Setting up Mileage Vehicles

  • 25/10/2021
  • 4 minutes to read

Vehicles are used for identifying different mileage rates and distinguishing between different posting setups. Some countries, for example, have different rates for electric vehicles and vehicles running on fossil fuel.

Vehicles are linked to a Microsoft Dynamics 365 Business Central G/L account, posting groups and VAT posting groups, and you can also specify company policies for mileage expenses.

Setting up a vehicle

It's possible to define a default vehicle that will be selected automatically when you create mileage expenses, based on either an expense user or an expense user group. You can use both existing expense users and expense user groups, or you can create new ones. See how to set up expense users here and expense user groups here.

Posting

After you've created a new vehicle, you need to define where mileages for this vehicle are posted. You can set a different posting account for each vehicle type if you want to, or you can choose the same account.

To add a posting account to a vehicle type, follow the steps below.

  1. Choose the Search icon, enter Vehicle List, and then choose the related link.
  2. Select the vehicle you want to add a posting account for, and select Setup on the action bar.
  3. Under Posting Account Type, choose an account type.
  4. Under Posting Account No., choose the account that mileages will be posted to.

When you're done setting up vehicles, you need to define mileage rates for these vehicles before you can start processing mileage expenses.

Advanced vehicle setup

You can assign default vehicles to both individual users or user groups.

Setting up a vehicle for an expense user group

To set up a default vehicle for an expense user group, follow these steps:

  1. Choose the Search icon, enter Continia Users Default Setup, and then choose the related link.
  2. On the action bar, select New.
  3. On the new line, under Setup Type, choose Group.
  4. Under Code, choose an expense user group.
  5. Under Vehicle Code, choose the vehicle you want to set as the default vehicle for the expense user group.
  6. Fill out the rest of the fields as necessary.

Setting up a vehicle for an expense user

To set up a default vehicle for an expense user, follow these steps:

  1. Choose the Search icon, enter Continia Users Default Setup, and then choose the related link.
  2. On the action bar, select New.
  3. On the new line, under Setup Type, choose User.
  4. Under Code, choose an expense user.
  5. Under Vehicle Code, choose the vehicle you want to set as the default vehicle for the expense user.
  6. Fill out the rest of the fields as necessary.

See also

Setting up the Continia Users Default Setup
Expense User Setup for Expense Management
Expense User Group Setup for Expense Management