Mileage Matrix feature allows customers to let their users only select addresses from a pre-maintained list of addresses. This is desirable when customers have mileage reimbursements between their offices / clinics / hospitals or specific customer sites.
Create/Edit Mileage Expense Type
To enable the Mileage Matrix feature within the application, the admin user must create a Mileage Matrix expense type. This is accomplished by navigating to Masters -> Expense Type and selecting the option to create a new expense type. On the creation screen, the admin should set the Category to "Mileage Matrix" to appropriately classify the expense type. It is essential that the admin assigns the Alternate Amount Label field the value "Distance" and the Alternate Rate Label field the value "Mileage Rate." These settings ensure that the "Distance" and "Mileage Rate" fields are added to the "Add Expense" screen when a user selects this expense type. By configuring these fields, users will be able to input the distance traveled and the application will calculate the total expense based on the predefined mileage rate, facilitating accurate and efficient mileage tracking.
Mileage Addresses
Mileage Addresses section will detail how the admin can create a list of pre-defined addresses and then Mileage addresses & distance mapping section will detail on how you we can assign pre-defined distances between any two addresses. This section lists all the mileage addresses setup in the system.
To create a database of addresses that users can select from, the admin should navigate to Masters -> Mileage Addresses. Then, click on Create New to add a new address to the database. This allows users to choose from pre-approved addresses when using the Mileage feature.
The user needs to enter the Address and Address Description and click on create then the Address should be created and once the addresses are created, it will show up on the screen like below:
Mileage Addresses and Distance
Once the addresses are added, the distances between them can be configured by navigating to Masters -> Mileage Addresses- Distance. To set up a new distance mapping, the admin clicks on Create New, which redirects to the mapping screen. On this screen, the admin can select the From Address and To Address from the dropdown menus, choose the appropriate Unit of Travel, enter the distance, and click Save to complete the mapping process. This will associate the specified addresses with the entered distance.
