-save will update the database.
Download Import TemplateAdvanced template import / Monthly Items
Optional. Use this only when you need the old template preview flow or the Monthly Items worksheet. Normal vehicle imports should be done from Monthly Details.
Export Data
Download clean Excel files from the live system.
AI Evidence Assistant
Saved chatAttach Head Office evidence, keep the history, and review every extracted amount before posting.
Audit Log
Who changed what, when, and the before / after values.
| Date / Time | User | Action | Area | Record | Changes |
|---|
Users & Access
Manage app roles. New users should be invited through Supabase Auth unless the optional invite function is installed.
| Name | Role | Active | Save |
|---|
AI Chat Visibility
Choose exactly whose AI evidence chats each user may open. Shared chats are read-only.
Status Tolerance
Difference below this amount is treated as fully approved / fully paid.
If |Claimed − Approved| is less than AED 10.00, it is treated as Approved.
If |Approved − Paid| is less than AED 10.00, it is treated as fully Paid.
Exactly AED 10.00 difference is not within the tolerance.
Number Display
Choose whether monetary values show decimal places in the application. This changes display only; stored values and calculations keep their exact amounts.
Backup Protection
Automatic layered protection for reimbursement data.
Software Diagnostic Export
Create a safe troubleshooting file containing reimbursement data and structural checks for ChatGPT review.
The HTML contains current reimbursement tables, AI chat history, row counts and duplicate/orphan checks. Download it, then attach the file in ChatGPT when you want me to investigate mismatches or software bugs.