Introduction

This guide provides a comprehensive overview of utilizing the account code lookup and query feature available in the Mileage module of our system, accessible in both Classic and Expense modes. This feature enhances the efficiency of completing Expense/Mileage forms by allowing users to search and select appropriate account codes easily.

A. Problem Statement

Users may encounter challenges in navigating and using the account code lookup feature effectively, particularly in understanding the differences in access between the Classic and Expense modes. This can lead to inefficiencies and errors in filling out Expense/Mileage forms due to incorrect or prolonged account code selection processes.

B. Solution

To address these challenges, it is important to understand the specific steps required to access and use the account code lookup feature in both Classic and Expense modes. Familiarity with the search functionalities provided will aid in quick and accurate completion of forms.

Account code lookup and query is available while inputting a new Expense/Mileage form. The means by which you access these features depends on whether you are using Classic or Expense mode. 

Mileage - Classic Mode

Tools > Mileage > click on the 'add new' button

In order to see the account code look up table, you must check the checkbox corresponding to 'create requisition' to make the account code boxes appear. 

Click on the binoculars to access the lookup table and the query as shown below. 

The account query lookup table provides three ways to search account codes.

• Account Code - you do not need the full account code in order to search. Partial account codes are accepted. 
• Description - you do not need the full description in order to search. Partial wording (i.e. general) will pull up all accounts with general in the description. 
• Blank Search - not inputting an account code or description and just clicking 'find' will pull up the entire account code directory.  

To query the account code, simply hover over the account code dimensions in the grid.

Mileage - Expense Mode

The account lookup table is the same in both Classic and Expense. The only difference is that, in Expense mode, the interface is a little different as you do not need to checkmark 'create requisition'.  

Help Video

C. Best Practices

• Efficient Search Techniques: Use the partial search capability for both account codes and descriptions to find relevant codes swiftly without needing the complete information.
• Utilization of Blank Searches: In cases where a comprehensive view of all available account codes is necessary, utilize the blank search feature to access the entire directory.

D. Troubleshooting

• Incorrect Search Results: If searches are returning incorrect or incomplete results, verify that the input for account codes or descriptions is correct. Refrain from overly broad terms which may yield extensive and unmanageable lists.
• Remember your Mode: If your popup reads "Add Mileage Request", you need to check "Create Requisition" to get the account lookup feature to appear. If your popup reads "Add Expense Request", you do NOT need to check "Create Requisition".

E. Related Articles

Workflows - Submitting Mileage to Create Invoice/Requisition 

How do I use the Mileage Form? 

How do I use the Mileage Manager?

Conclusion

The account code look-up and query feature in the Mileage module is a critical tool for efficiently managing Expense/Mileage form entries. By adhering to the outlined steps, best practices, and troubleshooting advice, users can effectively leverage this functionality to enhance accuracy and productivity in their accounting tasks. Continual learning and familiarity with system capabilities remain key to maximizing the benefits of this feature.