Use VAT receipts for mileage claims

You can upload a VAT fuel receipt when creating a mileage claim. Capture Expense calculates the VAT amount automatically and carries any unused balance forward to future claims.

Before you begin: Your administrator must have set the Mileage category to a default VAT category of Standard 20% with user editing enabled. See Set up automatic VAT receipts.

Upload a VAT fuel receipt

1. Go to Expenses and create a manual expense claim.

2. Select Mileage as the category and complete the claim details, including vehicle, journey start, and journey end. The Actual Distance and Amount are calculated automatically.

3. Click the receipt window and upload your VAT fuel receipt.

4. Set the receipt type to VAT Receipt and the rate to Standard. The VAT field is populated automatically with the amount relevant to the journey.

5. Click Save.

Make subsequent mileage claims

Once a VAT receipt has been uploaded, Capture Expense stores any unused VAT balance and applies it to future claims automatically.

1. Go to Expenses and create a manual expense claim.

2. Select Mileage as the category and complete the claim details.

3. Click Save. Capture Expense calculates the VAT, attaches the stored receipt, and applies the balance to the claim. You can view this in Expenses > Drafts.

Continue creating mileage claims as above. When the VAT balance from the receipt is exhausted, you will receive an email prompting you to upload a new fuel receipt with your next claim.