Mileage Inquiry

The Tools – Mileage Inquiry screen contains a list of mileage transactions created by users in your company using the vehicle-based mileage features. There are three tabs to select from: All Transactions, Yearly Distributions and Current Fixes. You can add adjustments to mileage transactions from this screen.

Adding an adjustment

  1. From any of the three tabs, right-click a mileage transaction, or left-click a mileage transaction and click the menu icon , then click Add Adjustment. This opens the Add Entry screen.

    Graphical user interface, application Description automatically generated

  2. Complete the fields as follows:

    3. Claimant

    Select the claimant for whom you are adding a mileage adjustment.

    Vehicle

    Select the vehicle in which the claimant accrued the mileage.

    Date

    Select the date on which the mileage was accrued. This is set to the present day by default but can be changed to an earlier date (but not a later date).

    Expense Type

    The expense type is filled automatically based on your vehicle selection and cannot be edited.

    Distance Band

    Select the correct distance band for the mileage adjustment. These distance bands are configured in the expense policy associated with the above expense type.

    Miles

    Enter the number of miles you wish to add to the claimant’s mileage. This can also be a negative number if you wish to reduce the claimant’s mileage in case of a previous overclaim.

    Reason

    Enter the reason for the mileage adjustment.

  1. Click to save the adjustment.

Multiple Adjustments

Multiple adjustments can be made from the Yearly Distributions tab.

  1. Open Yearly Distributions.

  2. Select the distributions you wish to adjust by ticking the boxes in the left-most column of the grid. Tick the box in the title row to select all distributions.

  3. Click the button. This opens the Mass Add Adjustments window.

  4. If you selected any distributions by mistake, click the trash can iconto remove them from the Mass Add Adjustments grid. This does not delete the distribution or remove it from the Yearly Distributions grid.

  5. Click to create the multiple adjustments. The selected distributions will be removed from the Yearly Distributions grid. They will appear in the claimant Mileage Inquiry grid with the reason “Adjustment for incorrect tax year records”.