Zistemo allows you to create mileage records. You can do it by going to “Purchases” -> “Mileage Tracking”.
Click the “Create a mileage” button and start filling in the details:
– “The Author”– is a member who has created this mileage.
Note: Only if you are an account owner or an admin you can see and change the author of the mileage.
– For “Title/Trip reason” – add any relevant info which you want to see on the mileage’s table:
– “Car registration” – is the car registration number
– “Vehicle” – is this car used for business or private needs?
– “Date”, “Start time” – when was the car used?
– “From”, “To”: Start and End position
– “Start Mileage”, “End Mileage”, “Distance”, “Unit”– distance is needed in order to calculate expenses. Unit for km/miles
Mileage amount is calculated as distance multiplied by rate. By default, “Rate” is the mileage rate of a mileage author. You can see it at the end of the page, below the Total.
Click the “Change staff rate” link and you will be redirected to the Edit Staff Member page where you can modify it. If your mileage is attached to a Project, then the mileage rate of the project is used.
To make the mileage billable, first, assign this mileage to the client and check the box “Mileage is billable”.
Now you can attach this mileage to the invoice. Click to “Create An Invoice” -> choose Client -> click “This client has … unbilled mileages. Want to attach them to this invoice?”
Next, choose the mileage from the list and click “Attach Mileages”.
Now the mileage is included in the invoice and you can click “Activate and Send” (on the invoice) to bill it to your client.
Automatic Tax on Mileage
If you want – that by adding the mileage to an invoice, the default tax is included already – just go to “Settings” -> “Preferences” -> “Mileage” and enable the “use the deafult tax on mileages” option. You do not have to add tax manually on each mileage afterwards.
Mileages – compensated or not compensated
You can mark mileages as compensated or not compensated. Just choose this option from the row end menu of the mileage record.
Convert Mileage to Expense
If you made a bank transaction for a mileage reimbursement to a staff member that has a private milage, you can convert a mileage into an expense and in this way you can explain the transaction you made for these mileage allowance. Please note that you can only convert mileages to an expense that made with a private car.
Create a mileage and choose a “private car”:
After creating a mileage you can create an expenses via the dropdown in the mileage list:
“Add Expense” to create the expense:
In the Mileage Tracking overview you can also see the connected expenses on each mileage: