The mileage log is for users who have a company vehicle.
Where your company car is set up with a fuel card, ExpenseIn will calculate your private mileage, based on your business journeys and odometer readings, which is then deducted from your expenses or paid back to your employer.
How to create a fuel card mileage log
To create a fuel card mileage log, follow the steps below:
1. Go to My Expenses > Overview or Draft.
2. Click Add Expense and select Mileage Log from the drop-down options.
Note: If you have access to creating both company car expenses and personal car expenses, your options will be different and you'll need to select Company Car.
3. On the Details tab, complete the expense details.
Expense Date and Description - By default, the date and the description will be populated for you. You can amend these to reflect your preferred date and description.
Vehicle - Your vehicle will have been created for you by your Account Administrator (unless they give you permission to do this yourself, in which case you can add your vehicle from the My Expenses area)
Odometer Start and Odometer End - You should enter the start odometer reading from your vehicle. Don't enter the end odometer reading yet as you will need to do this at the end of the month.
Choose a Receipt - You can attach fuel receipts to your expense by clicking Choose a Receipt. You can either upload a new receipt from your device or select an existing receipt.
Note: You may also need to complete other fields such as Category and Department if your account settings require you to do so.
4. On the Journeys tab, complete your business journey details.
Date - By default, the date will be today's date but you can change it.
Description - Enter a description for your business journey.
From and To - Enter the from and to locations for your journeys. You can enter locations or you may want to add in postcodes instead (especially if this is part of your company's policy).
Miles - Check the number of miles calculated reflects the miles travelled for your business journey. ExpenseIn uses Google Maps to calculate the distance for you. This can be changed by manually amending the distance.
Note: You have the option to duplicate the journey and do a return journey by clicking the icons on the right-hand side of the journey.
You can add more journeys to your log by clicking Add New Journey.
5. Click Create.
Your Mileage Log will then reside in Draft under the Expenses section where you can add more journeys until you submit it.
How to add more journeys to a fuel card mileage log
To add more journeys to your fuel card mileage log, follow the steps below:
1. Locate the expense in the Draft section of your My Expenses area.
2. Click the Edit icon; or click the three dots on the expense line, then click Edit.
3. In the Journeys tab, add your extra business journeys.
4. Once you've finished, click Update.
How to view private mileage
When you're ready to submit your mileage log you should input your Odometer End reading into the Details tab of your expense by editing it.
Once your end odometer reading has been added, the system will look at the start and end odometer readings, as well as your business journeys entered to calculate a negative value which will represent your private mileage.
A summary of your private miles will also be displayed against the expense.
