If your organisation uses company cars with fuel cards, you'll need to submit an odometer reading when claiming business mileage. This allows Capture Expense to calculate the difference between your business and personal mileage, so that only business miles are reimbursed.
Before adding an odometer reading, ensure your company car has been configured with the Calculate Personal Mileage option. See [XX Set up a company car for business mileage].
Adding odometer readings (web)
1. Create a business mileage claim
Go to Expenses and click + Expense.
Select Business Mileage from the Category dropdown.
Ensure the company car is selected as the Vehicle.
Enter the destination postcode in the Journey End field. The distance is calculated automatically.
.png)
Click Save. The claim moves to the Draft tab.
2. Submit the claim and add the odometer reading
In the Draft tab, select the business mileage claim.
Click Submit from the right-hand action menu.
.png)
At this point, Capture Expense calculates the following:
Opening mileage: the odometer reading from your previous claim.
Closing mileage: your current odometer reading.
The difference between the two, minus the business mileage, gives the personal mileage figure, which is deducted from the claim.
If required, click Add Odometer to upload an image of your odometer reading.
Enter your current odometer reading in the Closing mileage field and press Enter. The personal mileage is calculated automatically.
.png)
Click Submit.
Adding odometer readings (mobile)
1. Create a business mileage claim
Tap Expense.
Select Business Mileage from the Category dropdown.
Ensure the company car is selected as the Vehicle.
Enter the destination postcode in the Location End field. The distance is calculated automatically.
.png)
Tap Save. The claim moves to the Draft tab.
2. Submit the claim and add the odometer reading
Tap Draft from the main menu.
Tap Select and choose the relevant claim.
.png)
Tap Submit.
If required, tap Add Odometer to upload an image of your odometer reading.
Enter your current odometer reading in the Closing mileage field and tap Enter. The personal mileage is calculated automatically.
.png)
Tap Submit. The claim moves to Archive.