Maconomy Workspace Client Help

Mileage Sheets Workspace

Use this workspace to record mileage expenses that employees incur that are related to jobs that you maintain in the Job Cost module, and associate these expenses with jobs, tasks and activities.

Record non-mileage employee expenses in the Expense Sheets workspace.

Maconomy automatically fills in many of the fields in this workspace. You only need to enter the entry date, job number, and quantity. Maconomy supplies the unit price automatically, provided that you set up rules in the Mileage Rules Workspace in Job Cost > Set-up.

You can create a mileage sheet for yourself or you can create a mileage sheet for another employee if you are the employee's secretary or supervisor. Some users have access to create mileage sheets for all employees.

Note that if you specified a date in the Work Completed On field in the Jobs workspace , you cannot enter mileage sheet entries for that job after the specified date unless you are the job's project manager. See the description of the Work Completed On field in the Jobs workspace for more information about the functionality of this field.

If you use activities, specifications, and tasks in connection with mileage sheets, Maconomy can reject combinations of these if legal combinations have been specified in the Job Allocation Combinations workspace.

The Mileage Sheets tab contains information about the employee, as well as remarks about the mileage sheet. In the Mileage Sheet Lines sub-tab, you enter the mileage, split by jobs, tasks and activities.

Access to Mileage Sheets

You can only see or create a mileage sheet for an employee if one of the following requirements is met:

  • You are the employee for whom the mileage sheet is being created.
  • You are either the employee's supervisor, secretary, or mentor.
  • You are the designated approver, substitute approver, or super approver, depending on the approval hierarchies set up on the mileage sheet. Access through approval hierarchies is granted by specifying an employee in the Approval Hierarchies single dialog workspace.

If you selected employee control for the current job in the Jobs workspace, you can only create entries for employees who either appear in the job's budget of a certain type, or who are listed in the job's employee control list. For more information, see the description of the Employee Control field in the Jobs workspace.

However, employees who have been specified in the resource planning of a job in the Detailed Planning workspace can always create entries on this job, regardless of the setup of employee control on the job. For more information about controlling employee entries, see the description of the Jobs workspace.

When you press Return to create a line in the Mileage Sheet Lines sub-tab, Maconomy repeats the job, activity, and task name from the previous line on the new line, to help with data entry to help with data entry. To disable this functionality, select the Do Not Inherit Job Dim. From Previous Expense Sheet Line system parameter.

Approval

When a user submits a mileage sheet, Maconomy checks whether the mileage sheet requires approval. The criteria for whether a mileage sheet requires approval, and who needs to perform the approval can be, for example, the amount of the mileage expense or the job number. You cannot transfer the mileage sheet or post the amount until all of the required people have approved the mileage sheet.

A submitted mileage sheet must be approved according to the approval principle selected in the Jobs workspace. Depending on the selected principle, the lines in an mileage sheet must be approved either by the employee's supervisor or by the project manager of the job, by both, or by neither of them. You can also set up an approval hierarchy.

If you have access to change all mileage sheets (set in the Actions workspace in the Set-Up module), you can also approve all mileage sheets.

Any line that pertains to a job for which the employee is the project manager automatically receives project manager approval if project manager approval is optional or required, and the Automatically Approve Project Manager's Expense Lines job parameter is set to Yes.

In addition, mileage sheet approval can be performed at several levels, coordinated by an approval hierarchy. Create and maintain approval hierarchies in the Approval Hierarchies workspace in the Set-Up module. You assign an approval hierarchy to a selection criterion specification of mileage sheets in the Approval Hierarchy Selection workspace. If you use an approval hierarchy, you cannot also use the Automatically Approve Project Manager's Expense Lines feature.

Posting

When you transfer a mileage sheet for posting, Maconomy creates a mileage sheet journal that contains the information entered in the Mileage Sheets workspace. The approval principle for the job determines when a mileage sheet is transferred for posting.

If you select the Automatic posting of expense sheets system parameter, the mileage sheet journal is posted automatically. If you do not select this system parameter, you must post the mileage sheet journal in the Posting workspace in the G/L module.

After you post the mileage sheet journal, employees can be reimbursed for mileage expenses. You can reimburse an employee through the Maconomy Accounts Payable module, if you assigned the employee to a vendor in the main tab of the Employees workspace in the Set-Up module, and if you selected the Settle via Vendor field in the Activities workspace for one or more of the activities for which the employee has entered mileage.

Use the Reopen Mileage Sheet action to reopen a mileage sheet after it is transferred. You can change the number of miles and create lines, but you cannot delete lines that you already transferred for posting, nor can you change posting dates, job and activity numbers, tasks, or other dimensions on the lines. You cannot change a line that is already transferred and that has an entry date that is outside of the current posting period.