Logging Mileage with Clients

You can log mileage with clients in one of two ways. From the:

• Mileage Logging card on the Home screen, if you enter begin and end odometer readings. (Staff Only)
• Mileage grid on the My Log, Staff Log or Service Location Log screen, if you enter either total miles or begin and end odometer readings. (Staff and Managers)

From the Mileage Logging Card

If required to enter the begin and end odometer for mileage, staff can do so from the Mileage Logging card on the Home screen. Review Log and Approve Log Managers can only add mileage with clients that require the begin and end odometer for their staff from the Mileage grid on the Staff Log or Service Location Log screen. See From the Mileage Grid.

Task:

From the Mileage Logging card:

1. Click Home in the menu.

   Note: You will see the Mileage Logging card. If you do not see this card you are not required to enter the begin and end odometer readings.

2. Select the beginning odometer number on the Mileage Logging card.
   

3. Select the appropriate Mileage with Clients log transaction type from the Type list.

   Important: You may see both Staff Mileage and Mileage with Client log transaction types in the Type list, if they require begin and end odometer readings. The names that appear will vary depending on your agency's setup.
   

4. Select the appropriate Location where the clients you are transporting are from.

5. Select the appropriate Service (Billing Unit Service Type) for this Client Mileage entry.

6. Enter the Origin or the starting point of your trip, if required. If it is not required, Origin will not appear.
7. Enter the License Plate Info of the vehicle you are driving, if required. If it is not required, License Plate Info will not appear.
8. Select the Personal Vehicle check box if driving your own vehicle. This check box may or may not be active depending on the selected Service.

9. Select the None Selected link next to Clients to pick the clients you are transporting.

   The Clients pop-up opens.

10. Select the clients you are transporting.
    

    Select or Enter:	To:
    A name in the Search box	Find a specific client associated with the selected location.
    All	Select all the clients at the selected location
    Guest	Add a client that is visiting the selected location, but is not associated with that service location. Select the clients that are being transported as guests and click Save. The guest clients appear with a push pin next to their names in the Clients list. You will then need to select them if they are being transported. The guest clients remain on the Clients list as choices until you remove them. Select the - icon to remove a guest client from the list.

11. When finished selecting clients, select Done.
    

12. Select Start or Start with Notes on the Mileage Logging card.

    Step Results: The Start Logging pop-up open may open.

13. If you selected Start with Notes or notes are required, enter any notes or select pre-defined note from the Insert Template list and then select Save. Notes may or may not be required depending on the service you selected.
    

    Step Results: The Start Mileage pop-up will close and the Status on the Mileage Logging card will change to show what your beginning odometer was. An "open" (meaning only the begin odometer was recorded) Mileage Log transaction was created. You can view it by going to My Log.
    

    The people icon indicates that this is a Mileage with Clients Log transaction. It will have an error flag, indicating that the transaction is open and does not have an end odometer reading recorded yet.

    The End button now appears on the Mileage Logging card, but will be inactive until you change the odometer.

14. Enter the ending odometer reading.
15. Enter the Destination or the ending point of your trip, if required. If it is not required, Destination will not appear.

16. Click End or End with Notes to complete your Mileage with Clients Log transaction.

    

    Step Results: The End Mileage pop-up may open.

17. If you selected End with Notes, enter any notes or select a pre-defined note from the Insert Template list and then select Save.

    Step Results: The open Mileage Log transaction will be closed and the Status on the Mileage Logging card will be updated.

From the Mileage Grid

Record both Mileage with Clients Log transactions that either require a beginning and ending odometer reading or the total number of miles driven from the Mileage grid. Staff access the Mileage grid via My Log, while Approve and Review Managers go to Staff Log or Service Location Log instead.

Task:

To add Client Mileage from the Mileage grid:

1. Click My Log in the menu, if you are logging your own mileage.
   

   If you are a Review Log or Approve Log Manager and want to create a Client Mileage Log transaction for your staff, click Staff Log in the menu, set any needed filters and then select the appropriate Staff card instead.

   

   If you are a Review Log or Approve Log Manager and want to create a log transaction for a particular Service Location, click Service Location Log in the menu, set any needed filters and then select the appropriate Service Location card instead.

   

   Step Results: The My Log, Staff Log or Service Location Log screen opens.

2. Select Add on the Mileage grid.
   

   

   Step Results: The Mileage pop-up opens.
   

   Note: The screen that appears will be based on the Type and Service selected.

3. Complete the following information:

   In this field:	Enter:
   Staff	If adding from the Service Location Log, select the staff that is logging the service. If the staff has not worked in the selected Service Location for the week you are on, he/she will not appear in the list. Select the Add Staff link to search for and add the staff to the list. Once you add them, you can then select that staff from the dropdown. If no one has logged at the service location selected, you will need to add the milage from the Staff Log instead. If adding fromMy Log or the Staff Log, this field does not appear and defaults to the current staff.
   Type	The Mileage with Clients Log transaction type. Important: You may also see Staff Mileage log transaction types in the Type list as well. The names that appear will vary depending on your agency's setup.
   Date	The date this mileage with clients expense occurred. Note: Depending on your agency's settings, you may be restricted from entering a date a specified number of days in the past or future. If so, you will see an error message when you try to save.
   Location	If adding from My Log or the Staff Log, select the service location of the clients you are transporting. If adding from the Service Location Log,this field does not appear and defaults to the current service location.
   Service	The service (billing unit service type) for this mileage expense. The service selected can change whether or not total miles or the beginning and ending odometer readings are required. The service also determines if the client mileage entry can have multiple clients (using client ratios) or no clients (indirect) associated with it as well as whether the Personal Vehicle check box is active or not.
   Miles	The total number of miles driven. If begin and end odometer readings are required, the miles are calculated.
   Begin Odometer	The beginning odometer reading. (Required if not Total Miles only.)
   Origin	The Origin or the starting point of your trip, if required. If it is not required, Origin will not appear.
   End Odometer	The ending odometer reading.
   Destination	The Destination or the ending point of your trip, if required. If it is not required, Destination will not appear.
   License Plate Info	The License Plate Info of the vehicle you are driving, if required. If it is not required, License Plate Info will not appear.
   Personal Vehicle	Select the Personal Vehicle check box if driving your own vehicle. This check box may or may not be active depending on the selected Service.
   Notes	Any notes related to this client mileage expense. Notes may or may not be required based on the selected Service.

4. Select the client(s) you are serving if the mileage service selected is not an indirect billing unit service type.
   

   Select or Enter:	To:
   A name in the Search box	Find a specific client associated with the selected location.
   All	Select all the clients at the selected location
   Guest	Add a client that is visiting the selected location, but is not associated with that service location. Select the guest clients and click Save. The guest clients appear with a push pin next to their names in the Clients list. Once added, you will then need to select them from the list if they are being transported. The guest clients remain on the Clients list as choices until you remove them. Select the - icon to remove a guest client from the list.

5. When finished, select Save (or Save & Add to add an additional entry without closing the form).

   Step Results: The Mileage pop-up closes and Client Mileage Log transaction appears on the Mileage grid. The people icon indicates that it is a Mileage with Clients Log transaction.
   

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