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I'm curious to hear how others are entering company car mileage into Dynamics? We are a professional services company and do bill company car mileage to our projects. We're currently entering it through project charge - but are now doubting the method might not be correct.
You say you're billing for it, so I assume you're only billing for the miles you can actually apply to a particular customer project. The rest I assume you're booking as an expense to an overhead account or something?
For the client billable miles, why not make it part of the expense report? Just setup a company paid payment type for it which should get the accounting correct and prevent the generation of an AP for the items and setup a rate table and have employees enter the miles as line items on their expense reports.
Just a thought.
For our company vehicles, we use project charge entries to bill for mileage and it works well for us. For employees who use personal vehicles and require reimbursement for their mileage, we use expense reimbursement.
We enter our company mileage through project charge entry as well. In order to stay FAR compliant, we do a journal entry every month to reduce our overhead by the amount of project chargeable mileage, since the PCE entries don't impact the GL. If you have a large fleet, this could be cumbersome (as it is for us, honestly). We are looking into options in the new WebApps to try to get the drivers to enter their mileage at the same time they do their timecards on their mobile devices and have it automatically upload into the system to eliminate the manual entry. For now, it is manual entry for us!
I forgot to mention that we also do what Shannon mentioned - a monthly Journal Entry to reduce our OH for company vehicles. I created a Quick Query that our Controller can run each month to show the total amount of mileage we billed for our company vehicles through Project Charge Entries and then he does a JE to reduce our OH by that amount.
We use Concur right now for expenses and the company car mileage is entered there. However, unfortunately, the zero dollar transactions don't pull in. So, we have a report in Concur that we import into project charge entry.