| This action can only be used if the field “Transf. Non-Appr. Time Sheets” has been marked in the window System Information, and the current user has access to transferring time sheets as specified in the window Actions. The employee specified as the supervisor for the current employee, however, always has the right to release mileage sheets for the employee in question if the above mentioned field in the window System Information has been marked. The user naturally needs access to view the mileage sheets to be released.
When the action is selected, the current mileage sheet is transferred to a journal of the type “Mileage Sheet Journal” which can be posted in the G/L module. This allows you to invoice the customer before the mileage sheet has been approved using the action “Approve Mileage Sheet.” However, the transfer depends on the approval principle selected for the job in the window Jobs. If both the employee’s supervisor and the project manager of a given job need to approve mileage sheets, the mileage sheet lines concerning the job in question are only transferred if both project manager and supervisor have either released or approved the lines. The project manager releases or approves the individual mileage sheet lines in the window Approve Mileage Sheet Lines, while the supervisor does it for a whole mileage sheet at a time by selecting this action.
A mileage sheet can only be released if it has been submitted. Any dimension values from the employee such as activity, job, or company are copied to the mileage sheet journal.
When the invoice is posted, Maconomy creates a number of entries which are placed in a mileage sheet journal. Once the number of entries in a journal reaches 500, Maconomy automatically creates a journal for the next 500 entries. Maconomy creates one entry per mileage sheet line.
When posting mileage sheet journals, Maconomy checks whether the journal in question contains entries where the posting date is outside the open posting period for G/L entries in the companies affected by the mileage sheet lines. If the journal contains such entries, the G/L entries created as a result of the posting will be assigned a posting date corresponding to the first date in the open G/L posting period of the company in question. The job entries created are assigned the posting dates specified in this window, as well as a reference date identical to the one used on the G/L entries.
If an employee has been working on a job which is to be invoiced by another company (the responsible company) than the one to which the employee is assigned (the executing company), the transfer will result in intercompany entries between the two companies involved. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.
When mileage sheets have been posted, the mileage sheet journals will be settled on the account for expense settlement. The account for expense settlement is specified by means of a dimension combination in the window Posting References. Notice that the dimension combination may include other dimension values that are to be used in this connection.
If the employee who filled in the mileage sheet has been assigned to a vendor in the window Employees in the Set-Up module, Maconomy checks if any of the expenses were registered on activities for which the window Activities indicates that expenses are to be settled through a vendor. For such mileage sheet lines, Maconomy will create entries on the vendor to which the employee is assigned, instead of on the account for expense settlement. When posting mileage sheets containing more than one line to be settled through a vendor, Maconomy creates only one vendor entry covering all these mileage sheet lines, provided that the currency and entry date are the same on the mileage sheet lines in question. This means that when posting a vendor-related mileage sheet, Maconomy will create one vendor entry per currency and per entry date. The vendor entries created in this process must be approved for payment before reimbursement can take place, unless the system parameter “Automatically approve expense sheets for payment” has been marked, in which case the vendor entries are approved automatically.
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