Record Mileage Claim

The mileage claim transaction records 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 HMRC's published 'Advisory Fuel Rates', is automatically calculated and posted to VAT control account and shown on the VAT return.

Add person as a claimant

An expense claim requires the relevant person to exist. A person is added via the Personnel menu.

Personnel - Manage Personnel - Click on the red + symbol

Claimant

The claimant list contains any persons that are associated with the organisation, see above if a claimant is missing.

Auto-complete field names

Rather than a drop-down to select from a list, simply start typing and the system will identify any occurrences of the combination of characters entered and you select from that shorter list. As an example, type 'able' and the system will offer:

Able Contractors

Capable Cleaning

Reasonable Roofers

etc.

Adding new customers / suppliers

If the combination of characters you enter does not provide any results, press tab and the system will know you need to add the customer/supplier and ask you to confirm the details. At this point add address, email contact etc if required.

Vehicle Type

Select the type of vehicle used for the claim.

• Car
• Van
• Motorcycle
• Bicycle

Registration

The registration number of the vehicle.

Cubic Capacity

The cubic capacity(CC) of the vehicle.This information is available from the vehicle registration documentation. This determines the appropriate advisory fuel rate to apply in the calculation of VAT to be recovered.

• 1400 or less (petrol, gas) 1600 or less (diesel
• Up to 2000
• Over 2000

Fuel type

The fuel type of the vehicle, diesel, lpg or petrol. This also used in the VAT calculation.

Payment Type

Select how the mileage claim is to be paid, cheque, online payment, to a directors current account or via a payroll run.

Reference

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

Account

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

Account

Select the Bank Account associated with the transaction.

A default may be displayed if it has been set on a Bank Account Details Record. This default may be overwritten.

To set a default, if it has not already been done, navigate to the Bank menu and hover over the Bank Account that is to become the default and click Configure Account.

Tick the Default Box and then SUBMIT.

Note there can only be one default so if another Bank Account was previously set as the default its status will be reset to be not the default.

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

Charge To

Use the chart of accounts browser to select the account to which the mileage claim is to be charged. Note after the first instance this account is stored associated with the particular claimant. It can be amended is necessary.

Document Storage

If a document storage option has been selected on the optional features tab of the Organisation profile then a symbol is visible.

Link to external document storage

indicated by or if a link has already been created. Click to view document, edit or delete the link.

Attachment for internal document storage

indicated by or if a document is already attached. Click to view or delete.

The line items that make up the expense claim now need to be added.

ADD ITEM button accesses the line item input.

SAVE ITEM button saves that line item in the screen. Clicking ADD ITEM button on each occasion allows user to enter further Line items. UNDO ITEM cancels the current line item data.

Record the completed claim by clicking the SUBMIT button.

Journey date

The date the journey was made.If the claim is an aggregate of journeys then use an appropriate date.

Destination

The destination of the journey.

Purpose

A description of the purpose of the journey.

Passengers

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

Miles Claimed

The number of miles claimed for the individual journey.

Rate per Mile

The rate claimed for each mile of the individual journey.

Amount Claimed

The total cash amount claimed for the individual journey.

Departments, Activities and Funds

Line item entries may be analysed to Departments and/or Activities where this has been activated. In addition, for Not-for_profit Organisations a Fund must be selected.

In each case use the drop-down to choose the analytical area appropriate to the line item. If no selection is needed just leave the field or select Not Applicable.

For information about analysis areas see Sites, Departments and Activities

Purchase File Ref.

When a purchase type transaction is recorded by clicking the Submitbutton 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.

Paying the Claim via the Payroll

During Payroll run processing any unpaid expense or mileage claims may be imported into the payroll as pay elements for inclusion in the payroll run.

It is advised only users familiar running the payroll should undertake this function.

Once the Pay Run has been set click on IMPORT EXPENSES button. A screen then presents those expenses selected for payroll payment that are outstanding.

Those items to be included in an Expenses Claimed pay element (not subject to any tax or NI) and shown on payslips and net pay due are selected by ticking 'Add to Pay' on those items.