Introduction

The Mileage Manager within our system offers a streamlined interface for users to efficiently manage and review their mileage entries. This guide provides detailed insights into navigating this tool, utilizing its features such as filtering, reporting, creating, and modifying mileage entries effectively.


A. Problem Statement

While the Mileage Manager is designed to simplify the tracking of travel distances and expenses, users may encounter challenges in using the filters to sort data accurately, understanding the reporting functionalities, or managing the permissions required for modifying or deleting entries based on their workflow status.


B. Solution

To overcome these obstacles, it is important for users to understand the functionalities and limitations of the Mileage Manager, including how to apply filters, generate and download reports, and appropriately manage mileage entries according to their access rights.


The mileage manager makes it easy for a user to review their mileage history. It can be accessed by going to Tools -> Mileage.


Filters


The filters at the top of the page provide a way to easily sort through the mileage listed.



The filters begin with a time filter. This is based on the current date of access. The second filter is a user filter. This is available only with unrestricted Search access to the mileage document type. It will show results for only the user selected in the box, or all users if the (all) option is chosen. Items I affected will remove the current list of items and replace it with items that the currently logged in user has affected. This means any mileage items that have been approved, rejected, returned, or touched via workflow.


Reporting


Clicking the View Report button in the upper right corner will open up a window which allows access to a reporting option, if available.



The From and To filters are based on the current date. Once the dates have been selected, clicking Apply will run the report. Once the report has been generated, it can be downloaded to an Excel file via the Download button.


Creating/Modifying


To create a new mileage, simply click the Add New button. This will open the mileage form. To learn more about how to use the mileage form, click here.


Your ability to edit a mileage will depend on your rights and the status of the mileage: 


  • If you do not have edit rights for mileage, you will only be able to edit the mileage while the status is Draft or Not in Workflow. 
  • If you have rights to edit and it is in your workflow queue, you can edit the mileage
  • If you have rights to edit but it is not in you workflow queue, you will not be able to edit
  • If you are an Admin and have edit rights, you can edit the mileage anywhere
  • Your ability to delete a mileage will also depend on your rights and the status of the mileage:
  • If you do not have delete rights for mileage, you will only be able to delete the mileage while the status is Draft. 
  • If you have rights to delete and it is in Draft, Not in Workflow, or (Un-Queue) status, you can delete the mileage


C. Best Practices

  • Effective Use of Filters: Utilize the time and user filters to narrow down mileage entries effectively, ensuring you view relevant data swiftly.
  • Regular Reporting: Make frequent use of the reporting tool to maintain up-to-date records and download reports for offline analysis and record-keeping.
  • Understand Editing Permissions: Familiarize yourself with your user rights related to the editing and deletion of mileage entries, which vary depending on the mileage status and your position within the workflow.


D. Troubleshooting

  • Issues with Filters Not Displaying Correct Data: Ensure that the appropriate user is selected and the dates are set correctly. Refresh the page or reapply the filters if discrepancies persist.
  • Problems with Report Generation: Check if the date range is appropriately set and that there are entries within that period. If the report fails to generate, ensure you have the necessary permissions or contact support for technical assistance.


E. Related Articles

Expense/Mileage: Account Code Query 

Expenses/Mileage: How do I use the Mileage Form?


Conclusion

Leveraging the capabilities of the Mileage Manager can significantly enhance the management and oversight of travel expenses within our system. By adhering to the best practices outlined and effectively troubleshooting common issues, users can maximize the utility of this tool to maintain accurate and comprehensive records of their mileage. This ensures better compliance, achieves greater efficiency in reporting and analytics, and provides clear visibility into travel expenditures.