Intro – Mileage Expense #

Mileage Expense allows users to record the cost associated with using either employee-owned or company-owned vehicle, including details such as origin, destination, odometer readings, distance traveled. Employees can request reimbursement for these expenses based on a set rate. If an approval process is enabled, employees submit claims containing this information for approval before reimbursement.

• Mileage Expense is a posting transaction if the claim reimbursement option is selected.
• If mileage expense approval process is off, all created expenses will be auto approved upon saving.
• Approved mileage expense can be paid and recorded in the Reimbursement.

Create a New Mileage Expense #

• Go to Employee on the left sidebar, and select Mileage Expenses
• Click Add New button in the top right corner.
• On the Add New expense page, fill in the following fields
  • Expense number is an auto generated number.
  • Date: default is today.
  • Employee: Select the employee who log or claim the expenses. Defaults to the logged-in user.
  • Origin – Destination: Enter starting and ending location.
  • Vehicle: Select a vehicle from the list. You may add new vehicle as needed.
  • Odometer Value: Enter the start reading and end reading of the vehicle’s odometer.
  • Distance: Enter the distance.
  • Unit: Mi or Km.
  • Rate: Enter mileage rate.
  • Amount: It is a calculated field.
  • Description: Enter the details of the expenses incurred, up to 300 characters.
  • Claim Reimbursement: Select this option if you want to claim reimbursement. Otherwise, this mileage expense will not be sent for approval and will not appear in the Reimbursement app.
  • Expense Account: Select an appropriate expense account to track the expenses. You can omit this field if you do not claim reimbursement.
  • Reimbursement Account: Select the current liability account used to track the amounts owed to employees for incurred expenses. You can omit this field if you do not claim reimbursement.
  • Billable: Select this option if you will bill a customer later.
  • Customer: If any of billable option is selected, choose a customer you will bill.
  • Project: Select the customer’s project, if applicable.

• Click Save or Save & Submit