---
title: "How do I create vehicle records?"
slug: "what-are-how-do-i-create-vehicle-records"
updated: 2026-06-10T11:26:21Z
published: 2026-06-10T11:26:21Z
canonical: "help.cintra.co.uk/what-are-how-do-i-create-vehicle-records"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I create vehicle records?

Before you begin to payroll company vehicles within **Cintra iQ**, you must set up the company vehicle records. When you create a new record, all of the data that is relevant when calculating the taxable benefit for the user of this vehicle appears on the **Vehicle Record** forms. The key fields to fill in for the benefit calculations are:

- Type (whether this vehicle is a Car or a Van)
- List Price
- Accessories Cost
- Fuel Power Type
- Engine Capacity
- CO2 Emissions
- Date Registered

The **Company Vehicle** wizard comprises two forms: **Company Vehicle Record** and **Company Vehicle Details**.

Go to **Cintra iQ**: Employer Settings folder > Company Vehicle > Navigator > right click: New > Insert Company Vehicle Records Wizard

## About the Company Vehicle Record form

> [!WARNING]
> **Important:** You need to create a record in Company Vehicles for each company vehicle being used.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001063716.png)

### Fields

| Name | Description |
| --- | --- |
| **Registration** | Enter the number of the car's registration plate. |
| **Access Level** | Select the security level to which applies to this record. You can choose from the drop-down list. |
| **Type** | Enter the type of vehicle you wish to record such as Car, Van, Motorcycle etc. |
| **Make** | Enter the manufacturer of the vehicle. Example: Skoda or Honda etc. |
| **Model** | Enter the brand of vehicle. Example: Fabia or Civic etc. |
| **Trim** | Enter the vehicle's exterior or interior to make the vehicle distinctive from others. |
| **Colour** | Enter the vehicle's colour. |
| **List Price** | Enter the manufacturer’s suggested retail price. |
| **Accessories Cost** | Enter the price of accessories as described by HMRC. For more information, see HMRC's Car Benefits and Car Fuel Benefits. |
| **Notes** | Enter any notes that relates to the vehicle. |
| **DVLA Category** | Enter the DVLA category of a particular type of vehicle that an employee must be entitled to drive. Note: The employee's DVLA category on the driver's license must match that of the vehicle's. |
| **Fuel/Power Type** | Enter the type of fuel the vehicle uses. A = Anything other than Diesel D = Diesel E = Zero EmissionNote: E is only valid for Zero Emission vans. |
| **Engine Capacity** | Enter the vehicle's engine size in Cubic Centimetres. |
| **CO2 Emissions** | Enter the manufacturer’s guide for the vehicle's CO2 emissions. |
| **Zero Emission Mileage** | Enter the electric mileage range for any vehicles with an emission of < 50g. |
| **Approved CO2 Not Available** | Check this box if the approved figure for CO2 emissions is not available. |
| **Date Registered** | Enter the date the vehicle was registered. Note: DDMMYYYY format. |
| **VIN** | Enter the Vehicle Identification Number (VIN) or Chassis number. This is a unique code that includes a serial number. |

## About the Company Vehicle Details form

The **Company Vehicle Details** form contains additional information that you may want to enter, such as road tax and MOT dates. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001063717.png)

| Name | Description |
| --- | --- |
| **Tax/MOT/Service tab** | This tab allows you to capture the details of when the Tax, MOT and Service are due for the vehicle. |
| **Purchase/Sale tab** | This tab allows you to capture the details of when the vehicle was purchased and when it was sold (if applicable). |
| **Insurance tab** | This tab allows you to capture details of the vehicle insurance's renewal date and the insurer's name. |
| **The Contract/Other tab** | This tab allows you to capture lease details and various codes for keys, alarms etc. |

> [!NOTE]
> **Vehicle Keepers:** The Vehicle Keepers form is a read only history view of any employee who has used this vehicle. Go to Cintra iQ: Folders Employer Settings Company Vehicles record in Navigator Forms Vehicle Keepers.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001063718.png)

## To create vehicle records

1. Navigate to the **Insert Company Vehicle Records Wizard** window. Go to **Cintra iQ**: Employer Settings folder > Company Vehicle sub folder > Navigator > right click: New
2. Fill in the mandatory fields.
3. Fill in any of the optional fields, if desired.
4. Click the **Next** button. The **Company Vehicle Details** window appears.
5. Select the desired tab(s).
6. Fill in the desired information.
7. Click **Finish** button. The new vehicle record is displayed in the **Navigator**. You are now ready to assign the record to an employee.