Tracking round trip distance

SECURITY  Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes

To simplify tracking mileage to and from an organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. location, you can enter the round-trip distance between your internal location and each customer's into Autotask, and then have that number of miles or kilometers automatically applied when you select a specific material code.

To enable this feature, do the following:

If you already have a code called Mileage or Travel Charges, you can use that one. If not, you must set up a Material Code for mileage.

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Complete the fields as described and then Save.
Field Description
Name Specify a descriptive name like "Mileage" or "Kilometrage".
Unit Cost Specify your cost; that is, the amount your company reimburses per mile.
Unit Price Specify the rate you will charge you customer.
Available as a Quick Charge If you make the material code available as a Quick Charge, the mileage/kilometrage can be entered directly on the time entry page. For more on adding a quick charge, refer to the field descriptions in Adding a ticket time entry.
Active Select whether the Material Code is active (the default) or inactive.

Refer to Material codes.

Refer to Mileage/Kilometrage defaults (applies to Ticket Charges, Project Charges, and Contract Charges).

  1. Open the Edit Organization page for the organization you want to update.
  2. Enter the number of miles or kilometers in the Round-Trip Distance field and save your changes.
  1. Open a Ticket Charge or Project Charge page from a ticket or project.
  2. In the Material Code field, select the material code you have designated for this feature. Refer to Mileage/Kilometrage defaults (applies to Ticket Charges, Project Charges, and Contract Charges).

The Unit Cost, Unit Price, and Quantity fill in automatically, and the Billable check box is selected.

  1. Complete remaining fields as needed and save your changes.