Configure mileage rates for vehicles

How do you set mileage rates to automatically calculate for each journey?

What steps do you need to take to make mileages available to users in the Expense Portal and Mobile App?

Scenario

Ester at Conus wants to streamline the mileage expense process by automatically calculating mileage rates based on vehicle type, distance, and country-specific regulations

Set up Vehicles

Go to Vehicle List and enter the Vehicle Types your company uses

Choose if a vehicle can be selected as Default, meaning the Expense Mobile App will automatically suggest this when submitting mileages.

Apply Posting Setup

1. Select the line with the Vehicle you want to set up and select Setup.
2. Fill in the Posting Account Type and Posting Account No. To track mileage expenses by user group or individual, simply add another line for each employee or group in the Employee No./Employee Group column and assign a unique posting account number
3. Repeat the above for all relevant vehicles.

Define Mileage Rates

Add and set up mileage rates for an automatic calculation on submitted journeys.

Navigate to Mileage Rates and click on New.

Fill in details of the country or company specific rate and vehicles they apply to.

Add vehicle types to Configured Fields

Ensure users will be able to select the different Vehicle types when they

1. Navigate to Configured Fields.
2. Under the Home action bar, Select Mileage.
3. Click in the Field Code, add a new line with Vehicle Code.

Synchronize

You can use the Synchronize action, directly in your Role Center so all expense users can use the new setup immediately or let the standard job queue run in the background.