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Introduction
This comprehensive guide explores the various functionalities of the Mileage module within our SCView system, detailing how users can effectively manage mileage claims through requisitions and invoices. This facilitates a seamless integration of mileage tracking with financial workflows.
A. Problem Statement
Navigating through the Mileage module for creating, editing, and submitting mileage forms can be complex, especially when users are required to append detailed information such as account codes, vendor details, and specific trip descriptions. Additionally, confusion may arise regarding the availability of features like creating requisitions or submitting with PO due to varying permissions or system setups across different districts.
B. Solution
To streamline the process of managing mileage claims and ensuring accurate financial documentation, it is crucial to understand the step-by-step operations of the Mileage module - from entering initial trip details to submitting the forms for workflow processing. Adequate training and guidance on system functionalities will empower users to utilize this module effectively.
**Some of the items discussed in this guide may not be available to your district**
1. Go to www.myscview.com to log in.
If you've never logged in before, please contact your admin for your username and initial password.
2. Click on the Tools menu and select Mileage.
3. This screen is referred to as the Mileage manager. Here you can see the details of all the mileages you have created. In this screen you are able to add a mileage with the Add New button. You are also able to copy a mileage with the Copy button if it is exactly the same as one you have created prior.
Adding a new mileage will pull up the Add Mileage screen.
Information Section
The fields in the upper section of the form will be used to determine each individual line of mileage.
Requestor Email: This is the email address that will receive notifications regarding the mileage. This email address is the one listed in the user profile for the user currently logged in, and is locked to that user.
First Name and Last Name: These fields will pre-populate with the name that is set under the user who is logged in. The name can be changed if necessary.
Employee ID: This field is automatically filled and locked with the Employee ID of the user currently filling out the form.
Department: This is a drop-down based on the list of departments in the user profile. If the user only has a single department, this box is automatically filled and locked in with the value of that department. If a user has more than one department, it will automatically fill with the first department in the list but will allow the user to change if needed.
This is a required field with the newest update, 1/16/2025.
Description: This section is available for a general description for the mileage request.
Mileage Date: The date of the mileage line item.
From: When clicking this option, a list of predetermined destinations will appear if the district has decided to utilize this option. If there are no predetermined locations enabled, the list will be blank.
To Destination: The opposite of the From box, this will also provide a list of predetermined locations. Again, if there have been no locations set up, this will be blank.
Address Traveling From: This is the physical address of the starting location.
Address Traveling To: This is the physical address of the ending location
Total Miles: The total miles between the From and To locations. This will automatically calculate based on Google Maps' distance between the two locations if enough information is provided by the user. For Admins: Ask Support about tracking changes to this field.
Other Expenses: Use this field if other expenses were incurred on the trip that would not fall directly under mileage driven.
Comment: Use this field to explain Other Expenses for this trip.
Attach: Used to add any relevant attachments to the form.
Line Items
Once all of the relevant information has been filled out in the top section of the form, the line can be added to the overall mileage.
Add: Clicking the Add button pulls all of the information that was filled out in the upper portion and creates a line item. If any required fields are missing, the form will warn that something is missing.
Edit: After a line item is created with the Add button, changes can be made by highlighting the line item and pressing Edit. This will take the information from the line item and push it back up into the upper section of the form. Any changes that need to be made should be done in the upper portion of the form. Once changes are made, the Add button should now say Update. Simply choose Update to save any changes.
Delete: Used to delete a line. Once deleted, a line cannot be recovered.
Round Trip: When a line item is created, use this to reverse the From and To locations. Any additional expenses incurred on the line being "round tripped" will be removed and only the mileage will remain. The overall comment will remain the same with (Round Trip) added to the end when the button is used. If the same trip is taken multiple times, the button can be used multiple times. You will receive a date field popup upon pressing Round Trip, which will autofill with today's date; but you can change it to a future date as well. Pressing OK or hitting the enter key after entering the date will close the popup with the changed date.
Copy: Select the line you wish to copy and clicking this will copy the line. This is perfect for those daily trips.
Total: The total amount is calculated based on the total of all expenses plus the mileage rate times the number of miles. If the total is not coming up correctly, the mileage rate is most likely incorrect or not set. Please contact Support at support@scview.com to correct the mileage rate.
Creating a Requisition
**This feature may not be available to your district. Contact your admin if you believe it should be enabled**
If the Create Requisition option is enabled, you will see a checkbox in the top-right corner of the form. Checking this box opens additional fields that need to be completed in order for the requisition to be created properly.
Vendor #: This is the person that will be receiving the mileage payment. If you are unsure of the vendor number, you can use the binoculars next to the field to search for the correct number.
Deliver To Vendor #: This is the approval path for the requisition once it is generated.
Account #: The account to be used to pay for the mileage.
Comment: The description of the line item on the requisition.
The requisition is not created on submission - it must be processed via workflow.
Creating an Invoice
**This feature may not be available to your district. Contact your admin if you believe it should be enabled**
If the Submit with PO option is enabled, you will see a checkbox in the top-right corner of the form. Checking this box opens an additional field that needs to be completed in order for the invoice to be created properly.
PO Number: This is the PO number to which the invoice will be attached. If the PO number does not exist or is invalid, the form will not be able to be submitted.
The invoice is not created on submission - it must be processed via workflow. Once the mileage form is at the final approval, the confirm screen will create the requisition or invoice and send to the workflow.
Once the mileage is submitted and approved, an invoice is created and will appear in the AP workflow to be processed. If you are someone that processes invoices, additional information on how to process an invoice for submission can be found here.
Submitting
Once all required fields have been completed, a draft can be saved or submitted. If the draft is saved, it does not enter workflow. Any fields filled in or attachments for the draft will remain. If the draft is submitted, the mileage is created along with the image and it then enters workflow.
Expense Mode
If you do not have the Expense Mode of our Mileage module and you would like to know more, please reach out to Support.
Account Code by Line
Users can now add account numbers per line of their Expense/Mileage type, regardless if Create Requisition is selected.
After a Type is selected, if a user has access to account codes they can add an account code per line.
The line account code will save for the next line (if there are multiples). If the user needs to change the account code they can input or use the binoculars icon 
to search.
Note: Account codes are not required unless in Site Settings (admin permissions) it is set up this way. For additional site settings for the Expense Mode of the Mileage module, please click here.
No FIS Connection
For the time being, if a client prefers not to connect to an ITC, the setup will be managed by our Support team. Please reach out for assistance. Additionally, please note that a few features are currently unavailable with this setup.
- Create Requisition or Submit with PO does not work as there is no connection with a traditional FIS connection (ITC).
- Account numbers are also disabled from being entered. This will be a future enhancement.
C. Best Practices
- Accurate Data Entry: Ensure that all required fields are carefully filled out to facilitate accurate requisitions and invoices.
- Verification of Available Features: Users should verify with their administrators regarding the availability of specific features like Creating Requisitions or Submitting with PO to understand their district's setup.
- Monitoring and Review: Continuously monitor and review entries for accuracy before submission to avoid errors and ensure compliance with organizational policies.
D. Troubleshooting
- Issues with Feature Availability: If certain features do not appear to be enabled, contact your systems administrator or support to verify your district’s configuration settings.
- Errors During Submission: If errors occur when completing the Mileage form, review all entries for completeness and correctness. Verify the PO numbers and account codes to ensure they are valid.
- Problems with Saving Drafts or Submissions: Ensure all mandatory fields are completed; Otherwise, the system might not save the draft or submit the form. Check internet connectivity as well.
E. Related Articles
Expense/Mileage: Account Code Query
How do I use the Mileage Manager?
Conclusion
Understanding and employing the Mileage module in SCView allows for efficient tracking and managing of mileage claims, ensuring these claims are properly documented and processed within organizational workflows. By adhering to the best practices outlined and utilizing the troubleshooting tips provided, users can mitigate challenges and leverage the module’s full capabilities. This results in streamlined operations, compliance with policies, and enhanced accuracy in financial management related to mileage expenditures.