The mileage claim transaction allows you to record the details associated with a mileage claim and how that mileage claim is to be paid.

If you are tracking VAT, the amount of VAT that is reclaimable based on the Inland Revenues published 'Advisory Fuel Rates', is automatically calculated and posted to VAT control account and shown on the VAT return.

The claimant list contains any employees or members that are associated with the business.

The registration mark of the vehicle.

The cubic capacity(CC) of the vehicle.

The fuel type the vehicle run on.

Select how the mileage claim is to be paid.

Used to record the physical cheque number for a written cheque or a reference for the transaction if the payment type is not Cheque.

If you have selected that the mileage claim is to be paid by cheque then the account dropdown will contain a list of all active bank accounts.

If you have selected that the mileage claim is to be paid into a Directors Current Account (for a limited company), or a Members Loan Account (for an LLP), the account dropdown will contain a list of the appropriate active accounts.

The list of valid expense accounts to which the mileage claim can be charged.

The date the journey was made.

The destination of the journey.

A description of the purpose of the journey.

The number of business passengers (not including the claimant) in the vehicle for the individual journey.

The number of miles claimed for the individual journey.

The rate claimed for each mile of the individual journey.

The total amount claimed for the individual journey.

When a purchase type transaction is recorded by clicking the SUBMIT button a unique purchase file reference number is given to the transaction. This is in addition to the normal sequence number series that allocates an unique number to each transaction and is part of the audit trail.

The purchase file reference number starts from 1 and increments for each subsequent purchase transaction as it is entered regardless of the transaction date applied. The number can be used to write on the original document as an easy reference (rather than by transaction date) before physically filing.

The purchase filing reference number is assigned and shown in the confirmation dialogue when the transaction is submitted; up until that point "TBA" is displayed representing "To Be Assigned".

The purchase filing reference is displayed if the transaction is subsequently viewed or edited and can be used in the Find Transaction search facility at the top of the LISTS menu for easily locating a document.

Note, that not only is a Bill transaction given a Purchase Filing Reference so to is the subsequent payment transaction, as this may cover multiple payments or be a part payment. Also if a transaction is deleted the purchase filing reference number will also in effect be deleted and could result in a gap in the series.