Mileage & Vehicles

Mileage claims work differently from ordinary expenses: instead of a receipt and an amount, an employee logs a distance and a vehicle, and the reimbursement is calculated from that vehicle's rate schedule.

Vehicle fields

Field	Description
Code	Unique identifier.
Description	Display name shown to employees.
Visible	Whether the vehicle can still be selected.

Posting

Field	Description
Account Type / Account No.	Where the mileage cost itself posts.
Bal. Account Type / Bal. Account No.	Where the balancing/reimbursement entry posts — same G/L Account / Bank Account / Employee choice as Payment Types, editable only for G/L Account or Bank Account.

Project

Field	Description
Item	The non-inventory item billed to the project ledger for this vehicle's mileage (the sample data from the guided setup wizard uses an item called MILEAGE).
Item Variant	Optional, editable once an Item is chosen.
Project Task No. / Project Task Description	Same project-task auto-creation pattern as Expense Categories — editable once an Item is chosen.
Project Line Type	Standard BC Project Line Type (Budget / Both Budget and Billable / Billable).

Mileage Rates

Each vehicle has its own embedded Mileage Rates schedule, letting the per-distance rate vary by date and by how far someone has already traveled:

Field	Description
Starting Date / Ending Date	The date range this rate applies within — use this to update rates for a new fiscal year without losing the history of what was paid previously.
Rate	The amount paid per unit of distance for this tier.
Starting Distance	The distance threshold this rate kicks in at — allows a tiered rate, e.g. a lower per-kilometer rate once someone passes a certain distance in a single trip.

Set the company-wide default vehicle and unit of measure on Expense Setup; assign specific vehicles per employee via Employee Assignments.