Entering Auto Mileage, Using the Calendar & Generating Reports

 

Table of Contents

 

 

Auto Mileage

Automobile mileage is filtered according to date range and vehicle. The auto mileage register can be sorted by date, trip type, automobile, destination or purpose. Filter the list by selecting a date range and/or an automobile.

Auto_Mileage

 

A summary of all the trips in a calendar year appears on the screen. The date range shown can be changed using the input boxes in the upper left corner of this trip summary. The summary will be filtered to a specific automobile when the trip list is filtered to that automobile. The grid can also be sorted based on column heading by clicking the column title.

 

Auto_Mileage_Grid

 

At the bottom of the page, a summary shows the total for each type of trip with total miles and a trip cost calculated using the standard IRS allowable mileage rate for that year. If some miles are unaccounted for based on the beginning and ending odometer readings, then the difference is shown as UNALLOCATED.

 

Mileage_Summary

Add automobiles through the Lists tab.

 

Adding a Trip

Follow the steps listed below to add a trip to the auto mileage register.

  1. Select Auto Mileage from the navigation tabs at the top of the page.
  2. Select Add New Trip.
    Add_New_Trip
  3. Select a trip date and the vehicle used for the trip.
  4. After selecting an automobile, the latest trip record for this automobile will be displayed including last trip date, the date of entry and the starting and ending odometer reading.
  5. Enter the beginning and ending readings for the trip being entered. Tabbing through the beginning and ending reading fields will cause the system to calculate the total trip mileage. This will be displayed in the Trip Mileage field.
  6. Select the type of travel and record the destination and purpose of the trip. Remember to include enough information in these fields to support a deduction claim.
  7. Once all information has been entered, select Save to add this trip to the registry.

 

Calendar

To review calendar events entered in the Transaction Tracker, select Calendar from the navigation menu.

Calendar

 

The calendar shown in the upper left section of the page controls movement between months. The monthly view takes up the bulk of the page, and is used to select a day of the month. If the day is in the week that is being viewed, then the weekly view at the top of the page will also allow for selection of a specific day. Both the monthly view and the weekly view can be advanced by one month/week by using the arrows found near the top of each section. The specific day selected on the calendar appears in an hourly layout on the left side of the page.

 

Manage_Calendar

 

To make an entry in the calendar, double click on the day for which the entry is to be made. Double clicking will work in any of the three views (monthly, weekly or hourly). The calendar entry is made in a dialogue box that appears, allowing for selection of:

  • Subject
  • Location
  • Start Time
  • End Time
  • Details of the Event

Recurrence allows for setting events as daily, weekly, monthly or yearly. To enter a new event on the calendar, select Save and Close.

 

Managing Calendar Reminders

Use these options to manage calendar reminders in the Transaction Tracker:

  • Open Item: Click Open Item to open the calendar interface for a particular item that has been entered in the calendar and appears in the reminder window.
  • Dismiss All: Marks each of the items in the reminder window so that they will no longer appear when the reminders are shown.
  • Dismiss: Marks a single item on the list so that it will no longer appear when the reminders are shown.
  • Snooze: Causes the reminder window to move to the background for the length of time chosen from the drop-down.
  • Do Not Show this Message in this Session: Causes the reminder window to remain in the background until the user logs out and then logs in to a new session, or until the user selects Show Calendar Reminder.

 

Reports

Reports

 

To generate a report of data entered into the Transaction Tracker, select Reports from the navigation menu. The following report types are available:

  • Income and Expense Report
  • Income and Expense Detail Report
  • Vendor / Payor Income and Expense Detail Report
  • Transactions for a Contact
  • Transactions for an Account
  • Schedules

 

Generating a Report

Select a report from the drop down list and then specify a timeframe for the report. The timeframe can be either a preset timeframe for the drop down list or a custom timeframe created by entering a beginning date and an ending date.

If the report chosen is Transactions for a Contract / Account, the system will prompt the user to select the specific contact or account being reported.

The report will initially appear in HTML format, with a button available to generate a PDF format for printing or saving to a file. Select Requery to generate a new report.