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PEAK Mileage Capture has been designed to allow quick, simple and accurate completion of business mileage claims using GPS technology.

The process to upload your trips from the mileage capture dongle (The Trip Stick) is simple.  Please follow the steps in this guide and ensure all steps are complete before uploading your dongle and completing a claim.

What you should have received:

 

Support

The following link will take you to the support website where you can access Support, Instructions, FAQ and Help. You can also log a support ticket if you require help or if something appears to be broken or not working.

http://www.peakmiles.com/support

Feedback

If you have any feedback, suggestions, ideas or wish to comment on the PEAK service for any reason please do so using the feedback form.

User Set-Up Guide

1.   Logging in
2.   Check your details
3.   How to Change your Password
4.   Installing the USB Driver
      –  Windows PC
      –  Using a Mac Based Computer
5.   Download and Install the PEAK Upload App.
6.   How to Upload Your Journeys
7.   How to complete and submit a GPS Claim
8.   How to Add a Friendly Name
9.   Add a Special Vehicle
10. Set up a Scheduled Reminder
1.   Logging in
To log in to your new account please go to www.peakmiles.com and click the “Log in” button in the top right hand corner.
Enter your username and password and click “Log in”.(If you do not have a username or password please contact your account administrator or email support@fleetinnovations.com)2.  Check Your Details

Before using PEAK for the first time please check that your details are correct and make any necessary amendments.

Click on “My Account”.

Click on “My Details”.

Check your details, if any of the details are incorrect or need adding/amending click on “Edit my details”.

Click “Save” once you are happy with your changes.

3.  How to Change Your Password

Click on “My Account”.

Click on “Change Password”.

Fields marked with an * are mandatory fields.  Once you have confirmed your new password click the “Save” button.

4.  Installing the USB Driver

In order to use the USB dongle you will need to install the USB driver.  The tutorial below shows how to do this.

Windows PC

Once logged in, click on “My Account”.  Click on “Download Software”.

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Step 1 PEAK GPS Dongle Drivers – click on ‘Download’ to install the software.

Note: The web page should automatically detect the operating system you are using.  If you are downloading for another computer use the download link for that operating system.

Save the file to your computer.

Once downloaded double click on the file.

Click on “Extract File”.

If in doubt please extract the file somewhere easy to find such as the ‘Desktop’.

Select Extraction path (where you want to extract the file to) and click “Extract”.

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Now double click on the file you have just extracted to start the installation.

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Congratulations you have now installed the driver. Remember to install the Up-Loader App too.

Using a Mac Based Computer

Click on the download link for Macintosh OS

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Note: The web page should automatically detect the operating system you are using.

Double click on the Silicon Labs VCP Driver Installer file and then follow the on screen instructions

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5.  Download and Install the PEAK Upload App

The PEAK Upload App is a small software application (about 2.5mb) that is loaded on your computer.  The job of the app is to communicate with the dongle and to upload the mileage coordinates to our web servers.  You will need to install this application which means that some users may need to seek advice from their IT department or an IT professional.  The process is relatively simple and within the abilities of most computer users

To download the latest version of the PEAK Application please go to “My Account” and click the link “Download Software”.

 

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PEAK GPS App – click on “Download for Windows” or “Download for MAC OS”, whichever is applicable and save the ZIP File.

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Save the App somewhere that you can easily find it like the Desktop

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Within WinZip (or similar) select the file to extract.

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Select Extraction path (where you want to extract the file to) and click “Ok”.

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Now double click on the file you have just extracted to start the installation.

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You can proceed with installation of the program.

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You have now successfully installed the app.

6.  How to Upload Your Journeys

Click on the “Peak Mileage Capture Upload” (the PEAK App) link and enter your Username and Password.

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Click “Login”

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Click “Upload Trip Data”

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It will show that it is reading the data.

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Your journeys will then be uploaded.

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Once your journeys have been uploaded click “Clear Data”.

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NOTE: We strongly advise you check the website www.peakmiles.com first to see if your data has been uploaded.  If it has not been uploaded or there has been an error, try to upload the data again.  If the problem still persists contact us at www.peak-support.com and do not erase the data.

Click “Yes” to confirm that you would like to remove the data.

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Your data will be removed.

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The next step is to log into www.peakmiles.com and complete your claim.  Your claim will be in the pending claims area.

7.  How to Complete and Submit a GPS Claim

Go to “My Claims” and click on “Pending Claims”.

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Click on “View” against the claim that you have just uploaded.

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Click on “Edit Claim Details”.

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Enter a name for the claim.

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Enter any fuel purchased using your own funds.

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Enter the latest odometer reading.

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Enter the date of the odometer reading.

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Enter a default vehicle.

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Save the changes you have just made.

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You will notice from the image below that all trips uploaded via the GPS dongle have their journey details prepopulated.  Including:

– Start address
– End address
– Date, time
– CO2
– Vehicle
– Miles
– Trip value

By clicking on the text “Map” a representation of the journey travelled will be launched.

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Please note this map may not show the actual journey travelled.  We use Google to create the map and Google uses its logic to draw the journey between the waypoints we provide.  This can occasionally show incorrect journey details particularly over short distances.

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By using the “Business / Personal” toggle buttons you can indicate if a trip is business or personal.

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Business trips will show on mileage reports whereas personal trips will not, they will only show the distance travelled.

Enter the reason for your trip using the drop down.

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Enter the client name using the drop down.  Alternatively you can add the client using the “add new client” feature within the drop down.

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Edit information about the journey by clicking the text “Edit”.

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Add any notes against the journey.

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Add a specific vehicle against the trip by using the drop down to select a journey or by using the vehicle look up to search for a new vehicle.

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You can reduce the mileage of a trip by changing the number in the “Miles driven” box.  You cannot increase the mileage.

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Once you have amended the details click “Save”.

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Once you have completed your claim you can download the data to a CSV file and open in Excel.

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When you are happy that your claim has been completed click the “Preview and Submit” button.

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Double check you are happy with the mileage you are about to submit and click “Submit Claim”.

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Congratulations, you have submitted a claim.

8.  How to Add a Friendly Name

You can add ‘friendly’ names to your account to show at a glance your journeys, i.e., from the office to a specific client, from a specific client to home etc.

Friendly names can be added in your claims.

Click on “Edit” just underneath the address.  Every time you start/end your journey within 150 metres diameter of this point it will apply your friendly name.

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Enter your “Friendly name”.

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Then click “Save”.

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9.  Add a Special Vehicle

A special vehicle is a vehicle that you may drive for business other than your main vehicle, for example, your partner’s vehicle, a rental or a courtesy car.

Edit information about the journey by clicking the text “Edit”.

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Add a specific vehicle against the trip by using the drop down to select a journey or by using the vehicle look up to search for a new vehicle.

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Enter the registration of the vehicle in the registration number field and click “find”.  Our system will now search our own database first and if your vehicle cannot be found will search the DVLA and SMMT databases to collect the relevant vehicle details.

If your car has been successfully found please click “Assign Vehicle”.  If the vehicle has not been found click “Add Vehicle”.

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Now click “Lookup”.

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And then to add the vehicle click “Select”.

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To add the vehicle click “Create”.

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10. Set up a Scheduled Reminder

Select “My Reminders” from the “My Account” navigation menu.

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Click on the “+New reminder” button.

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Chose if you want a reminder weekly, fortnightly or monthly.

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Once chosen use the drop down to select the day of the week or date for your reminder.

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Now click “Create”.

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11.  FAQ Frequently Asked Questions

What if I cannot upload trips?

To resolve problems with the upload of trip data check that:

  • The PEAK Mileage Capture Dongle device is attached to the computer.
  • The LED/light is displaying green to indicate the device is operating.
  • In instances where data does not seem to have been imported in to the Fleet Innovations application:
  • Check that the dongle is firmly plugged into a USB port of the computer and the LED/light on the dongle is showing green.
  • Check that there are no other dongle devices attached to the computer.
  • Close the PEAK application and log back on using your username and password.

What happens if the PEAK dongle becomes damaged?

  • If a dongle becomes damaged and no longer operates it should be reported to the person responsible for managing your vehicle (fleet manager, business owner etc).  They will contact Fleet Innovations to arrange a replacement.
  • In the period between damaging the dongle and receiving its replacement you should keep track of your business trips and their purpose manually.
  • You can enter all your trips using the manual claim creation feature on our web portal.
  • Please send damaged devices to: Fleet Innovations Limited, Century House, St. Johns Avenue, Kidderminster, Worcestershire, DY11 6AX
  • Please enclose your full contact details.

What if the PEAK dongle is lost or stolen?

  • When a dongle is lost it should be reported to the person responsible for managing your vehicle (fleet manager, business owner etc). They will contact Fleet Innovations to arrange a replacement.
  • In the period between losing the dongle and receiving its replacement you should keep track of your business trips and their purpose in a temporary paper-based dongle for future reference.
  • If you locate the device you thought was lost, report it to the person responsible for managing your vehicle and they will authorise you to continue using the original device.
  • Please contact us via support@fleetinnovations.com if your device is lost or stolen.

How can I tell the device is on?

  • At start-up when the vehicle ignition is turned on a green LED/light will display on the dongle
  • When the dongle is collecting data the green LED/light will flash every few seconds.

How do I install the dongle?

  • It is important that the dongle is located in a vehicle so that it is able to receive signals from the global navigation satellite system.
  • In a motor vehicle, the device can be installed by:

1. connecting it to any USB port in the vehicle; or

2. attaching it to the cigarette lighter socket using the adapter provided.

  • The device can be placed on the dashboard of the vehicle and connected via the USB cable to the USB port, or to the adapter placed in the cigarette lighter socket.

What precautions should I take?While it is important to ensure that the dongle is located in a vehicle so that it is able to receive signals from the global navigation satellite system, take care not to place it in locations that are:

  • Extremely hot (for example in direct sunlight, or on a heater vent near the windscreen);
  • Exposed to high levels of moisture.

My start address seems strange?This may happen from time to time and could be due to one of two reasons:

1. Hot, Warm, Cold Start;

2. Satellite Drift.

Hot, Warm, Cold Start

The time it takes to get a satellite lock on the GPS receivers on the ground can vary, especially where the receiver is in a moving vehicle or in dense urban areas. The time needed for a GPS lock is usually dependent on how the GPS receiver starts. There are three types of start – hot, warm and cold.

  • The Hot Start (average one second) is when the GPS device remembers its last calculated position and the satellites in view.
  • The Warm Start (average 25 seconds) is when the GPS device remembers its last calculated position.
  • The Cold Start (average 29 seconds) is when the GPS device dumps all the information, attempts to locate satellites and then calculates a GPS lock. This takes the longest because there is no known information. A moving vehicle can make this process take longer.

Advice:Wait for the green light to start flashing before moving the vehicle (it should only take a short while).

Satellite Drift

To put a highly complex scenario into the simplest terms, the orbit of satellites is subject to small variations which can influence the overall GPS calculations, particularly if there are fewer satellites that the device can lock on to at a given time.  This very occasional effect is not something to worry about and is unlikely to result in a discrepancy of more than a few metres.

Why is my Dongle LED light not on?

When the LED/light on the dongle device is not displaying, it normally means the device is not connected to an active power source. The action to take is:

  • Check that the connecting cable is firmly attached to both the device and the cigarette lighter adapter or vehicle USB port.
  • Check that the vehicle ignition is turned ON and the cigarette lighter adapter is displaying a red LED/light.

How Does The Device Work?When the device is correctly operating in your vehicle, it searches for the Global Positioning System (GPS) signal from the global navigation satellite system.

After the GPS position is fixed, the device begins to save and record data in the form of longitude, latitude and time.

This data is uploaded to a computer application for use in vehicle management and reporting.