VDF Mileage Log Version 1.0.0

VDF Mileage Log is designed for quick, private mileage tracking on your Android device. Your mileage records stay on the device unless you choose to export, email, or back them up.

Getting Started

Before recording mileage, create at least one Account and one Vehicle. Open Manage, then use the Accounts and Vehicles sections.

Accounts can represent a company, client, department, personal mileage, or another category you want to track separately. Vehicles keep separate odometer histories so mileage from one vehicle does not affect another.

You can choose a default Account and Vehicle to make everyday entry faster.

Logging a One-Way Trip

1. Open Trips.
2. Select the correct Account and Vehicle.
3. Choose the trip Date.
4. Enter the Destination.
5. Select One-way Trip.
6. Enter the Starting Mileage and Ending Mileage.
7. Optionally enter Start Time, End Time, and Purpose or Notes.
8. Tap Save Trip.

The app calculates miles traveled automatically from the starting and ending mileage.

The Use last button fills in the most recent saved odometer reading for the selected vehicle. Archived records still count toward the vehicle’s mileage history.

Logging a Round Trip

Choose Round Trip when you travel to a destination and return to the same starting location.

1. Select the Account and Vehicle.
2. Enter the Destination.
3. Select Round Trip.
4. Enter the Starting / return location.
5. Enter the Starting Mileage.
6. After returning, enter the final Ending Mileage.
7. Add optional times or notes if needed.
8. Save the trip.

The Starting / return location identifies where the round trip begins and ends.

Using Route Mode

Use Route when one trip contains several stops.

To begin a route, select the Account and Vehicle, enter the date, optional route name, starting mileage, first stop, and any route notes. Then tap Start Route.

While the route is active, the Next stop field remains editable while you are en route. When you arrive, enter the Arrival Mileage and tap Record Stop & Continue. Recording the arrival mileage commits that stop and becomes the starting point for the next leg.

You may also enter notes for each stop. Undo Last Stop removes the most recently recorded stop if a mistake was made.

When the route is complete, tap Finish Route. The completed route is stored as one detailed History record containing its stops and mileage.

Important: An active route saves automatically. If you close and reopen the app, the route in progress can continue.

Editing Trips and Routes

Open History and select a saved record to edit it.

When editing a normal trip, Cancel Edit discards unsaved changes and returns you to History without changing the saved trip.

Completed routes can also be edited. If an arrival mileage is changed, Mileage Log recalculates that leg, all following legs, the route total, and any reimbursement amount automatically.

Archived records must be restored before they can be edited.

History and Filters

History contains saved trips and completed routes.

You can filter records by Account, Vehicle, date range, Current or Archived status, and Destination or Notes. Multiple Accounts may be selected at the same time.

The totals displayed in History reflect the records matching the current filters.

Report exports use those same filters, so the PDF, CSV, or emailed report contains the records currently selected by your History settings.

PDF, CSV, and Email Reports

Export PDF creates a readable mileage report suitable for saving, printing, or submitting.

Export CSV creates a spreadsheet-ready file for bookkeeping or additional analysis.

Email Report opens your email application with a PDF report attached.

After a normal report is successfully saved or emailed, Mileage Log may offer to archive the exported Current records. Archiving keeps completed records out of the Current list without deleting them.

Email privacy notice: Mileage reports may contain names, addresses, destinations, notes, or other sensitive information. Email may not be secure. Review the report and recipients before sending.

Reimbursement Tracking

An optional reimbursement rate may be entered for an Account under Manage → Accounts.

When reimbursement is enabled for a trip or route, Mileage Log calculates the reimbursement amount using the mileage and the saved rate.

History provides report types for Reimbursement Due, Previously Submitted, Non-Reimbursable, and All Mileage.

When a reimbursement report has actually been submitted for payment, Mileage Log can mark those records as submitted and archive them. Previously submitted records remain available for reference and may be resent without creating a duplicate reimbursement amount.

If a submission needs to be corrected, it can be reopened so the affected records return to Reimbursement Due.

Archive, Restore, and Delete

Archiving does not delete a trip or route. Archived records remain stored in the app and can be viewed by changing the History Records filter to Archived or All records.

Archived records may be restored individually from History.

Delete All Archived Records under Manage → Data permanently removes all archived trips and routes while leaving Current records, Accounts, Vehicles, and settings intact.

Delete All App Data permanently removes trips, routes, Accounts, Vehicles, settings, and other stored app data. Use this only when you intentionally want to erase the app’s stored information.

Backup and Restore

Open Manage → Data to access Backup and Restore.

Save Backup File creates a complete restorable backup containing Accounts, Vehicles, settings, trips, routes, archived records, and any active route.

Store backup files somewhere safe, such as your device storage, Google Drive, email, or another secure location.

Reports are not backups. PDF and CSV files are intended for viewing and bookkeeping. Use Save Backup File when you need a complete copy that can be restored into Mileage Log.

Restore From File lets you restore a previously saved Mileage Log backup. Review the restore choices carefully before replacing existing app data.

User Information

Under Manage → Data, you may enter a User Name. This name stays on the device and can appear as the person who prepared exported and emailed mileage reports. Leave it blank if you do not want a Prepared by line.

Privacy and Offline Storage

VDF Mileage Log is designed around private offline storage. Mileage information remains on your device unless you choose to export, email, or back it up.

The app does not require your mileage records to be stored in an online account in order to perform normal trip and route tracking.

Need Help?

Open Manage → Help inside VDF Mileage Log for the built-in feature guide, reimbursement help, Privacy Policy, update information, and support options.

For additional assistance, contact Viking DataForge at support@vikingdataforge.com.

This guide applies to VDF Mileage Log Version 1.0.0, Build 28. Features and wording may change in later releases.